LITTLE OAK STUDIO - POLICIES 2025

Child Safe Environments Policy & Procedure

1. Purpose

This policy sets out guidelines to ensure that all children and young people served by The Little Oak Studio are provided with a safe environment.

2. Commitment to the safety of children and young people

The Little Oak Studio is committed to providing safe environments where the well-being and protection of children and young people is achieved in accordance with:

· Children and Young People (Safety) Act 2017 (SA) (“the Act”);

· Child Safety (Prohibited Persons) Act 2016; and,

· National Principles for Child Safe Organisations 2019, an initiative of the Council of Australian Governments.

The Little Oak Studio value and respect children and young people. The safety and protection of children and young people is always our first priority.

The Little Oak Studio acknowledges that the National Principles for Child Safe Organisations 2019, define an environment that is safe for children and young people as being one where:

· Child safety and wellbeing are embedded in organisational leadership, governance, and culture.

· Children and young people are informed about their rights, participate in decisions affecting them, and are taken seriously.

· Families and communities are informed and involved in promoting child safety and wellbeing.

· Equity is upheld and diverse needs are respected in policy and practice.

· People working with children and young people are suitable and supported to reflect child safety and wellbeing values in practice.

· Processes to respond to complaints and concerns are child-focused.

· Staff and volunteers are equipped with the knowledge, skills, and awareness to keep children and young people safe through ongoing education and training.

· Physical and online environments promote safety and wellbeing while minimising the opportunity for children and young people to be harmed.

· Implementation of the national child safe principles is regularly reviewed and improved.

· Policies and procedures document how the organisation is safe for children and young people.

3. Inclusivity

The Little Oak Studio abides by the United Nations Convention on the Rights of the Child which entitles all children, regardless of race, colour, sex, religion, or nationality, to be protected from harm or risk of harm[A1], to receive special help if they are harmed, to have their opinions heard about matters that affect them, to receive and share information, and to be treated with dignity if disciplined. All children and staff have a right to feel safe and secure and to be protected from all forms of harm or risk of harm.

The current legislation has lowered the threshold from ‘abuse and neglect’ to ‘harm or risk of harm’. Harm and risk of harm are the overarching terminologies that cover neglect and various forms of abuse. Please update terminology throughout the policy to ‘harm or risk of harm’.

4. Scope

This Policy applies to ALL employees, contractors, volunteers, and any other persons who, through The Little Oak Studio, have contact with children and/or young people involved with us.

All employees, contractors, and volunteers must read and agree to act in accordance with this policy before serving any client of The Little Oak Studio.

5. Communication

This policy is available to all employees, contractors, and volunteers.

A link to this policy is provided to all clients in our enrolment forms and service agreements.

Our policy can be accessed on our website at www.thelittleoakstudio.com.au/child-safe-env-policy.

6. Participation of children and young people

The Little Oak Studio actively listens to children and young people involved with us.

We encourage all children and young people to be involved, provide feedback, and raise any complaints or concerns.

7. Code of Conduct

The Little Oak Studio’s Code of Conduct applies to all our employees, contractors, and volunteers and can be found on our website at www.thelittleoakstudio.com.au/code-of-conduct.

Breaches to our Code of Conduct can be reported to Rachel by emailing rachel@thelittleoakstudio.com.au or by phone on 0430 085 443.

If an employee, contractor, or volunteer has breached our Code of Conduct it may result in disciplinary action, up to and including termination of their employment or contract.

8. Recruitment

The Little Oak Studio recruits the majority of its employees, contractors, and volunteers through written online applications. Each candidate is interviewed either in person or over a Zoom (or equivalent) meeting and referees are checked.

In line with the requirements of the Child Safety (Prohibited Persons) Act 2016, all employees, contractors, and volunteers of The Little Oak Studio who have direct contact with children and young people are required to hold a valid Working with Children Check issued by the Screening Unit of the Department of Human Services.

Our Code of Conduct applies to all our employees, contractors, and volunteers and is a mandatory part of onboarding.

Should any employee, contractor, or volunteer breach this policy, this would be communicated to the Screening Unit of the Department of Human Services.

9. Supervision, training, and support for employees, contractors, and volunteers

The Little Oak Studio has strategies in place to supervise, train, and support employees, contractors, and volunteers to understand their mandatory reporting obligations and their responsibilities to create a child-safe/friendly environment, such as:

· All employees, contractors, and volunteers must read, accept, and agree to act in accordance with this policy and our Code of Conduct before having contact with any of our clients.

· All employees, contractors, and volunteers must read and understand the Mandatory Notification Information Booklet (see: www.dhs.sa.gov.au/cse)

· All employees, contractors, and volunteers who have direct contact with children and young people are required to complete ‘Safe Environments: Through Their Eyes’ training (or equivalent) every 3 years.

· All employees, contractors, and volunteers who have direct contact with children and young people are subject to supervision by our director or more senior employee, contractor, or volunteer at times throughout the course of their work with The Little Oak Studio.

· Regular performance appraisals.

10. Procedure for reporting and responding to harm or risk of harm

The Little Oak Studio is committed to ensuring children and young people are kept safe from harm and risk of harm.

All employees, contractors, and volunteers who have direct contact with children and young people are made aware of how to recognise signs of risk of harm and what to do if a child or young person discloses harm through training requirements.

Any employee, contractor, or volunteer who has direct contact with the children or young people involved with our organisation is deemed a mandated notifier.

The Little Oak Studio acknowledges that anyone within our organisation that has a reasonable belief that a child or young person has been harmed or is at risk of harm is responsible for reporting.

All employees, contractors, or volunteers must report the reasonable belief that a child or young person is, or maybe, at risk of harm by calling the Child Abuse Report Line (CARL) on 13 14 78 or if at immediate risk, report to South Australia Police on 000. We note that for mandated notifiers these are legal obligations.

We note that it is not the responsibility of another member of our organisation to determine if it is a reportable matter.

Any individual who has made a report to CARL regarding a child or young person receiving a service from our organisation is also required to notify Rachel as soon as possible.

After a report is made, The Little Oak Studio will:

· Refer the child, young person, or their family to other appropriate services

· Continue to provide a service to the child or young person and their family and monitor their circumstances

· Provide information about services that can assist children, young people, and their families (such as the Kids Helpline on 1800 55 1800 and Youth Helpline on 1300 13 17 19).

If an employee, contractor, or volunteer suspects harm or risk of harm

· If you have a reasonable belief that a child or young person has been harmed or is at risk of being harmed, you MUST report the disclosure to the Child Abuse Report Line (CARL) on 13 14 78, or if at immediate risk, report to South Australia Police on 000.

· Report the information to Rachel at The Little Oak Studio as soon as possible (after making a CARL report if applicable).

· Complete an incident report form as soon as possible.

· Ensure the disclosure is recorded accurately, and that the record is stored securely.

If a child or young person discloses harm or risk of harm

· Remain calm and in control

· Reassure the child or young person that they have done the right thing by telling somebody about what is happening.

· Let them know that you are willing to listen and that you want to try to help.

· Listen to them carefully.

· Tell them that you believe them.

· Reassure the child or young person that it is not their fault they have been placed at risk.

· Tell the child or young person that you are pleased to have been told.

· Do not ask leading questions.

· Do not push the child or young person into giving details.

· Let the child or young person use their own words to explain what has occurred.

· Do not make promises to the child or young person such as promising not to tell anyone about the incident, except that you will do your best to keep them safe.

· Do not leave the child in a distressed state. If they seem at ease in your company, stay with them.

If an employee, contractor, or volunteer has been reported to have caused harm to a child or young person, they will be removed from contact with children and young people until the authorities have concluded their investigation; The result of which may include the termination of their employment or contract.

Record Keeping

A register of incidents will be kept by The Little Oak Studio.

The register will be maintained by the Office Manager and will record the following for each incident.

Details of the incident and the nature of the incident

· Date lodged

· Action taken

· Details of any investigation provided by authorities

· Any further action

Copies of all correspondence and other materials received by The Little Oak Studio in connection with any incidents will be kept for 7 years.

The incidents register and associated files will be confidential, and access is restricted to Rachel.

11. Reporting and responding to complaints or feedback

The Little Oak Studio will deal with all complaints and feedback promptly, sensitively, and fairly.

If any client, employee, contractor, or volunteer has a concern, complaint, or feedback, they should contact us on 0430 085 443 or by email to rachel@thelittleoakstudio.com.au.

We are committed to:

· listen to any complaint/feedback and make a record of it

· respond to the complainant with an outcome to suit all parties

· clearly document and securely store decisions and actions taken in response to all complaints and feedback

· make sure that procedural fairness is followed at all times.

12. Risk Management

To help maintain a safe environment for children and young people, The Little Oak Studio reviews its risks regularly and implements strategies to minimise and manage these risks.

Risks to children and young people involved with The Little Oak Studio could include:

transportation from one place/environment to another

o All employees, contractors, or volunteers who transport clients at a minimum, have their P2 license, must follow Road laws, and passengers should sit in the back of the vehicle.

taking images of children and young people

o Images and videos should not be taken of any child or young person without their, and their parent/guardian’s written consent.

supervision of children and young people

o Any employee, contractor or volunteer who is supervising children and/or young people will act in accordance with this policy and has completed CPR training.

physical environment

o The Little Oak Studio is committed to ensuring any hired space, furniture, and/or equipment is safe, clean, and in good repair. All employees, contractors, and volunteers are vigilant and proactive in addressing or reporting any concerns around the maintenance of the above-noted areas/items, and families and children are also encouraged to provide feedback to the applicable employee, contractor, or volunteer responsible for said area/item.

o Any area hired by The Little Oak Studio will be Smoke- Free to protect the health of children, families, employees, visitors, students, and contractors and to provide a clear message to the community that The Little Oak Studio is committed to reducing the harm caused by tobacco.

physical contact

o Employees, contractors, and volunteers will aim to minimise physical contact.

o Employees, contractors, and volunteers will not do things of a personal nature that a child or young person can do for themselves, such as toileting or changing clothes

o Any physical contact required between employees, contractors, or volunteers with any client will be appropriately communicated and consent provided.

o Where possible, a parent or guardian will be present or within listening range.

cyber safety and social media guidelines

o Images and videos will not be posted on the internet or social media without written consent from the child or young person’s parent or guardian.

o No images or videos of children or young people who are not appropriately clothed will be posted on the internet or social media.

protecting privacy and confidentiality

o All information provided to The Little Oak Studio is kept private and confidential.

procedures for dealing with situations where a member is being investigated for or is charged with, a serious criminal offense.

Any person who is being investigated for, or is charged with, a serious criminal offense will be suspended from their role with The Little Oak Studio until such time that we can ensure it would be safe for them to continue serving our clients.

13. Related policies and procedures

· Code of Conduct

· Risk Management Policy and Procedure

· Complaints Policy and Procedure

14. Policy Review

The Little Oak Studio will review its child-safe environments policies and procedures at least once every five years in line with Section 115 of the Children and Young People (Safety) Act 2017.

The Little Oak Studio will also review the policy when:

new or added risks are identified for children or young people, which may require a change in the policy or procedures
a critical incident where a child or young person has experienced harm through involvement in the organisation
concerns are raised by anyone involved in your organisation about child safety or welfare in the organisation
awareness or compliance to the child-safe policy and/or procedures is low.

Each time we review and update our child safe environments policies and procedures, we will create a new lodgement in the Child Safe Environments Compliance System on the Department of Human Services website.

Need more information?

Please contact us at rachel@thelittleoakstudio.com.au.

Risk Management Policy & Procedure

Policy statement

The Little Oak Studio has a legal and ethical obligation to ensure its staff, people with disability, and visitors are not harmed during the use of The Little Oak Studio’s services. This policy outlines how The Little Oak Studio prepares for and responds to risks as part of The Little Oak Studio’s ongoing commitment to providing safe, high-quality services.

Scope

This policy applies to all contractors, employees, and volunteers and supports The Little Oak Studio’s risk management strategy and good governance of organisational and individual risk. This policy works alongside the Code of Conduct.

The Office Manager is responsible for maintaining the risk register and ensuring Managers implement risk treatments as directed.

Principles

· The Little Oak Studio’s services should be safe for people to use.

· While some risks cannot be eliminated, action is taken to identify risks and remove, minimise, or manage them.

· Risks and the plans to mitigate them are documented.

· People accessing The Little Oak Studio’s services will be informed about any risks.

· The Little Oak Studio is committed to continuous improvement and adapts its services to improve safety on an ongoing basis.

Procedures

A risk assessment is undertaken for all organisational processes, services, products, and assets.

Risks are assessed based on their likelihood and the potential for harm. Resources are provided to eliminate, minimise, or manage risks. Responses must be proportionate to the level of risk.

The Little Oak Studio maintains a risk register that is reviewed following any complaint, accident, or incident. The risk register is also routinely reviewed annually.

The Little Oak Studio complies with all mandatory reporting requirements related to the safeguarding of people with disability, quality management, and workplace safety.

People accessing services, their families or carers, staff, and volunteers are made aware of risks.

Feedback from people with disability accessing the service, complaints, and the results of formal evaluations are used to update the risk register and improve practice.

Related policy and procedures

· Code of Conduct

· Complaints Policy and Procedure

Legislation and standards

· Disability Discrimination Act 1992

· Universal Declaration of Human Rights

· National Standards for Disability Services

· NDIS Quality and Safeguarding Practice Standards 2018

Code of Conduct

Caring for children and young people brings additional responsibilities for employees, contractors, and volunteers of our organisation. All employees, contractors, and volunteers of our organisation are responsible for promoting and protecting the safety and wellbeing of children and young people by:

· sticking to the organisation’s child safe policy at all times and taking all reasonable steps to ensure the safety and protection of children and young people

· treating everyone (this includes staff, volunteers, students, children, young people, and parents) including those of different race, ethnicity, gender, gender identity, sexual orientation, age, social class, physical ability or attributes, and religious beliefs with respect and honesty and ensure equity is upheld

· being a positive role model to children and young people in all your conduct with them

· setting clear boundaries about appropriate behaviour between yourself and the children and young people in your organisation – boundaries help everyone to understand their roles

· listening and responding appropriately to the views and concerns of children and young people

· ensuring another adult is always present or insight when conducting one to one coaching, instruction, or other activity

· always using appropriate communication with children and young people if physical contact is required

· being alert to children and young people who are, or maybe at risk of harm, and reporting this quickly to the Child Abuse Report Line (13 14 78)

· responding quickly, fairly, and transparently to any serious complaints made by a child, young person, or their parent/guardian

· encouraging children and young people to ‘have a say’ on issues that are important to them.

Employees, contractors, and volunteers must not:

· engage in rough physical games

· develop any ‘special’ relationships with children and young people that could be seen as favouritism such as the offering of gifts or special treatment

· do things of a personal nature that a child or young person can do for themselves, such as toileting or changing clothes

· discriminate against any child or young person because of age, gender, cultural background, religion, vulnerability, or sexuality.

Breach of the Code of Conduct

Any breaches to our Code of Conduct will be investigated and will receive disciplinary action up to and including the termination of employment or contract.

Complaints Policy & Procedure

Policy statement

The Little Oak Studio is committed to ensuring that any person or organisation using services provided by The Little Oak Studio or affected by its operations has the right to lodge a complaint and to have their concerns addressed in ways that ensure access and equity, fairness, accountability, and transparency.

The Little Oak Studio will provide a complaints management procedure that:

· is simple and easy to use

· is available to all members, clients, and stakeholders via our website

· ensures complaints are fairly assessed and responded to promptly

· is procedurally fair and follows principles of natural justice

· compliance with legislative requirements.

Our commitment

If you make a complaint to The Little Oak Studio you can expect that we will:

· treat you with respect

· tell you what to expect while your complaint is being looked into

· carry out the complaint-handling process in a fair and open way

· provide reasons for decisions that are made

· protect your privacy

Procedures

Making a complaint

A person wishing to make a complaint may do so in writing or verbally to:

· the contractor, employee, or volunteer they were dealing with at the time unless you are making a complaint about this person

· the Client Liaison by calling 0430 085 443

· the Office Manager via hello@thelittleoakstudio.com.au

· the Founder via rachel@thelittleoakstudio.com.au

Complaints management

The person managing the complaint will be responsible for:

1. Registering the complaint:

· Registering the complaint in The Little Oak Studio’s complaints register

· Informing the complainant that their complaint has been received and providing them with information about the process and time frame

2. Investigating the complaint:

· examining the complaint within 5 working days of the complaint being received

· informing the complainant by email within 10 working days of the complaint being received of what is being done to investigate and resolve it, and the expected time frame for resolution.

As far as possible, complaints or appeals will be investigated and resolved within 20 working days of being received. If this time frame cannot be met, the complainant will be informed of the reasons why and of the alternative time frame for resolution.

3. Resolving the complaint:

· making a decision or referring to the appropriate people for a decision within 20 working days of the complaint being received

· informing the complainant of the outcome and any options for further action if required

4. What if I am unhappy with the resolution?

· If you are not happy with the outcomes of a complaint, you may be able to lodge a complaint with the Ombudsman in your state. The Ombudsman’s office will determine if it has the power to investigate your complaint.

Record Keeping

A register of complaints will be kept by The Little Oak Studio.

The register will be maintained by the Office Manager and will record the following for each complaint:

· Details of the complainant and the nature of the complaint

· Date lodged

· Action taken

· Date of resolution and reason for the decision

· Indication of the complainant being notified of the outcome

· Complainant's response and any further action

Copies of all correspondence and other materials received by The Little Oak Studio in connection with any complaints will be kept for 7 years.

The complaints register and files will be confidential, and access is restricted to the Office Manager and Founder.

Related policy and procedures

· Code of Conduct