Policies & Procedures

Policies and Procedures for Coolabah Collective Homeschool Program.

This document outlines essential policies for operating a child-focused homeschool program in NSW, Australia. It complies with key laws including the Australian Consumer Law (ACL), Privacy Act 1988, and NSW child safety requirements (e.g., Child Safe Standards from Office of the Children's Guardian - OCG, and mandatory reporting under Children and Young Persons (Care and Protection) Act 1998). Policies are brief; full procedures are available upon request. Reviewed annually or as laws change.

Comprehensive Policy and Procedures available upon request

1. Child Safety Policies

All policies align with the 10 NSW Child Safe Standards and prioritise child wellbeing. Staff/volunteers undergo training; breaches result in immediate action.

• Working with Children Check (WWCC): All staff, assistants, and volunteers must hold a valid NSW WWCC (cleared for child-related work). Checked before engagement; renewed every 5 years. No unsupervised contact without clearance.

• Child Protection and Mandatory Reporting: Mandatory reporters (e.g., staff) must report suspected child abuse/neglect to NSW Department of Communities and Justice (DCJ) via Child Protection Helpline (132 111). Includes physical, sexual, emotional abuse, neglect, or risk of significant harm. Reports documented confidentially; non-compliance leads to disciplinary action.

• Code of Conduct: Staff must: Treat children respectfully; avoid physical contact unless necessary for safety; report concerns immediately; maintain professional boundaries (no private communications/social media with children). Signed annually; violations may lead to termination.

• Risk Management: Conduct termly risk assessments for activities (e.g., identify hazards like sharp tools, allergies). Mitigate via supervision ratios (1:10 max), emergency plans, and safe spaces. Includes online safety if digital tools used.

• Complaints Handling for Child Safety: Children/parents can report concerns confidentially via [email/phone]. Investigated within 48 hours by designated officer; external referral to OCG/DCJ if needed. Records kept securely for 7 years.

• Safe Recruitment and Training: Screen staff via interviews, references, and police checks. Mandatory annual training on child protection, first aid, and recognizing abuse. Induction includes policy review.

• Child Participation and Empowerment: Encourage children to voice concerns; provide age-appropriate info on safety rights. Sessions include "safe space" rules discussed at start.

• Family Engagement: Parents informed of policies via enrollment pack; consent required for photos/activities. Regular updates on child progress/safety.

• Incident Response and Emergency Procedures: For injuries/emergencies: First aid kits on site; call 000 if serious. Incidents logged; parents notified immediately. Evacuation plans for fire/lockdown practiced termly.

  Drop-Off and Collection Safety Policy:
  To ensure child safety during transitions, only authorised persons may drop off or collect children. Procedures:

  • Authorised Persons: Parents must nominate authorised collectors (up to 3) in enrollment forms, providing names, contacts, and photo ID details. Changes require written notice 24 hours in advance; emergency changes verified by phone. Unauthorised persons denied access. 

  • ID Checks: Staff verify collector identity via photo ID (e.g., driver's license) at every collection until familiar. Mismatches result in parent contact before release. 

  • Sign-In/Sign-Out: Mandatory parental/authorised person sign-in/out via digital/paper log at drop-off (noting time, health notes) and collection (confirming handover). Late collections incur $1/minute fee after 15 minutes; repeated issues trigger review. 

  • Supervision: Children supervised until signed out; no self-dismissal. Drop-off: Staff greet and confirm readiness. Collection: Children released only to verified persons. 

  • Late/No-Show: If uncollected 15 minutes post-session, contact parents/emergency contacts; if unreachable after 30 minutes, notify police/DCJ.