Phillips Group Safeguarding Children & Young People Policy

Phillips Group is committed to the safety, participation, and empowerment of all children and young people who engage with our programs, events, and venues. We have zero tolerance for abuse, neglect, grooming, racism, or any conduct that places children at risk of harm. Our duty of care extends across all aspects of our operations, from coaching and mentoring to accommodation and events. Whenever concerns are raised, we will act immediately, support those affected, and report to the relevant authorities without delay.

We recognise that we work with children as part of the delivery of a range of services, and therefore must apply robust safeguarding systems. This policy provides a framework to guide behaviour, responsibilities, decision-making, and accountability within the Phillips Group about keeping children and young people free from harm, risk of harm, abuse and neglect.

Our approach aligns with the Victorian Child Safe Standards and the National Principles for Child Safe Organisations.

This policy should be read alongside the Child Safe Complaints Handling Procedure and the Incident Management Procedure, which outline the detailed processes for reporting and responding to concerns.

Safeguarding children and young people is a shared responsibility; it is reliant on all individuals within our organisation, the Philips Group, to keep children and young people safe in our care.

2.1 Any form of harm, risk of harm, abuse, neglect, or racism towards children and young people will not be tolerated, and immediate action will be taken upon report of any suspected harmful or abusive behaviours.
2.2 The best interest of the child or young person will be the primary consideration in all actions and decisions concerning the safety or well-being of a child or young person.
2.3 We are accountable to the children and young people we work with by fostering high ethical standards in a culture of openness and transparency and fostering a culture of child safety with a focus on prevention.
2.4 We empower children by informing them of their rights and responsibilities and supporting them to speak up about any matters of importance to them, including if something goes wrong. We work to include the participation of children and young people in decision-making regarding any services or other matters affecting them.
2.5 This Policy is based on The Phillips Group’s commitment to uphold the;
(a) National Child Safe Principles: https://www.childsafety.gov.au/resources/national-principles-child-safe-organisations and the;
(b) Victorian Child Safe Standards: https://ccyp.vic.gov.au/child-safe-standards/the-11-child-safe-standards/
1) Organisations establish a culturally safe environment in which the diverse and unique identities and experiences of Aboriginal children and young people are respected and valued.
2) Child safety and wellbeing is embedded in organisational leadership, governance and culture.
3) Children and young people are empowered about their rights, participate in decisions affecting them and are taken seriously.
4) Families and communities are informed and involved in promoting child safety and wellbeing.
5) Equity is upheld and diverse needs are respected in policy and practice.
6) People working with children and young people are suitable and supported to reflect child safety and wellbeing values in practice.
7) Processes for complaints and concerns are child-focused.
8) Staff and volunteers are equipped with the knowledge, skills and awareness to keep children and young people safe through ongoing education and training.
9) Physical and online environments promote safety and wellbeing while minimising the opportunity for children and young people to be harmed.
10) Implementation of the Child Safe Standards is regularly reviewed and improved.
11) Policies and procedures document how the organisation is safe for children and young people.

and the;
(c) United Nations Convention on the Rights of the Child: https://humanrights.gov.au/our-work/childrens-rights/convention-rights-child
(d) Commonwealth Child Safe Framework https://www.childsafety.gov.au/resources/commonwealth-child-safe-framework-policydocument

Safeguarding children and young people is a shared responsibility; it is reliant on all individuals within our organisation, the Phillips Group, to keep children and young people safe in our care.

This policy applies to all Phillips Group workers, including employees, contractors, labour-hire staff, volunteers, and students, across all settings where children and young people may be present. It covers Phillips Coaching programs, camps, mentoring, and club development work, as well as The Village Green’s accommodation and event operations.

It applies equally to in-person and online environments. Third-party providers and hirers who use our premises or deliver services with us must also comply with this policy or demonstrate equivalent standards.

4.1 Child safety is a part of our overall risk management commitment.
4.2 We have a zero tolerance for harm, risk of harm and child abuse and are committed to preventing harm towards children and young people.
4.3 We are committed to promoting and protecting at all times the best interests of children and young people involved in our programs, services and camps through our process of screening, recruitment, training and management of workers.
4.4 Phillips Group workers must at all times treat children and young people with dignity and respect and promote every child’s right to feel safe, cared for and supported.
4.5 Children and young people participating in all Phillips Group services and activities must be aware of their rights to a “Child Safe Environment” and be encouraged to speak to a worker or the designated Child Safe Officer if they ever feel unsafe.
4.6 All children and young people have a right to protection from harm, risk of harm and abuse, which may include but is not limited to bullying, neglect, emotional, physical, psychological or sexual abuse and grooming of any kind.
4.7 Reporting of suspected harm, risk of harm and child abuse is mandatory for all workers. This means that workers are mandated to report any child abuse through this policy, if not already mandated through state legislation (Children, Youth and Families Act 2005).
4.8 In relation to sexual abuse, all workers shall be considered to hold a “Position of Authority Role” for application of the “Age of Consent” legislation. This means that, for people in these roles, the mandatory age of consent shall be taken as 18 years, notwithstanding the specific State or Territory legislation. Although the age of consent in VIC is 16 years (The Crimes Act 1958, VIC), the legal adult age in VIC is 16 and therefore Phillips Group will maintain to hold a “Position of
Authority Role” till the age of 18. Children and young people under the age of 18 are protected by this policy.
4.9 Allegations of harm, risk of harm and abuse and neglect or suspected child abuse must be dealt with by the Phillips Group in a timely, consistent, confidential, respectful and sympathetic manner in accordance with the Safeguarding Children and Young People Procedure. Should the allegation be against another worker, unless otherwise advised by the relevant authority, the worker should be suspended from all duties while an allegation is under consideration. If proven, the worker will be dealt with in accordance with the relevant authority (and Phillips Group Policy and Procedure) and suspended permanently from their engagement with the Phillips Group. Adults (including parent/guardians), who are not workers against whom an allegation has been made, must be prevented from having any dealings with the Phillips Group until the allegation or suspicion is disproved. The Phillips Group reserves the right to permanently suspend adults who are not workers from engagement with the Phillips Group (and must contact relevant authorities) should an allegation be proven.
4.10 The Phillips Group shall communicate its commitment to child safety to workers, children and young people, their families and the general community.
4.11 Under the Worker Screening Act 2020 (VIC), all workers 18 years and over, must maintain a current Working With Children Check (VIC) and notify the Phillips Group immediately if any
action or allegation might prevent them from obtaining or keeping the WWCC current. Workers must notify the Phillips Group if a clearance is revoked.
4.12 Workers must immediately report abuse, neglect or racism and any concerns with policies, practices, or the behaviour of workers, including meeting any legislated mandatory reporting requirements. This includes following a specified process when reporting harm, risk of harm, abuse (including grooming), neglect or racism, including who will receive reports (Refer to: Safeguarding Children and Young People Procedure).
4.13 Failure to report harm, risk of harm, child abuse and/or neglect (including grooming) is serious misconduct and, where legislated, is considered a criminal offence.
4.14 Workers have access to this policy Safeguarding Children and Young People Procedure and understand the implications of this policy for their role. We document any allegation, disclosure or concern regarding child abuse and monitor responses to all allegations, disclosures, or concerns and keep records of such confidentially and securely as per the allocated time period (Refer to: Section 17: Records and Information Management).
4.15 All workers must comply with all Safeguarding Children and Young People Policy, and Code of Conduct, and the Phillips Group will provide information and training to all workers on these policies and procedures.
4.16 All human resource practices, including but not limited to recruitment and selection practices, must be effective in reducing the risk of child abuse occurring, which includes maintaining up-todate compliance records on pre-screening information and working with children and/or police clearances as prescribed.
4.17 All workers must follow and comply with the procedure and process for responding to and reporting suspected child abuse (Refer to: Safeguarding Children and Young People Procedure).
4.18 The Philips Group will continue to develop and improve strategies to identify and reduce or remove the risk of child abuse, harm and risk of harm to children and young people. This includes developing strategies to promote the participation and empowerment of children to ensure all possible steps are taken to minimise the opportunity for “grooming” to take place through the accumulation of personal information from computer/data access and storage, technology, and call recording systems.

This policy applies to all Phillips Group activities involving child and youth participants.

● Child / young person – Any person under the age of 18 years.
● Child abuse – Includes physical, sexual, emotional, and psychological abuse, as well as neglect and exposure to family violence.
● Grooming – Behaviour aimed at establishing a relationship of trust with a child or their family to facilitate sexual abuse.
● Child safety concern – Any issue that affects, or has the potential to affect, the safety or wellbeing of a child or young person.
● Incident – An event that has caused or could cause harm to a child or young person, including near misses.
● Complaint – An expression of dissatisfaction or concern, whether verbal or written, about services, conduct, or treatment of children and young people.
● General Manager – The most senior operational leader in Phillips Group, accountable for ensuring child safe practices are implemented.
● Child Safety Officer – The nominated staff member responsible for receiving and managing child safety concerns and supporting compliance with this policy.
● Worker – Includes employees, contractors, consultants, volunteers, and any person engaged by Phillips Group to provide services.
● Third-party provider / hirer – An external organisation or individual delivering programs, services, or events on Phillips Group premises or on its behalf.

Phillips Group values the voice of children, young people, and families in shaping our approach to child safety. We actively encourage participation and feedback to strengthen our culture of safety and inclusion.

● seeking feedback from children and families on programs,
● providing opportunities for children and young people to express their views on matters that affect them,
● using age-appropriate and accessible methods of communication, and
● considering feedback in policy reviews and decision-making.

● ensuring all workers hold valid Working with Children Checks,
● adhering to the Code of Conduct,
● reporting concerns immediately to Phillips Group, and
● nominating a child safety contact to liaise with Phillips Group during activities.

Child safety is a shared responsibility, but accountability is clearly structured. The Advisory Board provides oversight, reviewing reports and ensuring resources are in place. The General Manager owns this policy and ensures systems are implemented and monitored. A Child Safety Officer acts as the primary contact for concerns, maintains the child safety register, and liaises with authorities as required.

Managers and Program Leads must design safe programs, conduct risk assessments, brief and supervise staff, and monitor compliance by third parties. Every worker is expected to understand and follow this policy, complete training, and report concerns immediately.

Our work is guided by the following principles:

● the best interests of children and young people are the primary consideration in all decisions;
● children have a right to participate, be informed, and have their voices heard;
● equity and inclusion must be respected, recognising diversity of background, identity, and ability;
● prevention is achieved through safe program design and proactive risk management;
● accountability is ensured through clear responsibilities, transparent reporting, and regular review.

We take a risk-based approach to child safety. Formal risk assessments are required for all new or significantly changed programs, and particularly for high-risk activities such as overnight stays, waterbased events, or online platforms.

Key safeguards include:

● maintaining safe supervision ratios and avoiding unnecessary one-to-one contact;
● designing spaces to be open and observable;
● ensuring first aid and medical information systems are in place;
● requiring written parental consent for photography, transport, or higher-risk activities;
● restricting online communication to approved group platforms with at least two adult administrators;
● implementing overnight accommodation protocols, including supervision, curfews, and visitor restrictions.

Phillips Group is committed to safe recruitment practices to reduce the risk of harm to children and young people. All positions are reviewed to determine whether child-related duties are involved, and appropriate screening measures are applied.

Every worker aged 18 years and over must hold a current Working with Children Check (WWCC). In addition, the following steps form part of our recruitment process:

● verification of identity and right-to-work in Australia,
● referee checks to confirm past conduct and suitability, and
● police checks where the role risk assessment indicates they are warranted.

New workers must complete an induction program which includes training on child safety and formal acceptance of this policy. During probationary periods, new workers are closely supervised to ensure safe practice. Ongoing monitoring processes are in place to ensure all checks remain current, and any revocation or suspension of a clearance is reported immediately to the General Manager.

Phillips Group recognises that building and maintaining a child safe culture requires ongoing training and clear communication.

● Induction – All workers must complete induction training before undertaking any unsupervised contact with children.
● Role-specific training – Coaches and program staff receive additional training on safe supervision, maintaining professional boundaries, appropriate physical contact, and responding to disclosures of harm.
● Refresher training – Annual refresher training is mandatory for all workers to reinforce child safety knowledge and update them on changes in legislation, standards, or internal procedures.

We also provide children and families with clear, age-appropriate information about behavioural expectations, their rights, and how to raise concerns. By embedding this communication into everyday practice, Phillips Group helps ensure child safety is understood, visible, and actively supported across our community.

The Code of Conduct sets clear standards of behaviour. Workers are expected to act professionally, treat children with respect, and prioritise their wellbeing. They should use positive, age -appropriate language, avoid favouritism, and maintain observable, transparent interactions. Physical contact must only occur when necessary (such as first aid or technique correction), must be respectful, and must stop if a child shows discomfort.

Behaviours not permitted include:

● sexual behaviour with or in the presence of children, including grooming or sexualised communication;
● humiliating, intimidating, or discriminatory behaviour;
● physical punishment, rough play, or unnecessary physical contact;
● transporting children without prior parental consent and manager approval;
● giving gifts outside approved program activities;
● storing or sharing children’s images or information on personal devices or accounts. Breaches of the Code will result in disciplinary action and may be referred to external authorities.

Phillips Group takes all concerns about child safety seriously. While many issues can be addressed internally, some matters must be escalated to external authorities to ensure the protection and wellbeing of children and young people. These include allegations of abuse or grooming, suspected criminal behaviour, or situations where parents or guardians are unwilling or unable to protect a child.

All Phillips Group workers must immediately report concerns to the Child Safety Officer or General Manager, who will determine the appropriate response and referral pathway.

External agencies that may need to be contacted include:

● Victoria Police – 000 in an emergency or your local station for non-urgent reports.
● Child Protection (DFFH) – 1300 475 170 for concerns a child is at risk of significant harm.
● Commission for Children and Young People (CCYP) – 1300 78 29 78 for breaches of the Child Safe Standards.
● Victorian Ombudsman – 1300 666 444 for complaints about Victorian public organisations.
● Victorian Equal Opportunity and Human Rights Commission – 1300 292 153 for discrimination or human rights concerns.
● eSafety Commissioner – 1800 880 176 for online abuse, grooming, or exploitation.

Phillips Group does not discourage the use of external complaints processes and will assist complainants in contacting these agencies. We will cooperate fully with lawful investigations.

Complaints relating to the safety or wellbeing of children and young people are managed under the Child Safe Complaints Handling Procedure. Anonymous complaints can also be made and will be managed in line with this procedure, noting that investigation or feedback may be limited if further information cannot be obtained.

Complaints relating to workplace or employment matters are managed separately under the Grievance Policy.

We welcome feedback and treat complaints as opportunities to improve. Complaints are acknowledged within three business days and assessed for risk. Anonymous complaints are accepted and investigated where possible. No complainant will be disadvantaged for raising concerns in good faith.

Where appropriate, outcomes and reasons are communicated, and avenues for escalation are provided.

Where external organisations deliver services with us or hire our venues for child-related activities, they must comply with this policy or show equivalent standards. They are required to:

● ensure all personnel hold a current Working With Children Check;
● nominate a child safety contact for the activity;
● implement appropriate supervision and risk controls;
● follow Phillips Group rules on photography, consent, and reporting;
● notify us immediately of any child safety concerns.

A third-party child safety checklist must be completed before bookings are accepted.

Child safety records are securely stored with restricted access. Records are retained for at least seven years, or longer where required by law. Families may access personal information in line with privacy legislation.

Child safety requires continuous attention. The Child Safety Officer maintains a child safety register, which is reviewed quarterly by management to identify trends and risks. The Advisory Board reviews the framework annually. Internal audits check compliance with screening, training, and consent requirements. This policy is reviewed every three years or sooner if legislation changes or incidents highlight gaps

Breaches of this policy or Code of Conduct are treated as serious misconduct. Depending on the severity, consequences may include retraining, disciplinary action, termination of engagement, and referral to external authorities.

Disciplinary processes for employees are managed under Phillips Group’s Disciplinary Policy, which sets out the formal steps and requirements for procedural fairness.

Third-party providers or hirers that fail to comply may have their contracts terminated.

This policy is available on our websites and provided at induction. Phillips Group ensures that this policy and related procedures are accessible and easy to understand for all workers, children, families, and community members. Information will be available in plain language, and support will be provided for people with disabilities, those from culturally and linguistically diverse backgrounds, and others who may require assistance to understand or raise concerns.

Feedback is encouraged, and updates are communicated to staff, families, and participants to ensure transparency.

This policy is reviewed every three years or sooner if legislation changes or incidents highlight gaps.

We retain records that document each review undertaken. Records may include minutes of meetings and documentation of changes to policies and procedures that result from a review.