Child Safety & Protection Policy

1) Purpose and commitment

2) Scope of this policy

• All children aged 2 years and older participating in classes, free-play, holiday programmes, events, and off-site activities.
• All staff, coaches, volunteers, junior coaches, contractors, and student helpers.
• All parents, caregivers, and visitors while on site or participating in centre activities.

3) Roles and responsibilities

• Ensures policies, procedures, and reporting systems are in place and reviewed annually.
• Provides staff training and ensures safe recruitment practices.
• Appoints a Child Safety Officer. (Currently shared responsibility between Wilna Britz and Tina MacLean)

• Maintain active supervision and follow safe coaching practices.
• Model respectful behaviour and uphold the Code of Conduct.
• Report any concerns or incidents immediately.

• Work under the direction of senior staff.
• Follow all safety and child-protection procedures.

• Follow centre rules and support a safe environment.
• Provide active supervision during parent-supervised sessions (e.g. free-play).
• Ensure timely drop-off and pick-up.

• Treat others with respect.
• Follow safety rules and speak up if they feel unsafe or uncomfortable.

4) Safe environment & facility standards

• Daily equipment and hazard checks.
• Clear rules for safe attire: close-fitting clothing, bare feet, long hair tied back.
• Controlled access to gym areas.
• Emergency procedures for fire, earthquake, lockdown, and medical events.
• First-aid kits and trained first-aiders available at all times.
• All incidents and near misses recorded and reviewed.

5) Supervision requirements

• Age-appropriate coach-to-child ratios for structured classes.
• For free-play sessions, parents must provide active, hands-on supervision, remain within arm’s reach of younger children, and avoid distractions such as mobile phones.
• Children may only be released to authorised adults.
• Late pick-up procedures ensure children are never left unsupervised.

6) Safe coaching practices

• Skills taught using progressions appropriate to age and ability.
• Spotting used only when necessary for safety or skill development.
• Physical contact must be explained, purposeful, and child-centred.
• No high-risk skills taught without proper preparation and equipment.
• Behaviour management focuses on positive reinforcement, clear expectations, and calm redirection- never humiliation, fear, or physical punishment.

7) Child protection & safeguarding

• Abuse includes physical, emotional, sexual, and verbal harm.
• Neglect includes failure to meet a child’s basic needs.
• Grooming includes behaviour intended to build trust for the purpose of exploitation.
• Inappropriate behaviour includes any conduct that breaches professional boundaries.

• All staff must report concerns immediately to the Child Safety Officer.
• Concerns may include unusual injuries, disclosures, behavioural changes, or staff/parent behaviour.
• Staff must listen calmly to disclosures, avoid leading questions, and reassure the child they did the right thing by speaking up.

• Concerns are documented and escalated to the Child Safety Officer for referral to Oranga Tamariki or NZ Police when required.
• Confidentiality is maintained, and information is shared only on a need-to-know basis.

8) Staff recruitment, screening & training  

• All staff and volunteers working with children must complete Police vetting.
• Reference checks and interviews assess suitability for working with children.
• Induction includes training on child protection, safe coaching, emergency procedures, and behaviour management.
• Annual refreshers ensure ongoing awareness and compliance.

9) Code of conduct

• Treat all children with dignity and respect.
• Maintain appropriate professional boundaries.
• Use positive, encouraging language.
• Ensure interactions are observable and transparent.

• Being alone with a child in an isolated space.
• Rough physical play, inappropriate touching, or physical punishment.
• Swearing, yelling, or shaming.
• Taking photos or videos without consent.
• Communicating privately with children via social media or messaging.

10) Health, wellbeing & inclusion

• Parents must inform staff of medical needs, allergies, or additional support requirements.
• Staff follow procedures for managing illness, injury, and medication (if applicable).
• We welcome children of all abilities and work with families to support inclusion.
• Cultural safety is upheld.
• Bullying is not tolerated; all incidents are addressed promptly.

11) Photography, media & privacy

• Written consent is required for the centre to use images of children.
• Parents may take photos during events only if they avoid capturing other children without permission.
• Images are stored securely and used only for approved purposes.
• Personal information is collected, stored, and used in accordance with the Privacy Act 2020.

12) Transport & off-site activities

• Staff transporting children is discouraged unless pre-approved by management and parents.
• Risk assessments completed for all off-site events.
• Clear communication provided to parents regarding supervision, meeting points, and expectations.

13) Incedent, accident & concern reporting

• All injuries, behavioural incidents, and near misses are documented.
• Parents are notified of injuries or concerns on the same day.
• Child-protection concerns are escalated immediately.
• Records are stored securely and reviewed regularly for safety improvements.

14) Policy review

• This policy is reviewed annually or sooner if legislation or best-practice guidelines change.
• Feedback from staff, parents, and children is welcomed and considered in updates.