Policy Corporate Governance Child Safety and Child Abuse Response and Reporting Procedure

Child Safety and Child Abuse Response and Reporting Procedure

Intent

This Procedure outlines the process that members of Council, staff, students and Affiliates of James Cook University (JCU; the University) are required to follow when responding to and reporting any suspected or alleged case of child exploitation, child abuse or other threat to child safety.

This Procedure is designed to complement legislative reporting requirements in Australia and in Singapore.

This Procedure addresses Higher Education Standards Framework Standards (HESF) 2.3: Wellbeing and Safety.

Scope

The Procedure applies to all members of Council, Staff, Students, and Affiliates JCU while engaged in conduct or activities undertaken as part of their study, research, work, living and socialising which is associated with JCU, regardless of location.

Definitions

Except as otherwise specified in this Procedure, the meaning of terms used are as per the Child Safety Policy and the Policy Glossary.

Procedure

1. Reporting obligations

1.1 All staff, students and Affiliates who believe on reasonable grounds a child is in need of protection from child abuse must report their concerns to a Child Safety Adviser (where appointed) and the Chief of Staff as soon as possible in Australia, or the Chief Operating Officer in Singapore.

1.2 All child abuse claims have external reporting requirements. Failure to report child abuse may amount to a criminal offence from the Public Health Act 2005 (Qld), Education (General Provisions) Act 2006 (Qld), Child Protection Act 1999 (Qld), or the Children and Young Persons Act 1993 (Sing).

2. Identifying child abuse

2.1 Staff, students, or affiliates may have reasonable grounds for believing a child is in need of protection from child abuse if:

a. a child states that they have been physically or sexually abused;

b. a child states that they know someone who has been physically or sexually abused (sometimes the child may be talking about themselves);

c. someone who knows the child, states that the child has been physically or sexually abused;

d. a child shows signs of being physically or sexually abused;

e. the staff member, student, or Affiliate is aware of family violence, parental substance misuse or other adverse circumstances impacting on the child’s safety, stability or development;

f. the staff member, student or Affiliate observes signs or indicators of abuse, including non-accidental or unexplained injury, persistent neglect, poor care or lack of appropriate supervision; or

g. a child’s actions or behaviours may place them at risk of significant harm.

3. How to report child abuse concerns

3.1 The response and reporting flow chart is at Appendix A.

3.2 If a child is at immediate risk of abuse, any Staff member, Student or Affiliate is to immediately:

Australia – telephone police on 000 and subsequently report the matter to the Child Safety Adviser (where appointed) and the Chief of Staff.
Singapore – telephone police on 999 and subsequently report the matter to the Chief Operating Officer.

3.3 If a student becomes aware of child safety concerns whilst they are on placement or practicum activity, the concerns are to be reported through the placement supervisor.

3.4 If on campus or during a JCU research or teaching activity, in relation to all child abuse concerns, Staff, Students and Affiliates must, as soon as practicable:

a. contact the Child Safety Adviser (where appointed);

b. the Child Safety Adviser will contact the Chief of Staff (for matters in Australia) or the Chief Operating Officer (for matters in Singapore) to discuss their concern in detail to ensure appropriate support is provided to any affected child and to enable the Child Safety Adviser to complete a Suspected Child Abuse Notification Form (Appendix B);

c. report their child abuse concerns to external authorities as required.

Australia. All concerns alleging physical abuse, a sexual offence by an adult against a child under 16 years or serious neglect must be reported to Queensland Police as they may constitute criminal offences (with limited exceptions). Additionally, Child Safety Services as part of the Department of Child Safety, Youth and Women must be contacted for all child abuse matters.
Singapore. All concerns alleging physical abuse, a sexual offence by an adult against a child under 16 years or serious neglect must be reported to Singaporean Police as they may constitute criminal offences. Suspected Child Abuse may also be reported through the Ministry of Social and Family Development.

3.5 Child Safety Adviser. Where a Child Safety Adviser has been appointed, they will facilitate an appropriate and timely response by assuming the following functions and responsibilities upon learning of an allegation or disclosure of child abuse. Note: where a Child Safety Adviser not been appointed, the Chief of Staff (for matters in Australia) or the Chief Operating Officer (for matters in Singapore) assumes these functions and responsibilities.

a. providing a safe environment and support for the alleged victim and any other children alleged to be involved or affected as appropriate, including using appropriate supports if the child is Indigenous, of a culturally and linguistically diverse background, or has a disability;

b. providing clear information to the alleged victim and/or their parent or guardian (where appropriate) of what will be done in response to the allegation or disclosure, including any reporting obligations;

c. completing a Suspected Child Abuse Notification Form as soon as possible (Appendix B);

d. explaining to the person who notified them of the suspected abuse, as relevant, their external reporting obligations;

e. informing the Chief of Staff (or in Singapore, the Chief Operating Officer) of the allegation or disclosure and providing them with the completed Suspected Child Abuse Notification Form as soon as possible (at least within 24 hours) to ensure the JCU meets its obligations and legislative reporting requirements, as well as assist any investigation; and

f. keep notes and records of all conversations, disclosures and of all follow-up actions which are to be marked ‘Private and Confidential’.

3.6 Staff or Affiliates. If information is received alleging a staff member or Affiliate has abused a child, the Suspected Child Abuse Notification Form (Appendix B) will be provided to the Chief of Staff (or in Singapore, the Chief Operating Officer) by the relevant Child Safety Adviser as soon as practicable, but within 24 hours.

3.7 The Director, Human Resources (or in Singapore, the Chief People Officer) may initiate management action (such as suspension) on the Staff member, Volunteer or Affiliate as appropriate and in accordance with the relevant Staff Code of Conduct pending the outcome of either a disciplinary or court process and to ensure the safety and wellbeing of all parties including rights to natural justice and confidentiality.

3.8 If a Staff member or Affiliate is found guilty of an offence by a court of competent jurisdiction then action can be taken as a breach of the relevant Staff Code of Conduct, and in Australia, in accordance with the misconduct/serious misconduct clauses of the JCU Enterprise Agreement.

3.9 Students. If information is received alleging a student has abused a child, the Suspected Child Abuse Notification Form (Appendix B) will be provided to the Chief of Staff (or in Singapore, the Chief Operating Officer) by the relevant Child Safety Adviser as soon as practicable, but within 24 hours.

3.10 The Director, Student Services and Support (or in Singapore, the Chief Operating Officer) may undertake precautionary action with the student in accordance with the relevant Student Code of Conduct and misconduct procedures pending the outcome of either a disciplinary or court process and to ensure the safety and wellbeing of all parties including rights to natural justice and confidentiality.

3.11 If a Student is found guilty of an offence by a court of competent jurisdiction then action can be taken as a breach of the relevant Student Code of Conduct and misconduct procedures.

4. Confidentiality and Record Keeping

4.1 Staff, students and affiliates must respect confidentiality and comply with the Information Privacy Policy (in Australia) or the Privacy Policy (in Singapore) as relevant when dealing with a case of suspected child abuse. Only the staff, students or Affiliates directly involved in the management of the child’s situation and responsible for meeting the reporting obligations are to be involved in any discussion involving the child’s identity, details of injury or suspected abuse, and their family.

4.2 Australia only: In response to recommendations made by the Royal Commission into Institutional Responses to Child Sexual Abuse, the Queensland State Archivist has directed a government wide instruction for the handling any records that are relevant to, or may become relevant to, an allegation of child sexual abuse. These records must be retained in accordance with the ‘Proactive Protection of Vulnerable Persons – Relevant Records’ and the ‘Evidence of Interactions and Contact with Vulnerable Persons’ sections of the General Retention and Disposal Schedule (GRDS).

Related policy instruments

Child Safety Policy

James Cook University Enterprise Agreement

Staff Code of Conduct

Student Code of Conduct

Student General Misconduct Procedures

Bullying, Discrimination and Harassment Complaint Procedure for Staff and Affiliates

Welfare and Support Arrangements for under 18 International Students Procedure

Working with Children Check (Blue Card) Procedure

Schedules/Appendices

Appendix A Flow Chart Child Safety and Child Abuse Response and Reporting

Appendix B Suspected Child Abuse Notification Form

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Domain	Corporate Governance
Policy Sub-domain	Culture
Policy Custodian	Vice Chancellor
Approval Authority	Council
Date for next Major Review	21/08/2030

Revision History

Version no.	Approval date	Implementation date	Details	Policy Author
25-1	21/08/2025	27/08/2025	Major review undertaken including development as a corporate level policy.	Chief of Staff
21-1	26/08/2021	30/08/2021	Amendment to record keeping requirements in line with instruction issued by the Queensland State Archivist.	Chief of Staff
19-1	27/09/2019	01/10/2019	Procedure established	Chief of Staff

Keywords	Children, Child Safety, Child Abuse, Child Safety Adviser, Child Safety Services
Contact person	Chief of Staff