Children in the Workplace and Study Environment Policy

Intent

James Cook University (JCU; the University) recognises that at times, parents and carers need to bring their children to a JCU campus, workplace or study environment, including any place where University work, study or research is undertaken. This Policy articulates JCU’s approach to facilitating children attending a campus or study environment, whilst also ensuring a healthy, safe and productive environment is maintained for all.

Scope

This Policy applies to all members of Council, staff members, Affiliates, students (including HDR candidates) and visitors of the University who wish to bring a child with them to a JCU campus, workplace or study environment, including a JCU field station and on JCU field trips.

This Policy does not apply to children attending a JCU campus or study environment for approved University events, such as school visits, JCU Open Day and summer/winter schools.

This Policy does not apply to the Singapore or Brisbane campuses, or to JCU Controlled Entities.

Definitions

Except as otherwise specified in this policy, the meaning of terms used are as per the Policy Glossary

Affiliate is a person (other than a staff member or student) who is affiliated with JCU by letter of appointment or invitation to work, research or study at the University for a particular activity and for a prescribed timeframe and who is bound to comply with the University’s policies during that period.

Carer/s means an adult person engaged by the parent or guardian who is responsible for a child or children.

Child/Children means people under the age of 15, who are not enrolled as a JCU student.

Field Trip means any approved work/activity, including study or research conducted by JCU staff, postgraduate and/or undergraduate students and volunteers at various field sites off-campus. This includes urban, rural (terrestrial), freshwater, marine or remote locations.

Field Trip Leader means the person authorised by the relevant Director/Dean to lead the field trip, and who is responsible for the health and safety of all persons attending for the duration of the field trip.

Field Trip Approver means the person with the overall authority to approve the field trip and the field trip activities. The field trip approver will be the relevant Director/Dean or a person authorised by the Director/Dean.

Infectious disease are diseases that are caused by pathogenic microorganisms, such as bacteria, viruses, parasites or fungi. The disease can be spread, directly or indirectly, from one person to another.

JCU vehicles means JCU-owned cars, trucks, vans, buses, boats, motorbikes or quadbikes, or vehicles hired on a short or long-term basis from the Estate Directorate, excluding vehicles purchased and operated from University funds.

Laboratory is a space identified by the Estate Directorate and the relevant Division as a laboratory. This could include any part of a building that is used for scientific or technical work that may involve chemicals, pathogens, radiation, mechanical and/or other processes.

Non-teaching areas refer to areas such as the grounds of the University, retail shops and peer-to-peer study spaces on campus.

Premises covers all the University's campuses, field and field stations, buildings, grounds, vehicles, commercial operations and other locations under the University's control.

Field Station means stations owned and/or managed by JCU. This includes Orpheus Island Research Station, Fletcherview  and Daintree Rainforest Observatory.

Field Station Manager means the JCU staff member, or their delegate, responsible for the management and operation of a JCU field station.

Staff Member means a person who performs work for the University under a contract of employment on a continuing, fixed term or casual basis.

Studio means an area involving broadcast, dancing, music recording, and or visual art activities.

Teaching areas covers lectures theatres and rooms, tutorial rooms and/or any space where learning and research is occurring.

Visitor means a member of the public attending JCU premises.

Workplace is the place where work is carried out for JCU and includes any place where a staff member goes, or is likely to be, while at work.

Workshop means areas involving the use and maintenance of electrical, electronic, and mechanical machinery and tools.

Working from home refers to the performance of duties at a non-commercial private dwelling, as agreed between the University and the staff member.

Working remotely covers the performance of duties at location(s) outside of the traditional workplace setting.

Policy

1. Duty of Care

The University has a duty of care with regard to the safety and wellbeing of staff members, students, Affiliates, volunteers and visitors at our workplace. Adherence to this Policy and associated procedures will assist in maintaining an optimal work and study environment at the University.

The University will:

• Provide an environment that is conducive to study and work for all staff, students, affiliates and visitors while providing a family friendly workplace and study environment;
• Ensure, so far as is reasonably practicable, the health and safety of staff and other persons affected by its activities at the workplace and that risks are managed;
• Take reasonable steps to assist staff, students, affiliates and visitors who may have special requirements access to facilities and services.

2. Principles

2.1 The University does not permit parents/carers to bring children routinely to the workplace as an alternative to regular, organised childcare arrangements.

2.2 Child supervision cannot be delegated to others in the workplace.

2.3 Children are not permitted to be at a workplace unless supervised by their parent/carer. It is the duty of the parent/carer to ensure that the child does not disrupt or cause inconvenience to others.

2.4 Children who are unwell, particularly those suffering from suspected or known infectious diseases, are not permitted into the workplace or study environment.

2.5 Children are not permitted in an examination environment.

2.6 Approved requests may be rescinded at the absolute discretion of the University where the principles, responsibilities and requirements of this Policy and related procedures are not upheld.

2.7 Children are prohibited from accessing areas which pose considerable workplace health and safety risks. Prohibited areas include but are not limited to:

• laboratories and laboratory preparation areas;
• computer laboratories;
• maintenance, scientific and technical workshop areas;
• photographic laboratories;
• printer/copier rooms;
• art rooms;
• recording, broadcast and music studios;
• kitchens and other food preparation areas;
• fitness centres;
• animal holding facilities, including yards, paddocks, enclosures and aquariums;
• animal research facilities.

Other areas may be identified as unsuitable for children following a risk assessment.

2.8 Children may only be transported in JCU vehicles, equipment and/or boats with prior approval from the Head of Work Unit. Where approval is granted, parents/carers remain responsible for ensuring any personal insurance arrangements they consider necessary are in place for the child.

3. Responsibilities

3.1 Supervisors, Field Trip Leaders, Field Station Managers

Within the scope of this Policy and WHS-PRO-020 Children in the Workplace and Study Environment Procedure, Supervisors, Field Trip Leaders and Field Station Managers, and others involved in decision making, are responsible for:

• determining the outcome of a request for children to attend the workplace or study environment (including field trips and field stations), taking into account:
  • circumstances that have led to the request;
  • the potential impact on others within the area;
  • any potential health and safety risks to the child and others; and
  • the risk assessment for the care and supervision of the child.
• monitoring and, where necessary, rescinding the approval at their absolute discretion, and may require the parent/carer to remove the child from the workplace or study area.

3.2  The Parent/Carer

• must seek permission to allow the child to accompany the parent/carer to a JCU campus or study environment;
• must supervise their child at all times.
• is responsible for ensuring the health and safety of their child while at the workplace or study environment;
• is responsible for the behaviour of the child in their care so as not to endanger, inconvenience or otherwise disrupt the activities of others;
• is responsible for all direct and additional costs incurred when thechild accompanies a parent/carer to a JCU campus or study environment, including on a field trip or at a JCU field station.

4. Indemnity and Responsibility

4.1 Parents/carers are responsible for the supervision, care, behaviour and welfare of any child they bring to a JCU campus, workplace, study environment, field station or field trip. JCU will take reasonable steps to manage health and safety risks in accordance with its legal obligations; however, approval for a child to attend does not transfer responsibility for the child’s supervision or care to the University or its staff.

4.2 Parents/carers are responsible for any loss, damage, cost, injury or disruption caused by, or arising from, the child’s attendance, except to the extent caused by JCU’s negligence, wilful misconduct or breach of law. JCU may require the child to leave the relevant area if their attendance creates an unacceptable risk, disruption or operational impact.

Related policy instruments

WHS-PRO -020 Children in the Workplace and Study Environment Procedure

Child Safety Policy

Remote Working Policy

Other related documents

WHS-PRO-INFO-020a Risk assessment considerations for children accompanying carers

WHS-PRO-FORM-020b Parent/Guardian acknowledgment, consent and release form

Administration

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

Approval details

Revision History