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

Intent

James Cook University (JCU; the University) recognises that at times, parents and carers need to bring their children to a JCU campus or study environment, including any place where University work, study or research is undertaken. This Procedure describes the process by which parents or carers can request permission for children in their care to accompany them whilst at the workplace or study environment, and risk factors to be considered to ensure a healthy and safe workplace, research or study environment is maintained for all.

Scope

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

Definitions

Except as otherwise specified in this procedure, the meaning of terms used in this procedure are as per the Children in the Workplace and Study Environment Policy and the Policy Glossary .

Procedure

1. Children in the Workplace and Study Environment

1.1 Students

Students wishing to bring a child with them to a class (lecture, tutorial, workshop or other JCU organised activity) JCU campus or study environment must request permission from the JCU staff member or Affiliate conducting the class prior to bringing the child to campus. Requests must be in alignment with the principles, responsibilities and requirements of the Children in the Workplace and Study Environment Policy.

1.2 Staff

Staff members or Affiliates wishing to bring a child with them to the workplace or study environment must request permission from their supervisor prior to bringing the child to campus. Requests must be in alignment with the principles, responsibilities and requirements of the Children in the Workplace and Study Environment Policy.

1.3 Decision makers must treat requests fairly, and in line with clause 5 of this Procedure and supporting JCU’s commitment to principles of equity and inclusion.

1.4 The decision maker will confirm in writing the outcome of the request.

1.5 Approved requests may include conditions where appropriate to the circumstances. Where those conditions are not met, or where the child’s attendance is inconsistent with the Policy, the approver may require the child to be removed from the workplace or study environment.

1.6 If the request is declined, the decision maker will provide reasons for their decision (see clause 4).

2. Children attending Field Stations

2.1 Parents/carers who wish to have a child/ren accompany them to a JCU field station must seek written permission from the Research Station Manager and the Dean, Research prior to bringing the child to the field station. Requests must be in alignment with the principles, responsibilities and requirements of the Children in the Workplace and Study Environment Policy.

2.2 A request must be made every time a parent/carer wishes to bring a child with them to the field  station. Each request will be determined based on the current circumstances.

2.3 If the Research Station Manager or the Dean, Research declines the request, they will advise the parent/carer in writing within two working days of the request, including reasons for the decision (see clause 4).

2.4 If the Research Station Manager and Dean, Research endorse the request, then:

a. The parent/carer will complete a risk assessment for the trip, specifically addressing the presence and care management of the child which must include:

• how the child will be cared for whilst at the field station. This may include an additional adult at the field station specifically to care for the child (additional individuals must also be included in the risk assessment);
• All proposed activities and assessment of potential hazards;
• Identification of appropriate equipment required to ensure the safety of the child.

b. The parent/carer will submit the risk assessment to the Research Station Manager, whereby it must be formally endorsed in writing within an agreed timeframe.

2.5 The parent/carer must complete the Parent/Guardian Acknowledgement, Consent and Release Form.

2.6 The parent/carer will submit the endorsed risk assessment and the Parent/Guardian Acknowledgement, Consent and Release Form to the Dean, Research.

2.7 The Dean, Research will review the application and risk assessment within 5 working days. The Dean, Research may:

a. Approve the application;

b. impose reasonable conditions on the approval;

c. seek further information from the parent/carer;

d. request amendments to the risk assessment.

2.8 The parent/carer and/or the Research Station Manager will respond to the Dean, Research providing further information or agreeing to the conditions imposed, prior to the child’s visit to the field station.

2.9 The child (and other adults in attendance for the welfare of the child) are to be included in the field station safety induction or specifically instructed in safety requirements by the parent/carer.

2.10 The parent/carer is responsible for ensuring that the child is managed and cared for according to the care plan, risk assessment and the Children in the Workplace and Study Environment Policy.

2.11 The Research Station Manager has absolute discretion to review the conditions to determine if the risk assessment remains valid, or, if actual conditions have changed to the extent that another risk assessment is required, request a new risk assessment to be conducted.

2.12 The Research Station Manager has absolute discretion to remove the child and parent/carer from the field station where:

a. circumstances change that alter the potential environmental, physical and health management considerations of the original risk assessment;

b. the child is being disruptive or otherwise not adhering to the requirements of the Policy;

c. the potential risks are not being adequately assessed and managed.

3. Children attending Field Trips

3.1 Parents/carers who wish to have a child accompany them on a field trip must seek permission from both the Field Trip Leader and the Field Trip Approver. Requests must be in alignment with the principles, responsibilities and requirements of the Children in the Workplace and Study Environment Policy.

3.2 The parent/carer must first enquire with the Field Trip Leader regarding whether it is appropriate for a child to accompany them on a field trip. Field Trip Leaders who deem this appropriate will escalate the request to the Field Trip Approver or their next-level supervisor to determine the outcome of the request.

3.3 A new request must be made every time a parent/carer wishes to bring a child with them on a field trip. Each request will be determined based on the current circumstances.

3.4 If the request is declined, the parent/carer will be notified in writing, including reasons for the decision (see clause 4).

3.5 If the request is approved:

a. The parent/carer must complete a risk assessment for the trip, specifically addressing the presence and care management of the child which must include:

• how the child will be cared for whilst the field trip team are conducting their activities. This may include an additional adult on the field trip specifically to care for the child (additional individuals must also be included in the risk assessment;
• all proposed activities and assessment of potential hazards;
• identification of appropriate equipment required to ensure the safety of the child.

b. The parent/carer will submit the risk assessment and the WHS-PRO-FORM-020b Parent/Guardian Acknowledgement, Consent and Release Form to the Field Trip Leader/approver/next-level supervisor at least four (4) weeks prior to the field trip.

3.6 The Field Trip Leader will lodge the risk assessment and Parent/Guardian Acknowledgement, Consent and Release Form in Riskware for review and approval by the Field Trip Approver/next-level supervisor.

3.7 The Field Trip Approver must review the risk assessment and the Parent/Guardian Acknowledgement, Consent and Release Form and respond to the parent/carer’s request at least three (3) weeks prior to the field trip. The field trip approver may:

a. impose any reasonable conditions on the approval;

b. seek further information from the carer;

c. request amendments to the risk assessment.

3.8 Any amendments to the risk assessment required by the Field Trip Approver are to be agreed to by the parent/carer and the Field Trip Leader.

3.9 The child (and other persons in attendance for the welfare of the child) must be included on the register of people on the field trip.

3.10 The child (and other persons in attendance for the welfare of the child) is to be included in the safety induction or specifically instructed in field trip safety requirements by the parent/carer.

3.11 The parent/carer is responsible for ensuring that the child is managed and cared for according to the care plan, risk assessment and the Children in the Workplace and Study Environment Policy.

3.12 The Field Trip Leader has absolute discretion to review the conditions to determine if the risk assessment remains valid, or, if actual conditions have changed to the extent that another risk assessment is required, request a new risk assessment to be conducted.

3.13 The Field Trip Leader has absolute discretion to remove the child and parent/carer from the field where:

a. circumstances change that alter the potential environmental, physical and health management considerations of the original risk assessment;

b. the child is being disruptive or otherwise not adhering to the requirements of the Policy;

c. the potential risks are not being adequately assessed and managed.

4. Factors to Consider

When reviewing a request for a child to accompany a parent/carer to the workplace, the following factors must be considered by the decision maker:

• timing of the request;
• urgency of the request;
• duration that the child is proposed to be in the workplace;
• safety and supervision needs of the child in the relevant environment (including whether supervision of the child is likely to impact the parent/carer’s ability to work/participate in class.
• frequency of attendance (i.e., regular attendance in lieu of formal childcare arrangements should not be approved);
• age of the child;
• subject matter of the class proposed to attend (if relevant) -
• available space;
• wellness of the child – unwell children are not permitted to attend a JCU workplace or study environment;
• environmental health and safety issues, including the degree of interference with others;
• whether alternative solutions are available (for example, a student may be able to catch up on a lecture online, or attend another tutorial session; or a staff member may be able to take leave).

Related policy instruments

Children in the Workplace and Study Environment Policy

Other related documents

WHS-PRO-INFO-020a Risk Assessment Considerations for Children Accompanying Carers to JCU Workplace

WHS-PRO-FORM-020b Parent/Guardian Acknowledgement, Consent and Release form

Administration

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

Approval details

Revision History