Fact Sheet: Child Safe Organisations

Leadership, Governance, and Culture (Outcome Standards 4.1, 4.2, 4.3)

To meet the requirement of embedding child safety and wellbeing into leadership, governance, and culture, RTOs could consider the following strategies.

1. Develop a Child Safety Policy Framework
   • Establish a comprehensive child safety and wellbeing policy that outlines the organisation’s commitment to child safety, roles and responsibilities, and reporting processes.
   • Ensure the policy is regularly reviewed and updated to remain compliant with relevant legislation and principles.
2. Appoint a Child Safety Champion or Committee
   • Designate a senior leader or create a cross-functional committee to oversee child safety initiatives, ensuring accountability and alignment across the organisation.
   • Include representatives from diverse backgrounds, such as trainers, administration staff, and students (where appropriate), to provide a well-rounded perspective.
3. Embed Child Safety into Strategic Planning and Governance
   • Integrate child safety objectives into the RTO’s strategic plan, performance reviews, and risk management framework.
   • Ensure the board or governance body prioritises child safety in decision-making processes.
4. Foster a Child-Centred Culture
   • Promote child safety and wellbeing as a core organisational value, reflected in communication, training, and day-to-day operations.
   • Celebrate and reward behaviours demonstrating a commitment to upholding child safety principles.
5. Deliver Ongoing Leadership Training
   • Provide training for leaders and managers on their responsibilities under the National Principles for Child Safe Organisations.
   • Equip them to model safe and respectful behaviours and effectively guide staff on implementing child safety measures.
6. Establish a Code of Conduct for Staff, Students and Volunteers
   • Develop and enforce a code of conduct that sets clear expectations for behaviour towards children and young people.
   • Ensure all staff, trainers, students over 18 and volunteers sign and adhere to the code as part of their induction.
7. Promote Open Communication
   • Foster an environment where staff and students feel confident raising concerns or providing feedback on child safety issues.
   • Regularly communicate the organisation’s child safety commitment through newsletters, meetings, and public statements.
8. Monitor and Evaluate Child Safety Practices
   • Implement a system for regularly monitoring and evaluating the effectiveness of child safety policies and practices.
   • Use feedback from staff, students, and families to identify areas for improvement and inform organisational changes.

Empowering Children and Young People (Outcome Standards 2.1, 2.3, 2.5, 2.6)

To meet the requirement of empowering children and young people, RTOs should focus on creating an environment where students feel respected, valued, and actively involved in decisions that affect their safety and well-being. RTOs could consider the following strategies.

1. Educate Students About Their Rights
   • Provide clear, age-appropriate information about students' rights to safety, respect, and support.
   • Incorporate discussions about child safety into the orientation process and regularly reinforce these concepts through learning materials or workshops.
2. Create Opportunities for Participation and Feedback
   • Establish mechanisms for young students to voice their opinions and provide feedback on safety concerns, such as anonymous surveys, suggestion boxes, or regular check-ins.
   • Form a student advisory group that includes young students to participate in discussions about safety policies and initiatives.
3. Foster a Safe and Inclusive Environment
   • Train staff to engage with young students in ways that build trust and encourage open communication.
   • Ensure all interactions with children and young people are supportive, inclusive, and free from discrimination or bias.
   • Appoint an advocate to support young students if they wish to make a complaint or appeal.
4. Teach Protective Behaviours
   • Offer workshops or resources that equip children and young people with the skills to identify unsafe situations, set personal boundaries, and seek help if needed.
   • Incorporate protective behaviour training into the curriculum where appropriate.
5. Provide Clear and Accessible Reporting Channels
   • Make complaint and reporting processes simple and accessible for young students, using child-friendly language and visuals.
   • Ensure students understand how to report concerns and know they will be taken seriously.
6. Celebrate and Recognise Young Students’ Contributions
   • Acknowledge and reward children and young people for their input and participation in organisational processes, reinforcing their value within the RTO.

Family and Community Engagement (Outcome Standard 1.2)

Engaging families and communities in child safety is essential to create a collaborative and supportive environment. RTOs could consider the following strategies.

1. Provide Clear and Regular Communication
   • Share information about the organisation’s child safety policies, procedures, and initiatives with families and communities through newsletters, emails, or community meetings.
   • Use plain, accessible language to ensure all families, including those from diverse linguistic and cultural backgrounds, can engage with the information.
2. Invite Families and Communities to Participate
   • Create opportunities for families to contribute to decision-making processes, such as consultations on child safety policies or participation in advisory groups.
   • Host open days or information sessions where families can learn about child safety measures and ask questions.
3. Collaborate with Community Organisations
   • Partner with local community groups, Aboriginal and Torres Strait Islander organisations, and cultural associations to better understand and address the needs of diverse students and their families.
   • Leverage these partnerships to deliver culturally sensitive programs and resources.
4. Offer Resources and Support for Families
   • Provide resources on child safety, such as fact sheets, guides, or workshops, to empower families to support their children’s safety and well-being.
   • Offer referrals to external support services when families require additional assistance.
5. Promote Open Dialogue and Feedback
   • Establish accessible channels for families to provide feedback, raise concerns, or discuss their child’s well-being.
   • Actively listen to family input and incorporate their suggestions into child safety practices where appropriate.

Diversity and Inclusion (Outcome Standard 2.5)

To meet the requirement of promoting diversity and inclusion in line with the National Principles for Child Safe Organisations, RTOs must create an environment that respects and supports the diverse needs of all students. RTOs could consider the following strategies.

1. Develop Inclusive Policies and Procedures
   • Ensure that child safety policies explicitly address the needs of diverse student groups, including those from culturally and linguistically diverse (CALD) backgrounds, Aboriginal and Torres Strait Islander people, and students with disabilities.
   • Embed anti-discrimination and cultural safety principles into all RTO policies and procedures.
2. Provide Cultural Awareness Training
   • Offer staff and trainers regular professional development on cultural competency, unconscious bias, and inclusive practices to ensure all students feel respected and valued.
   • Include training on working effectively with Aboriginal and Torres Strait Islander people and other marginalised groups.
3. Adapt Learning Environments to Diverse Needs
   • Create accessible physical and online learning environments, ensuring that facilities, materials, and technologies accommodate students with disabilities.
   • Provide learning resources in multiple formats (e.g., large print, braille, translated materials) to cater to different needs.
4. Actively Seek and Respond to Feedback from Marginalised Groups
   • Engage with students and families from diverse backgrounds to understand their unique challenges and needs.
   • Use their feedback to inform improvements in child safety policies and practices.
5. Appoint Diversity Advocates
   • Designate staff members or establish committees to advocate for the inclusion of underrepresented groups and oversee the implementation of equity initiatives.
6. Celebrate Diversity and Promote Inclusion
   • Recognise and celebrate cultural diversity through events, learning activities, and inclusive classroom practices.
   • Ensure the organisation’s communication materials reflect the diversity of its student cohort.
7. Provide Targeted Support Services
   • Offer specialised support for students who face additional barriers, such as language assistance, counselling, or mentoring.
   • Ensure processes for raising concerns or complaints are accessible and inclusive for all students, including those with diverse communication needs.

Screening, Supervision, and Training of Staff (Outcome Standards 3.2, 3.3)

To maintain a child safe environment, RTOs must implement thorough screening, supervision, and training processes for staff and volunteers who work with children and young people. RTOs could consider the following strategies.

1. Implement Rigorous Screening and Recruitment Processes
   • Require mandatory background checks such as a Working with Children Check (WWCC) or equivalent, before employment.
   • Conduct detailed reference checks, asking previous employers specifically about child safety concerns or misconduct.
   • Use child safe recruitment practices, including behavioural interview questions that assess candidates' attitudes toward child safety.
   • Ensure recruitment processes align with state and federal child protection laws and RTO policies.
2. Establish Strong Supervision and Monitoring Systems
   • Provide clear supervision guidelines to ensure staff interactions with children are appropriate and transparent.
   • Implement regular check-ins and performance reviews, focusing on child safety responsibilities.
   • Ensure that new staff and volunteers undergo an induction program that includes child safety expectations.
   • Develop procedures for monitoring online learning environments where interactions with young students may occur remotely.
3. Deliver Comprehensive Child Safety Training
   • Require mandatory child safety training for all staff and trainers, covering:
     • Recognising signs of abuse, neglect, or harm.
     • Understanding legal obligations and reporting procedures under child protection laws.
     • Setting appropriate professional boundaries with children and young people.
   • Provide regular refresher training to reinforce child safety policies and respond to evolving risks.
   • Include scenario-based learning to help staff practice handling child safety concerns effectively.
4. Develop and Enforce a Child Safe Code of Conduct
   • Establish a Child Safe Code of Conduct outlining expected behaviours for all staff, trainers, students over 18 and volunteers.
   • Require all staff to sign and commit to the Code of Conduct as a condition of their employment.
   • Clearly define unacceptable behaviours and consequences for breaches, ensuring a zero-tolerance approach to misconduct.
   • Regularly review and update the Code of Conduct to reflect best practices and legal requirements.
5. Foster a Culture of Accountability and Reporting
   • Encourage a reporting culture where staff feel safe and supported to report any concerns about child safety.
   • Implement confidential and accessible reporting mechanisms, ensuring all staff and students know how to raise concerns.
   • Establish protections to prevent retaliation against those who report misconduct.
   • Regularly review child safety reports and conduct audits to identify areas for improvement.

Responding to Complaints and Concerns (Outcome Standards 2.7, 2.8)

Ensuring that complaints and concerns are handled appropriately is a critical part of maintaining a child safe environment in RTOs. Effective complaints handling mechanisms must be child-focused, accessible, and transparent, providing clear pathways for young students, staff, and families to raise concerns without fear of retaliation.

Some RTOs may have obligations under the Ombudsman WA’s Reportable Conduct Scheme which provides independent oversight of how organisations that exercise care, supervision or authority over children handle allegations of, and convictions for, child abuse by their staff. RTOs could consider the following strategies.

1. Establish Clear and Accessible Complaints Procedures
   • Develop a formal complaints policy that outlines clear procedures for raising, investigating, and resolving child safety concerns.
   • Ensure that complaint mechanisms are easily accessible to students, including those from diverse backgrounds or with disabilities.
   • Use child-friendly language in complaint forms and information materials to help young students understand their rights and reporting options.
   • Make multiple reporting options available, such as online, in-person, anonymous reporting, or through a trusted staff member.
2. Train Staff on Responding to Complaints
   • Provide mandatory training for all staff and trainers on how to handle child safety complaints sensitively and appropriately.
   • Ensure staff understand mandatory reporting obligations under child protection laws.
   • Offer scenario-based training so staff can practice responding to disclosures and escalating concerns effectively.
3. Ensure a Child-Centred Approach to Complaints Handling
   • Prioritise the safety and well-being of the child throughout the complaints process.
   • Respect the confidentiality of the child and only disclose information to those responsible for handling the complaint.
   • Offer support services such as counselling or referrals for students involved in complaints.
   • Ensure that young people feel heard and taken seriously, reinforcing their right to speak up.
4. Implement a Fair and Transparent Investigation Process
   • Establish clear timelines and accountability measures for investigating and resolving complaints.
   • Ensure complaints are handled impartially, with procedures to prevent conflicts of interest in investigations.
   • Keep complainants informed of the progress and outcome of their complaint.
   • Document all complaints thoroughly and ensure records are stored securely in line with privacy laws.
5. Foster a Culture of Continuous Improvement and Accountability
   • Regularly review and evaluate complaints handling processes to identify areas for improvement.
   • Encourage feedback from students, families, and staff on making complaint procedures more effective.
   • Promote a culture where speaking up is encouraged and valued, ensuring that reporting concerns does not negatively affect complainants.
   • Use complaints data to identify trends and strengthen child safety policies.

Safe Physical and Online Environments (Outcome Standard 1.8)

Creating safe physical and online learning environments is essential for maintaining child safety in RTOs. Students must be protected from harm, abuse, and inappropriate conduct, whether they are engaging in face-to-face training or online learning. RTOs could consider the following strategies.

1. Design Safe and Secure Physical Learning Spaces
   • Ensure training facilities are designed with child safety in mind, including clear visibility in classrooms and appropriate supervision in practical training areas.
   • Restrict unauthorised access to training areas, implementing sign-in/sign-out procedures for visitors.
   • Provide well-lit and monitored common areas, ensuring young students feel safe during breaks.
   • Maintain private but accessible spaces for discussions related to child safety concerns, ensuring confidentiality while upholding safety.
2. Implement Clear Supervision and Conduct Policies
   • Establish clear supervision protocols for staff and trainers interacting with young students.
   • Define appropriate staff-student boundaries, including one-on-one interactions and communication outside training hours.
   • Require open-door policies for meetings involving children and ensure at least two adults are present in sensitive situations.
   • Conduct regular risk assessments of training locations (including workplaces) to identify and mitigate potential safety hazards.
3. Ensure Safe and Secure Online Learning Environments
   • Implement secure online learning platforms with appropriate privacy settings to protect young students from external risks.
   • Develop guidelines for staff-student online interactions, including appropriate use of messaging, emails, and video conferencing.
   • Train staff on cyber safety risks, including online grooming, inappropriate content, and data privacy breaches.
   • Use age-appropriate filtering software and restrict access to unsafe or harmful online content.
4. Educate Students on Digital Safety and Online Conduct
   • Provide cyber safety education as part of the learning curriculum, ensuring young students understand online risks, responsible internet use, and how to report concerns.
   • Encourage students to set strong passwords, protect personal information, and recognise unsafe online behaviour.
   • Promote awareness of scams, cyberbullying, and digital footprint management to reduce risks for young students.
5. Establish Reporting and Response Mechanisms for Physical and Online Safety Concerns
   • Create clear and accessible reporting channels for students to raise concerns about unsafe physical or online environments.
   • Implement a response plan for online safety incidents, ensuring quick action if inappropriate behaviour, cyberbullying, or grooming concerns arise.
   • Provide support services for students who experience online harassment or feel unsafe in physical learning spaces.
   • Regularly review safety policies to incorporate emerging risks and best practices.

Continuous Improvement and Accountability (Outcome Standard 4.4)

Ensuring continuous improvement and accountability is essential for maintaining a strong child safe culture in RTOs. Organisations must regularly evaluate, refine, and strengthen their child safety policies and procedures to adapt to emerging risks and best practices. RTOs could consider the following strategies.

1. Establish a System for Regular Review and Evaluation
   • Conduct annual reviews of child safety policies and procedures to ensure they align with current legislation, best practices, and organisational needs.
   • Implement regular risk assessments to identify new or emerging child safety risks in physical and online environments.
   • Use data from complaints, incidents, and feedback to drive policy improvements and prevent future risks.
   • Assign a dedicated child safety officer or committee to oversee policy reviews and implementation.
2. Gather Feedback from Students, Families, and Staff
   • Establish multiple feedback channels, including surveys, focus groups, and anonymous reporting options, to gather insights on child safety effectiveness.
   • Actively engage students and families in decision-making by involving them in policy development and evaluation processes.
   • Encourage staff to contribute suggestions and report gaps in child safety procedures, ensuring continuous organisational learning.
3. Implement Transparent Reporting and Accountability Measures
   • Require regular child safety reports to be presented to RTO leadership, ensuring visibility and oversight of child protection efforts.
   • Set clear accountability structures where senior management ensures child safety compliance.
   • Maintain accurate records of complaints, concerns, and actions taken, ensuring transparency in decision-making and compliance with legal obligations.
4. Promote a Culture of Reflection and Learning
   • Encourage staff and trainers to reflect on their child safety responsibilities, using case studies and real-world scenarios to enhance their awareness.
   • Facilitate child safety workshops where teams can share insights, challenges, and solutions for improving child protection practices.
   • Recognise and reward staff who demonstrate strong leadership in child safety, reinforcing positive behaviours and commitment.
5. Adapt Policies and Training Based on Emerging Trends
   • Stay current with new research, legislation, and sector-wide developments in child safety.
   • Regularly update training materials and policies to reflect changes in technology, social dynamics, and risks affecting young students.
   • Benchmark against other leading organisations and adopt innovative approaches to child protection where relevant.

1. Knowledge Hub Child Safe Organisations
2. National Office of Child Safety Resource Library, National Office for Child Safety
3. Human Rights Commissioner E-learning modules
4. Ombudsman WA Reportable Conduct Scheme

The final section of this fact sheet summarises the actions suggested during the Creating Child Safe Organisations webinar provided by TAC.  The table also highlights how the requirements for Child Safe organisations overlap with other requirements of the 2025 Standards. 

The National Principles for Child Safe Organisations