Child Safety Policy

Merit Tutoring is committed to the safety, wellbeing, and protection of all children who use our services. We have zero tolerance for child abuse or neglect of any kind.

We recognise that:

• The safety and wellbeing of children is our primary concern
• All children have the right to feel safe and be safe
• All children have equal rights to protection from abuse and neglect
• Children have the right to be heard, listened to, and taken seriously
• Families and communities play an important role in child safety

We are committed to:

• Creating and maintaining a child-safe environment
• Providing education and training to all staff on child safety
• Having clear processes for identifying, reporting, and responding to child safety concerns
• Continuously improving our child safety practices

2.1 Who This Policy Applies To

This Child Safety Policy applies to:

• The owner and founder of Merit Tutoring
• All tutors, whether employed or contracted
• Any other staff, volunteers, or persons engaged to provide services
• Parents and guardians of enrolled students

2.2 When This Policy Applies

This policy applies at all times when interacting with children or their families in connection with Merit Tutoring services, including:

• During online tutoring sessions
• In any communications (email, phone, messaging)
• When handling student information and records
• During any in-person interactions (if applicable)

2.3 Definition of a Child

For the purposes of this policy, a child is any person under the age of 18 years.

Merit Tutoring has appointed a Child Safety Officer who is responsible for:

• Overseeing the implementation of this Child Safety Policy
• Receiving and managing reports of child safety concerns
• Ensuring all staff are trained in child safety
• Liaising with external authorities when required
• Maintaining child safety records
• Reviewing and updating child safety policies and procedures

All child safety concerns should be reported to the Child Safety Officer in the first instance, unless the concern involves the Child Safety Officer, in which case reports should be made directly to the relevant authorities (see Section 13).

For the purposes of this policy:

4.1 Child Abuse

Child abuse includes any action or inaction that results in harm to a child's physical, psychological, or emotional wellbeing, or that places a child at risk of such harm. It includes:

• Physical abuse: Non-accidental injury or harm to a child
• Emotional/psychological abuse: Persistent actions or inactions that damage a child's self-esteem, emotional development, or wellbeing
• Sexual abuse: Any sexual act or sexual threat imposed on a child
• Neglect: Failure to provide the basic necessities of life or adequate supervision
• Exposure to family violence: A child seeing or hearing family violence

4.2 Child Safety

Child safety encompasses matters related to protecting all children from child abuse, managing the risk of child abuse, providing support to a child who has been abused, and responding to incidents or allegations of child abuse.

4.3 Child-Connected Work

Child-connected work means work that involves direct contact with children, including tutoring, teaching, or any other role that brings a person into contact with children.

Merit Tutoring operates in compliance with all applicable child protection laws in New South Wales, including:

• Children's Guardian Act 2019 (NSW) – Establishes the Office of the Children's Guardian and sets out requirements for child-safe organisations
• Child Protection (Working with Children) Act 2012 (NSW) – Requires persons engaged in child-related work to hold a Working With Children Check (WWCC)
• Children and Young Persons (Care and Protection) Act 1998 (NSW) – Sets out mandatory reporting obligations and child protection procedures
• Crimes Act 1900 (NSW) – Includes offences relating to child abuse, including failure to report and failure to protect

All tutors and staff must adhere to the following code of conduct when working with children:

6.1 Acknowledgement

All tutors and staff must read, understand, and sign an acknowledgement of this Code of Conduct before commencing work with Merit Tutoring. Breaches of this Code may result in disciplinary action, including termination and reporting to relevant authorities.

Merit Tutoring implements rigorous recruitment and screening processes to ensure only suitable persons work with children.

7.1 Working With Children Check (WWCC)

• All tutors must hold a valid NSW Working With Children Check clearance before commencing work
• WWCC numbers are verified directly with the Office of the Children's Guardian
• We maintain records of all WWCC clearances and expiry dates
• Tutors must notify us immediately if their WWCC status changes

7.2 Interview Process

All prospective tutors undergo an interview process that includes:

• Questions specifically focused on child safety awareness
• Discussion of scenarios involving child safety
• Assessment of attitudes towards children and child protection
• Verification of qualifications and experience

7.3 Reference Checks

We may conduct reference checks with previous employers, particularly those involving work with children.

7.4 Ongoing Suitability

We continuously monitor the suitability of all tutors through:

• Regular performance reviews
• Review of session recordings
• Monitoring of parent and student feedback
• Annual WWCC verification

Merit Tutoring is committed to ensuring all tutors and staff are trained in child safety.

8.1 Mandatory Training

All tutors must complete child safety training that covers:

• Understanding this Child Safety Policy
• Code of conduct and professional boundaries
• Recognising signs and indicators of child abuse
• Responding to disclosures from children
• Reporting procedures and obligations
• Online safety considerations

8.2 Training Schedule

• Onboarding: Child safety training must be completed before commencing tutoring
• Annual Refresher: All tutors must complete refresher training annually
• Policy Updates: Additional training when policies or procedures change

8.3 Training Records

We maintain records of all child safety training completed by tutors and staff.

As an online tutoring service, we implement specific measures to ensure child safety in the digital environment.

9.1 Session Recording

• All online tutoring sessions are recorded for child safety and quality assurance purposes
• Recordings are stored securely with restricted access
• Recordings are retained for 30-90 days as outlined in our Privacy Policy
• Parents consent to recording as a condition of using our services

9.2 Session Structure

• Group Sessions: Our standard sessions are conducted in small groups (maximum 5 students), which provides additional oversight and transparency
• One-on-One Sessions: If one-on-one sessions are offered, they are always recorded, and parents are encouraged to be present or nearby
• Sessions are conducted during reasonable hours
• Parents are welcome to observe any session their child participates in

9.3 Secure Platforms

• We use reputable, secure platforms for online sessions (currently Lessonspace)
• Sessions are password-protected or accessed via secure links
• Only enrolled students and authorised persons can access sessions

9.4 Professional Environment

• Tutors conduct sessions from appropriate, professional environments
• Inappropriate content or backgrounds are prohibited
• Tutors must be appropriately dressed during sessions

Clear communication protocols protect both children and tutors.

10.1 Official Channels Only

All communication between tutors and families must occur through official Merit Tutoring channels:

• Merit Tutoring email addresses
• Official Merit Tutoring platforms and systems
• The Merit Tutoring phone number

10.2 Communication with Children

• Direct communication with children should be limited to educational matters during sessions
• Communication outside of sessions should generally be directed to parents/guardians
• All communications should be professional and appropriate

10.3 Social Media

• Tutors must not connect with students or their families on personal social media
• Tutors must not search for or view students' social media profiles
• Any official Merit Tutoring social media accounts are managed separately from tutoring relationships

It is important for all tutors and staff to be able to recognise potential signs that a child may be experiencing harm or abuse. The following are possible indicators, though the presence of these signs does not necessarily mean abuse has occurred.

Merit Tutoring has clear procedures for reporting child safety concerns. All concerns must be reported—it is not your role to investigate or determine whether abuse has occurred.

12.1 When to Report

You should report if you:

• Observe signs or indicators of potential abuse or harm
• Receive a disclosure from a child
• Have a gut feeling or concern about a child's safety
• Observe concerning behaviour by another tutor or staff member
• Receive a report or allegation from a parent or third party

12.2 Internal Reporting Process

1. Ensure Immediate Safety

   If a child is in immediate danger, call 000 (Police/Ambulance) first. Otherwise, proceed to the next step.

2. Report to the Child Safety Officer

   Contact the Child Safety Officer (Harshi) as soon as possible—ideally within 24 hours or immediately for serious concerns. Report via phone (0470 320 921) or email (contact@merittutoring.com).

3. Document Your Concerns

   Record what you observed or were told, including dates, times, exact words used (if a disclosure), and any visible signs. Stick to facts—do not include opinions or speculation.

4. Maintain Confidentiality

   Only discuss the matter with the Child Safety Officer and relevant authorities. Do not discuss with other staff, parents (unless the parent made the report), or anyone not directly involved.

5. Cooperate with Any Investigation

   You may be asked to provide further information or a written statement. Cooperate fully with any internal or external investigation.

12.3 What Happens After You Report

After receiving a report, the Child Safety Officer will:

• Assess the report and determine the appropriate response
• Make any required mandatory reports to external authorities (see Section 13)
• Take any necessary immediate actions to ensure child safety
• Document all actions taken
• Provide support to the reporter (if appropriate)

In NSW, certain persons are mandatory reporters who are legally required to report suspected child abuse or neglect to the Department of Communities and Justice (DCJ).

13.1 Our Obligations

Merit Tutoring, through its Child Safety Officer, will make mandatory reports to relevant authorities as required by law. This includes reporting to:

• NSW Police – for criminal matters, including sexual abuse
• Child Protection Helpline (DCJ) – for suspected risk of significant harm
• Office of the Children's Guardian – for reportable conduct by employees

13.2 When Mandatory Reports Are Made

A report will be made when there are reasonable grounds to suspect that a child:

• Is at risk of significant harm from abuse or neglect
• Has been sexually abused or is at risk of sexual abuse
• Has been seriously physically abused
• Is in need of care and protection

13.3 Key Contacts for External Reporting

13.4 Protection for Reporters

Persons who make reports in good faith are protected by law. It is an offence to take detrimental action against someone because they have made, or propose to make, a report about child abuse.

If a child discloses abuse or harm to you, how you respond is critical. Follow these guidelines:

14.1 Do:

• Stay calm – Your reaction matters. Don't show shock, disbelief, or distress.
• Listen carefully – Give the child your full attention. Let them speak at their own pace.
• Believe them – Accept what they say without judgement. Say things like "I believe you" and "It's not your fault."
• Reassure them – Let them know they did the right thing by telling you and that you will help keep them safe.
• Use their words – If you need to ask questions, use the child's own language and words.
• Record accurately – As soon as possible, write down what the child said using their exact words.
• Report immediately – Report to the Child Safety Officer as soon as possible.

14.2 Don't:

• Don't promise secrecy – Explain that you may need to tell someone who can help.
• Don't interrogate – Only ask questions to clarify what they've said. Avoid "why" questions.
• Don't investigate – Your role is to report, not to investigate.
• Don't confront the alleged abuser – This could put the child at risk and interfere with any investigation.
• Don't discuss with others – Only share with those who need to know (Child Safety Officer, authorities).
• Don't delay – Report promptly.

15.1 Internal Response

When a child safety concern is reported, the Child Safety Officer will:

• Assess the report and determine the level of risk
• Make any required mandatory reports to external authorities
• Take immediate steps to ensure the safety of the child (which may include suspending a tutor pending investigation)
• Cooperate fully with any external investigations by Police or DCJ
• Document all actions and decisions

15.2 Allegations Against Staff

If an allegation is made against a tutor or staff member:

• The person will be immediately stood down from tutoring duties pending investigation
• The matter will be reported to relevant authorities (Police, Office of the Children's Guardian) as required
• A thorough investigation will be conducted
• The person will be given an opportunity to respond (unless doing so would compromise a Police investigation)
• Appropriate action will be taken based on the findings, which may include termination

15.3 External Investigations

We will cooperate fully with any investigation conducted by:

• NSW Police
• Department of Communities and Justice (DCJ)
• Office of the Children's Guardian
• Other relevant authorities

We will not take any action that could interfere with or compromise an external investigation.

Merit Tutoring maintains accurate and secure records relating to child safety.

16.1 Records We Maintain

• Working With Children Check clearances for all tutors
• Child safety training records
• Signed Code of Conduct acknowledgements
• Session recordings (retained for 30-90 days)
• Reports of child safety concerns and actions taken
• Correspondence with external authorities

16.2 Security of Records

• Child safety records are stored securely with restricted access
• Only the Child Safety Officer and authorised persons can access these records
• Records are retained in accordance with legal requirements
• Confidentiality is maintained at all times

16.3 Documenting Concerns

When documenting a child safety concern, include:

• Date and time of the observation or disclosure
• Name of the child and any other persons involved
• Factual description of what was observed or said (use exact words for disclosures)
• Any visible signs or indicators
• Your name and the date of the record
• Actions taken

Merit Tutoring is committed to supporting children who have been affected by abuse or harm.

17.1 Our Approach

• The child's safety and wellbeing is our first priority
• We will work with parents/guardians and external agencies to support the child
• We will maintain a supportive and non-judgmental environment
• We will respect the child's privacy and confidentiality

17.2 External Support Services

We can provide families with information about external support services, including:

• Kids Helpline: 1800 55 1800 (24/7 counselling for young people)
• Parentline NSW: 1300 1300 52 (support for parents)
• 1800RESPECT: 1800 737 732 (sexual assault and family violence support)
• Lifeline: 13 11 14 (24/7 crisis support)

Parents and guardians play an important role in child safety. We encourage parent involvement and transparency.

18.1 Parent Rights

Parents have the right to:

• Observe any tutoring session their child participates in
• Request information about our tutors' qualifications and WWCC status
• Access this Child Safety Policy and related policies
• Report any concerns without fear of retaliation
• Request access to session recordings involving their child (subject to privacy considerations)
• Be informed of any child safety concerns involving their child (unless doing so would place the child at further risk)
• Withdraw their child from services at any time

18.2 Parent Responsibilities

We ask parents to:

• Ensure children attend sessions in an appropriate environment
• Be available or nearby during sessions (especially for younger children)
• Report any concerns about their child's safety or the conduct of any tutor
• Keep contact information up to date
• Inform us of any relevant information that may affect their child's safety or wellbeing

18.3 Reporting Concerns

If you have any concerns about the safety of your child or any other child, please report them to our Child Safety Officer (Harshi) at contact@merittutoring.com or 0470 320 921. All concerns are taken seriously.

Child safety matters must be handled with strict confidentiality.

19.1 General Principles

• Information about child safety concerns is shared only on a need-to-know basis
• The identity of a child and details of any concerns should not be discussed with persons not directly involved
• Records are kept secure and confidential

19.2 When Information May Be Shared

Confidential information may be shared:

• With the Child Safety Officer (for all child safety concerns)
• With external authorities (Police, DCJ, Office of the Children's Guardian) as required by law
• With parents/guardians (unless doing so would put the child at further risk)
• Where required by a court order

19.3 Protection of Identity

We will take reasonable steps to protect the identity of any person who makes a report about child safety concerns, subject to legal requirements.

This Child Safety Policy will be reviewed:

• Annually – to ensure it remains current and effective
• After any incident – to identify any improvements needed
• When legislation changes – to ensure ongoing compliance
• When feedback is received – to incorporate suggestions for improvement

Reviews will consider:

• Changes in child protection legislation or best practices
• Feedback from staff, tutors, parents, and children
• Lessons learned from any incidents or concerns
• Advice from the Office of the Children's Guardian or other relevant bodies

Any significant changes to this policy will be communicated to all tutors, staff, and families.

If you have immediate concerns about a child's safety, contact the following services:

Useful Links

• Office of the Children's Guardian NSW
• DCJ – Protecting Children
• Child Safe Organisations

If you have any questions about this Child Safety Policy, wish to report a concern, or need further information, please contact our Child Safety Officer:

For emergencies or concerns outside business hours, please contact the relevant emergency services or the Child Protection Helpline (132 111), which operates 24/7.