Our commitment to child safety
Our organisation is committed to child safety.
We want children to be safe, happy, and empowered. We support and respect all children, as well as our volunteers.
We are committed to the safety of all children.
We have zero tolerance of child abuse, and all allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures.
We have legal and moral obligations to contact authorities when we are worried about a child’s safety, which we follow rigorously.
Our organisation has robust recruitment practices for all volunteers.
We have policies, procedures and education in place that support our volunteers to achieve these commitments.
If you believe a child is at immediate risk of abuse phone 000.
Our volunteers
This policy guides our volunteers on how to behave with children in our organisation.
Children should never be left unsupervised in the care of toy library volunteers. Parents/guardians should always supervise their children at the toy library. Wherever feasible toy libraries should implement the ‘two-person rule’ – ensuring there are two people present when the toy library is open.
All our volunteers must agree to abide by our code of conduct, which specifies the standards of conduct required when working with children.
Our organisational culture aims for all volunteers to feel confident and comfortable in discussing any allegations of child abuse or child safety concerns. Education is important to ensure that everyone in our organisation understands that child safety is everyone’s responsibility.
Any inappropriate behaviour will be reported through appropriate channels, including the relevant government department or police, depending on the severity and urgency of the matter.
Training and supervision
Training and education are important to ensure that everyone in our organisation understands that child safety is everyone’s responsibility.
Our organisational culture aims for all volunteers (in addition to parents/carers and children) to feel confident and comfortable in discussing any allegations of child abuse or child safety concerns.
New employees and volunteers will be supervised regularly to ensure they understand our organisation’s commitment to child safety and that everyone has a role to play in protecting children from abuse, as well as checking that their behaviour towards children is safe and appropriate (please refer to this organisation’s code of conduct to understand appropriate behaviour further). Any inappropriate behaviour will be reported through appropriate channels, including the relevant government department or police depending on the severity and urgency of the matter.
Fair procedures for personnel
The safety and wellbeing of members is our primary concern. We are also fair and just to personnel. The decisions we make when recruiting, assessing incidents, and undertaking disciplinary action will always be thorough, transparent, and based on evidence.
We record all allegations of abuse and safety concerns using our incident reporting form, including investigation updates. All records are securely stored.
If an allegation of abuse or a safety concern is raised, we provide updates to children and families on progress and any actions we as an organisation take.
Privacy
All personal information considered or recorded will respect the privacy of the individuals involved, whether they are volunteers, parents, or children, unless there is a risk to someone’s safety. We have safeguards and practices in place to ensure any personal information is protected. Everyone is entitled to know how this information is recorded, what will be done with it, and who will have access to it.
Legislative responsibilities
Our organisation takes our legal responsibilities seriously, including:
- Failure to disclose: Reporting child sexual abuse is a community-wide responsibility. All adults who have a reasonable belief that an adult has committed a sexual offence against a child under 16 have an obligation to report that information to the police.
- Failure to protect: People of authority in our organisation will commit an offence if they know of a substantial risk of child sexual abuse and have the power or responsibility to reduce or remove the risk but negligently fail to do so.
- Any personnel who are mandatory reporters must comply with their duties.
Risk management
Organisations are required to protect children when a risk is identified (see information about failure to protect above). In addition to general occupational health and safety risks, we proactively manage risks of abuse to our children.
We have risk management strategies in place to identify, assess, and take steps to minimise child abuse risks, which include risks posed by physical environments (for example, any doors that can lock), and online environments (for example, no volunteer is to have contact with a child in the organisation on social media).
Regular review
This policy will be reviewed every two years and following significant incidents if they occur. We will ensure that families and children can contribute to the review. Where possible we do our best to work with local Aboriginal communities, culturally and/or linguistically diverse communities and people with a disability.
Allegations, concerns, and complaints
Our organisation takes all allegations seriously and has practices in place to investigate thoroughly and quickly.
We work to ensure all families and volunteers know what to do and who to tell if they observe abuse or are a victim, and if they notice inappropriate behaviour.
We all have a responsibility to report an allegation of abuse if we have a reasonable belief that an incident took place (see information about failure to disclose above).
If an adult has a reasonable belief that an incident has occurred, then they must report the incident.
Factors contributing to reasonable belief may be:
- A child states they or someone they know has been
- Behaviour consistent with that of an abuse victim is observed
- Someone else has raised a suspicion of abuse but is unwilling to report it
- Observing suspicious behaviour.
(Last revised: April 2022)
Our approach to child safety
In continuing to implement and promote a child-safe system of work, we will:
- develop an environment in which children feel listened to and valued, and in which their concerns are acted upon, including encouraging and allowing children to participate in decisions important to them
- consult with contractors and volunteers and other appropriate parties, including families and children
- assess and manage the risk of abuse to children who interact with our organisation, including through recruitment practices and online
- take a proactive approach to child safety, including fostering a culture of openness that encourages all contractors and volunteers to report any concerns of child safety and supports them in this process
- report suspected abuse, neglect or mistreatment promptly to the appropriate authority, whether or not the law requires reporting
- ensure children know the options available to them if they are concerned or feeling unsafe, and foster an environment where children are safe to raise such concerns
- recruit contractors and volunteers who are suitable to work with children and provide high-quality training, supervision and professional development to staff, contractors and volunteers as appropriate.
- have policies, procedures and supports in place to reflect these commitments, and review these regularly.
Authorisation
Exmouth Toy Library
Ruth Kennedy (President)
07/07/2026
Responsibilities
All contractors and volunteers are responsible for the safety and wellbeing of children and young people who engage with our organisation. All contractors and volunteers are expected to act in accordance with our Code of Conduct in their physical and online interactions with children and young people under the age of 18 years.
The Exmouth Toy Library committee of management has ultimate responsibility for the detection and prevention of child abuse and is responsible for ensuring that appropriate and effective internal control systems are in place. The committee of management is also responsible for ensuring that appropriate policies and procedures and a Code of Conduct are in place.
The President is responsible for:
- dealing with and investigating reports of child abuse
- ensuring that all contractors and volunteers are aware of relevant laws, organisational policies and procedures, and the organisation’s Code of Conduct
- ensuring that all adults within our community are aware of their obligation to report suspected sexual abuse of a child in accordance with these policies and procedures
- ensuring that all contractors and volunteers are aware of their obligation to observe the Code of Conduct
- providing support to contractors and volunteers in undertaking their child protection responsibilities.
All committee of management must ensure that they:
- promote child safety at all times
- assess the risk of child abuse within their area of control and eradicate or minimise any risk to the extent possible
- educate those under their supervision whether they are contractors or volunteers about the prevention and detection of child abuse
- facilitate the reporting of any inappropriate behaviour or suspected abusive activities.
Session leaders should be familiar with the types of abuse that might occur within a toy library environment and be alert for any indications of such conduct.
All volunteers and contractors share responsibility for the prevention and detection of child abuse, and must:
- familiarise themselves with relevant laws, the Code of Conduct, and our policy and procedures in relation to child safety, and comply with all requirements
- report any reasonable belief that a child’s safety is at risk to the relevant authorities (such as the police or the state child protection service)
- report any suspicion that a child’s safety may be at risk to their supervisor or the President (or, if their supervisor/President is involved in the suspicion, to a responsible person in the organisation)
- provide an environment that is supportive of all children’s emotional and physical safety.
Definitions
Child means a child or young person who is under the age of 18 years.
Child protection means any responsibility, measure or activity undertaken to safeguard children from harm.
Child abuse means
- a sexual offence committed against, with or in the presence of a child, whether or not a criminal proceeding in relation to the offence has been commenced or concluded, or
- sexual misconduct committed against, with or in the presence of a child, or
- physical violence committed against, with or in the presence of a child, or
- any behaviour that causes significant emotional or psychological harm to a child or significant neglect of a child.
Child sexual assault is any act which exposes a child to, or involves a child in, sexual processes beyond his or her understanding or contrary to accepted community standards. Sexually abusive behaviours can include the fondling of genitals, masturbation, oral sex, vaginal or anal penetration by a penis, finger or any other object, fondling of breasts, voyeurism, exhibitionism, and exposing the child to or involving the child in pornography. It includes child grooming, which refers to actions deliberately undertaken with the aim of befriending and establishing an emotional connection with a child to lower the child’s inhibitions in preparation for sexual activity with the child.
Non-member volunteers are people volunteering at the toy library who are not members of the toy library.
Reasonable grounds for belief is a belief based on reasonable grounds (see below) that child abuse has occurred when all known considerations or facts relevant to the formation of a belief are taken into account and these are objectively assessed. Circumstances or considerations may include the source of the allegation and how it was communicated, the nature of and details of the allegation, and whether there are any other related matters known regarding the alleged perpetrator.
A reasonable belief is formed if a reasonable person believes that:
- the child is in need of protection, or
- the child has suffered or is likely to suffer significant harm as a result of physical injury, or
- the parents are unable or unwilling to protect the child.
A “reasonable belief” or a “belief on reasonable grounds” is not the same as having proof, but it is more than mere rumour or speculation.
A “reasonable belief” is formed if a reasonable person in the same position would form the belief on the same grounds. For example, a “reasonable belief” might be formed if:
- a child states that they have been physically or sexually abused
- a child states that they know someone who has been physically or sexually abused (the child may be talking about themselves)
- someone who knows a child states that the child has been physically or sexually abused
- signs of abuse lead to a belief that the child has been physically or sexually abused.
Session leaders are volunteers who run toy library opening sessions that involve supervising other volunteers.
Supervisor is a person overseeing the work of a staff member, volunteer or contractor. This could be a toy library manager, session leader or President depending on the individual’s role.
Toy librarian is anyone paid to work in a toy library.
Toy library manager is a senior toy librarian who has other staff reporting to them.
Toy library operations
Children should never be left in the care of toy library volunteers. Parents/guardians must always supervise their children at the toy library, so that two adults will be present when there are children (other than volunteer’s own children) in the toy library.
Exmouth Toy Library will ensure that child safety is a part of its overall risk management approach.
Volunteer screening
Guidance note – WWCC for committees, non-member volunteers and session leaders:
Requirements for and availability of Working with Children Checks (WWCC) vary by state.
- WA: for standard operations of the toy library most people are ineligible to apply for a WWCC in WA. For more details see the WA info sheet, if unsure of your toy libraries particular activities contact the WWCC screening unit 1800 883 979.
We do not require all eligible Committee of Management/Board members, non-member volunteers and session leaders to have Working with Children Check, however they must agree to our Code of Conduct.
Training
Exmouth Toy Library is committed to ensuring that contractors and volunteers have access to appropriate induction and ongoing training in relation to their child safety responsibilities, including our child safety policies and procedures and the Code of Conduct.
Training will be available through Toy Libraries Australia for committee members. This training will include how to identify, assess and minimise the risk of child abuse and detect potential signs of child abuse.
Reporting
All volunteers and contractors are responsible for reporting child safety concerns to the President as soon as possible after receiving such information or forming a belief that a child is at risk.
If any volunteer or contractor has a reasonable belief that reportable conduct may have occurred, then they must report the incident to the President directly and immediately.
If the incident potentially involves a criminal offence, the incident must also be reported to the local police station or by calling 000. Ensuring the President is notified as soon as reasonably practicable.
Reportable conduct includes the following incidents:
- a sexual offence committed against, with or in the presence of, a child, whether or not a criminal proceeding in relation to the offence has been commenced or concluded
- sexual misconduct committed against, with or in the presence of a child
- physical violence committed against, with or in the presence of a child
- any behaviour that causes significant emotional or psychological harm to a child
- significant neglect of a child.
Where a law enforcement agency is seeking to investigate child safety concerns, contractors and volunteers must co-operate to the best of their ability.
Our President can be contacted by email at exmouthtoylibrary@hotmail.com.
In the event that the suspected abusive behaviour or misconduct is by the President Toy Library Australia can be contacted by email at info@toylibraries.org.au.
Investigating
If the appropriate child protection service or the police decide to investigate a report, all contractors or volunteers must co-operate fully with the investigation.
Whether or not the authorities decide to conduct an investigation, the President will consult with the authorities to determine whether an internal investigation is appropriate. If it is decided that such an investigation will not conflict with any proceeding of the authorities, the President may decide to conduct such an investigation. All contractors and volunteers must co-operate fully with the investigation.
Any such investigation will be conducted according to the rules of natural justice including the right to be heard, the right to be treated without bias, and a decision being based on relevant evidence.
The President will make every effort to keep any such investigation confidential; however, from time-to-time other volunteers may need to be consulted in relation to the investigation.
After an initial review and a determination that the suspected abuse warrants additional investigation, the President shall coordinate the investigation with the appropriate investigators and law enforcement officials. Internal or external legal representatives will be involved in the process as deemed appropriate.
Responding
If it is alleged that a contractor or volunteer may have committed an offence or breached the organisation’s policies or its Code of Conduct, the person concerned may be stood down (with pay, where applicable) while an investigation is conducted.
Standing down of a contractor or volunteer during an investigation does not imply that the individual has committed an offence or breached the organisation’s policies or its Code of Conduct and should not be considered as a disciplinary action.
If the investigation concludes that on the balance of probabilities an offence (or a breach of the organisation’s policies or Code of Conduct) has occurred then disciplinary action may follow, up to and including dismissal or cessation of involvement with the organisation.
Privacy
Exmouth Toy Library will respect the privacy of the individuals involved unless there is a risk to someone’s safety. We will have safeguards and practices in place to ensure that any personal information considered or recorded remains confidential. Information will be provided to relevant authorities in compliance with State, territory or federal law as required.
In accordance with privacy laws, everyone is entitled to know how the personal information will be recorded, what will or can be done with it, and who may be able to access it.
Reviewing
Every two years, and following every reportable incident, a review shall be conducted to assess whether the organisation’s child protection policies or procedures require modification to better protect the children under the organisation’s care.
Related Documents
This policy must be read in conjunction with:
- The law of the Commonwealth or of the relevant state or territory
- Exmouth Toy Library ‘s Code of Conduct
Last reviewed: April 2025
