Child Safety & Wellbeing Policy
Ellison String Studio
Effective date: [1 Jan 2026] Next review: [1 Jan 2027]
This policy sets out how we keep children and young people safe at our violin studio in Victoria. It aligns with Victoria’s 11 Child Safe Standards (in effect from 1 July 2022) and relevant Victorian laws, including Working with Children Check requirements, failure-to-disclose and grooming offences, and (where applicable) the Reportable Conduct Scheme.
1) Our Commitment
We do not tolerate child abuse or harm (including physical, sexual, emotional or psychological abuse or neglect). We prioritise equity and inclusion and create a culturally safe environment for Aboriginal children and young people. We respect children’s rights, value their voices and involve families in decisions that affect them.
Child Safety Officers
Head of Studio/Child Safety Lead: Sarah Ellison, 0438 335 571
2) Scope & Definitions
This policy applies to all staff, contractors, volunteers, students, parents/carers and visitors.
Child / young person: under 18 years. Harm/abuse includes sexual offences/misconduct, physical violence, significant emotional or psychological harm, and significant neglect.
3) Governance & Responsibilities
The Head of Studio is accountable for compliance with the Child Safe Standards and for ensuring timely, appropriate responses to concerns. All adults share responsibility for child safety and must report concerns promptly.
4) Code of Conduct
All adults connected with the studio must:
• Act respectfully and use positive, age-appropriate language.
• Maintain professional boundaries; avoid private social media connections, private texting, or gifts without approval.
• Ensure visibility for one-to-one lessons (door open/window panel) and another adult on premises where possible.
• Obtain informed consent for photos/video/recordings; use only for teaching purposes; store securely.
• Use minimal, explained instructional touch only when necessary and with consent; offer alternatives.
• Copy a parent/guardian on any communication with a child and use studio-approved channels.
• Uphold cultural safety and inclusion for all children.
Adults must never:
• Be alone with a child in a closed, opaque room without visibility/oversight.
• Transport children without written parent consent and studio approval.
• Engage in any abuse, sexualised behaviour, grooming, harassment or discrimination.
• Exchange personal gifts, secrets or private contact details with a child.
• Photograph/film children without written consent or for personal use.
• Deter a child or family from raising a concern or making a complaint.
5) Child & Family Participation
As a Suzuki String Studio, we require parents to attend individual and group lessons. We explain children’s rights and studio rules in age-appropriate ways, invite feedback from children and families, and maintain easy, child-friendly complaints pathways.
6) Recruitment, Screening & Induction
All paid child-related workers hold a current Employee Working with Children Check (WWCC); volunteers hold a Volunteer WWCC. We verify and record WWCC status before work starts and at least annually. Recruitment includes role descriptions with child-safe responsibilities, structured interviews, two referee checks and identity verification. All personnel completeinduction and annual training on child safety, reporting and cultural safety.
7) Risk Management: Physical & Online Environments
We identify, assess and reduce risks in one-to-one lessons, group activities, events and online lessons. Controls include visibility during lessons, appropriate supervision ratios, sign-in/out procedures, consent-based media use, secure storage ofrecordings, and safe facilities/first aid.
8) Child-Focused Complaints & Concerns
We provide multiple ways to raise concerns (in person, email, phone, online form). We take every concern seriously,respond promptly, record outcomes and keep children informed. No one will be victimised for raising a concern.
9) What To Do If You’re Worried About a Child
1 If in immediate danger, call 000.
2 Support the child—listen, reassure, avoid leading questions.
3 Record what you heard/observed (date, time, the child’s words).
4 Report internally to the Child Safety Lead immediately.
5 Report externally as required under Victorian law (see Section 10).
10) Reporting to Authorities (Victoria)
Failure to disclose (Crimes Act 1958 s327): All adults must report to Victoria Police when they have a reasonable belief that an adult has committed a sexual offence against a child under 16, unless a limited legal excuse/exemption applies.
Failure to protect & grooming offences: Leaders must reduce known substantial risks of child sexual abuse; grooming of a child under 16 is a criminal offence. We treat any grooming concerns as police matters and manage risks immediately.
Working with Children Check: We verify WWCC status and cooperate with the Department of Government Services if contacted.
Reportable Conduct Scheme (where applicable): The Head of the Organisation notifies CCYP within 3 business days of a reportable allegation, provides a 30-day update, and submits investigation findings/outcomes after police clearance.
11) Cultural Safety & Inclusion
We create a culturally safe environment, particularly for Aboriginal children and young people. We provide reasonable adjustments for disability and language needs and proactively remove participation barriers.
12) Training & Communication
All personnel complete annual training on our Code of Conduct, recognising harm, reporting pathways (Police/CCYP),online safety and cultural safety. We display child-safe information in the studio and include it in enrolment packs.
13) Records, Privacy & Data Security
We securely store WWCC verifications, inductions/training, incident/complaint reports, risk assessments and consent forms, with access limited to those who need it.
14) Continuous Improvement
We review this policy annually or after any incident/significant change, consult with families, and record improvements.
Appendix A: Pick-Up/Drop-Off Procedure
Parents/guardians sign children in/out. For late pick-ups, a child remains with staff in a visible area while we contactparents; after 15 minutes, we call emergency contacts; if safety concerns arise and we cannot reach contacts, we follow police guidance.
Appendix B: Online Lesson Protocol
Use the studio platform and accounts. For children under 16, a parent/guardian is present or within ear/eyesight. Disable private chat. No recording without written consent. Keep attendance records.
Appendix C: Media Consent
Obtain written consent specifying purpose, storage, retention and who can access. Withdrawals are honoured prospectively.
Appendix D: Incident/Concern Report (minimum fields)
• Child’s name & DOB
• Date/time/location
• What was seen/heard (use the child’s words in quotes)
• Immediate actions taken
• People notified (parent, Child Safety Lead, Police, CCYP) + times
• Follow-up plan & risk controls
• Reporter’s name/signature & date