1. Our commitment and purpose

Every child at The Dance Den has the right to feel safe, respected, included and heard. We are committed to a welcoming environment in which children can enjoy dance without abuse, grooming, bullying, discrimination, neglect, harassment or unsafe behaviour. We take all safety concerns seriously and place the interests and wellbeing of children first.

This policy sets out the safeguards The Dance Den will operate to meet the Victorian Child Safe Standards. It is to be implemented alongside the Staff, Teachers & Volunteers Code of Conduct, Parent Child Safety & Wellbeing Guide and the procedures and records identified in section 18.

The policy applies to all children under 18 involved with The Dance Den, and to owners, managers, teachers, teaching assistants, employees, contractors, volunteers, guest instructors, concert helpers and visitors wherever their activity may affect children. It applies at the studio, events, rehearsals, performances, off-site activities, in communication and online.

2. Roles, leadership and responsibilities | Standard 2

Management must designate a decision-maker independent of anyone involved in an allegation. If both listed contacts are implicated, unsafe, or unavailable, the person raising the concern should contact an external authority directly. A staff member’s legal reporting duty is not satisfied simply by telling a manager.

3. Aboriginal cultural safety | Standard 1

The Dance Den will create an environment where Aboriginal children and young people feel their identities, cultures and connections are respected and valued. Racism, stereotyping, exclusion and discrimination are not acceptable.

• Invite Aboriginal children and families to tell us what helps them feel culturally safe, without requiring anyone to speak for a whole community.
• Respect names, identities, kinship relationships and cultural practices; respond appropriately to racism or culturally unsafe behaviour.
• Where activities or performances use Aboriginal or Torres Strait Islander cultural material, consult appropriate sources or people and avoid tokenism or misrepresentation.
• Review feedback and make practical changes to participation, communication and the studio environment.

4. Children’s rights, participation and voice | Standard 3

Children are encouraged to express preferences, ask questions, decline unnecessary physical contact and speak up about behaviour that makes them uncomfortable. Staff must listen without dismissing their views.

• Explain rules, child-safe contacts, personal boundaries and complaints in age-appropriate language; display the child-safety poster in visible areas.
• Encourage children’s feedback about classes, teaching styles, facilities, events, changing spaces and supervision; offer a trusted adult and private method of speaking up.
• Take children’s views into account when arranging corrections, costumes, rehearsals and the management of discomfort or injury.
• Address peer-to-peer bullying, exclusion, inappropriate touching or harassment promptly, with fair and supportive action for children involved.

5. Families and community involvement | Standard 4

Parents and carers will have accessible information about the studio’s child safety commitments, supervision, photographic practices and how to raise complaints. The Dance Den will make this policy, the Code of Conduct and the parent guide available through its website or on request.

• Publish the safety contacts and emergency instructions at the studio and online.
• Inform families of relevant safety practices for drop-off and collection, events, private lessons and changes to arrangements.
• Invite parent and carer input when reviewing child safety risks or procedures, while respecting privacy and confidentiality.
• Provide information in another format or with assistance when reasonably required for accessibility.

6. Equity, inclusion and respect | Standard 5

Children should be able to participate without discrimination based on disability, cultural background, religion, language, gender, sexuality, age or family circumstances. The Dance Den will make reasonable adjustments within its resources and lawful obligations.

• Ask families about relevant accessibility, health, sensory, communication and support needs, and respect the child’s views.
• Provide clear options for requesting adjustments, assistance or extra communication.
• Respond to bullying, racism, sexual harassment, discriminatory comments or exclusion.
• Avoid assumptions about a child’s abilities, identity or cultural needs; consult the child and family where appropriate.

7. Safer recruitment, checks and staff support | Standard 6

Before engaging a person in child-related work, The Dance Den will define the role, assess the contact it involves, seek appropriate references, check suitability and any required qualifications, and verify the person’s legal eligibility to undertake child-related work.

• Verify relevant Working with Children (WWC) Clearances or lawful exemptions before work begins; do not rely on a photo of a card alone. Recheck status and respond immediately to restrictions or adverse notifications.
• For relevant engagements beginning on or after 19 October 2026, use WWC Connect to notify the Social Services Regulator when workers or volunteers start, stop or change relevant details. Meet applicable update deadlines (generally seven days for paid workers and 21 days for volunteers).
• Treat WWC screening as one safeguard, not a guarantee of suitability. Use interviews, references, induction, supervision and ongoing behaviour monitoring.
• Provide the Code of Conduct, this policy, complaints instructions and emergency procedures at induction. Record that workers have read, understood and agreed to applicable expectations.
• Provide an additional level of supervision appropriate to the age and responsibilities of any student teaching assistant or volunteer under 18.
• The mandatory WWC child safety training introduced in October 2026 applies to applicants, renewals and relevant clearance changes; it does not replace studio-specific induction or supervision.

8. Child-focused complaints and concerns | Standard 7

A child, parent, carer, staff member, volunteer or community member can raise a concern in person, by phone or by email with Ashleigh or Kerry. Children may speak to any trusted Dance Den adult. Reports may involve an adult, another child, an event away from the studio or something that occurred online. Reports may also be made directly to an external authority.

How concerns are handled

1. Make the child safe first. If a child is in immediate danger or a crime is occurring, call 000. Arrange first aid or other assistance where required.
2. Listen calmly and respectfully; do not lead the child, promise secrecy, repeatedly question them or undertake your own investigation. Reassure them they did the right thing by speaking up.
3. Record the date, time, people involved and factual words used as soon as practical. Secure any relevant communications or other evidence without unnecessarily copying or circulating sensitive material.
4. Tell the Child Safety Contact or the alternative if the contact may be involved. Assess promptly whether the matter must be referred to Victoria Police, Child Protection or another authority. Do not delay a mandatory or urgent external report pending internal review.
5. Safeguard the child and others during any follow-up. Consider temporary changes to supervision or duties without prejudging an allegation; cooperate with external authorities.
6. Keep information restricted to those who need it; inform and support parents/carers when safe and appropriate, and advise the person raising the concern about the process to the extent possible. Record decisions, actions, referrals and review opportunities.

External reporting

For an emergency or immediate danger: Victoria Police 000. For suspected child sexual offending, criminal abuse or concerns about a potential offender, report to Victoria Police. For suspected significant harm requiring protective intervention, contact Victorian Child Protection in the relevant area; after hours: 13 12 78. Staff must comply with any personal mandatory reporting or criminal-law obligations that apply to them, including the Victorian failure-to-disclose and failure-to-protect offences where relevant.

Information about concerns with an organisation’s compliance can be given to the Social Services Regulator or appropriate Child Safe Standards co-regulator. No person should be discouraged or penalised for making a genuine report.

9. Staff capability, induction and training | Standard 8

The Dance Den will give staff and volunteers practical information on recognising abuse and grooming, teaching boundaries, child-focused complaints, privacy, external reporting, risk assessment, inclusion, physical contact and responding to disclosures.

• Provide induction before unsupervised child-related responsibilities and refresher training periodically and when procedures change.
• Use short scenario-based discussions relevant to dance, such as a child refusing correction, late collection, a private message from a student or a backstage concern.
• Record training completion, key topics, date and follow-up needed; support staff to ask questions and seek guidance without fear of embarrassment.
• Check understanding of the Code of Conduct and actions to take when someone reports an unsafe situation.

10. Safe physical and online environments | Standard 9

The Dance Den will maintain documented risk assessments for normal classes, one-to-one lessons, rehearsals, concerts, off-site activities and any premises shared with other businesses. Controls will be reviewed whenever circumstances change, including a new studio, room layout or student need.

Injuries, first aid and emergency management

Staff must stop unsafe activities, provide appropriate first aid or call emergency services, notify the parent/carer as required and record injuries and near misses. Management will keep suitable first-aid and emergency procedures and undertake relevant risk controls for floors, equipment, exits, fatigue, hydration and teaching practices. A separate worker injury register and WorkSafe notification process must be followed where legally required. Emergency evacuation and collection arrangements will be available to staff and practised as appropriate.

11. Photography, video, promotion and privacy | Standards 4 and 9

The Dance Den may use photographs or videos to help promote the studio. Parents and carers can inform The Dance Den if they do not wish their child to appear in promotional material, and their preferences will be recorded and honoured. Staff must check applicable permissions, including any specific consent needed for the proposed use, before publication. A child’s expressed concern about being photographed or filmed must also be respected. Photography and video recording are not permitted in bathrooms or changing spaces.

Images and information must be stored securely, accessed only for legitimate purposes and never shared on personal accounts without authorisation. Requests to remove promotional content will be assessed promptly, including what is technically possible for already-distributed material.

12. Review, learning and improvement | Standard 10

Management will review the policy and child safety risk controls at least annually and sooner after a serious incident, complaint pattern, significant change to premises, staffing or activities, or a relevant legislative change. Reviews must seek age-appropriate input from children and feedback from families and staff, including Aboriginal cultural safety and inclusion experiences.

Findings, corrective actions, owners and due dates will be recorded in the Internal Compliance Workbook or a separate restricted action log. A proportionate summary of improvements will be shared with children, families, staff and volunteers without disclosing private information.

13. Documentation and accessibility | Standard 11

Management will maintain clear, current procedures that address all Child Safe Standards and will make the appropriate public-facing information accessible. Key documents will be version-controlled and reviewed. Staff will be trained to follow procedures in practice, not simply sign that they have read them.

The Code of Conduct, this Policy, Parent Guide, complaint pathways, risk assessments, recruitment screening procedure and other records support one integrated child-safe system. Sensitive records will remain restricted and will not be included in public website copies.

14. Records, confidentiality and information sharing

Reports about children, health, screening, incidents or allegations will be kept accurate, securely stored and accessible only to authorised people. The Dance Den will preserve information relevant to allegations and external investigations, apply applicable retention requirements and document decisions about disclosure. Records must not be altered or discarded to avoid scrutiny.

Information may be shared with parents, carers, police, Child Protection, regulators and others when lawful and necessary to protect a child or fulfil a reporting obligation. Confidentiality is not a promise of secrecy. Staff will use approved systems rather than personal devices or public discussions for sensitive information.

15. Breaches and accountability

Any alleged breach of this Policy or the Code of Conduct will be addressed promptly, prioritising children’s safety and procedural fairness. Controls may include extra supervision, changed duties, further training, suspension, ending an engagement and reporting to external authorities. Any response must be proportionate, documented and consistent with employment, privacy and reporting obligations.

16. Related documents and supporting records

• Staff, Teachers & Volunteers Code of Conduct
• Parent Child Safety & Wellbeing Guide / poster
• Child-friendly complaint and external reporting procedure
• WWC checks and WWC Connect register
• Recruitment, induction and training register
• Studio, event and shared-premises risk assessments
• Injury / incident / near-miss registers
• Emergency, first aid, pickup and privacy procedures
• Child participation and review records

17. Legal and regulatory context

The Dance Den’s obligations may arise under the Child Wellbeing and Safety Act 2005 (Vic) and the Victorian Child Safe Standards; Working with Children legislation and the WWC Connect system; Children, Youth and Families Act 2005 (Vic); Crimes Act 1958 (Vic); Occupational Health and Safety Act 2004 (Vic); and applicable privacy, anti-discrimination and consumer legislation. The precise legal duties depend on the activities, roles and circumstances involved.

18. Policy approval and review

The Dance Den management is responsible for approving, publishing and reviewing this policy. Approval records and staff training acknowledgements are maintained internally.

Appendix A — Quick response to a child safety concern

1. Protect the child. If immediate danger, serious injury or urgent criminal activity: call 000.
2. Listen. Stay calm; take the child seriously; do not interrogate, investigate or promise secrecy.
3. Record. Capture the child’s words, date, time, observations and any immediate action; store securely.
4. Report. Tell Ashleigh or Kerry unless implicated; assess direct reports to Police / Child Protection / any required regulator. Do not wait for internal permission to fulfil a legal duty.
5. Safeguard and follow up. Put protective controls in place, cooperate with authorities, support those involved and document the outcome.

Child Safety Contact: Ashleigh Kempster | 0413 518 471 | ash.kempster@gmail.com

Alternative Contact: Kerry Kempster | 0488 664 708 | kerryjkempster@gmail.com

Emergency: 000 Child Protection after-hours emergency service: 13 12 78

For business-hours Child Protection reporting, contact the DFFH Child Protection office covering the child’s normal place of residence. For Social Services Regulator concerns, see the official Child Safe Standards reporting page.

Appendix B — The 11 Child Safe Standards at a glance

Official sources consulted (30 October 2026)

Social Services Regulator — Complying with the Child Safe Standards: https://www.vic.gov.au/complying-child-safe-standards

Social Services Regulator — Creating a child safety and wellbeing policy: https://www.vic.gov.au/creating-child-safety-and-wellbeing-policy

Working with Children Connect: https://www.vic.gov.au/working-children-connect

Department of Families, Fairness and Housing — Reporting child abuse: https://services.dffh.vic.gov.au/reporting-child-abuse

Social Services Regulator — Report concerns under the Standards: https://www.vic.gov.au/report-your-concerns-under-child-safe-standards