The OZY Youth Choir Honouring Defence Service National Child Protection Policy

1. About Us

The OZY Youth Choir Honouring Defence Service INC is a registered charity and incorporated nonprofit based in Australia. We operate nationally and occasionally internationally, offering both online and in-person programs. Our choir is inclusive of children and young people aged under 18, and also supports leadership and mentorship opportunities for those aged 18–25. We are committed to safeguarding all children and young people who participate in our programs.

2. Purpose of This Policy

This Child Protection Policy outlines our commitment to child safety and wellbeing, in alignment with Australian national and state/territory legal requirements—including Queensland’s updated child protection legislation and the National Principles for Child Safe Organisations.

3. Scope This policy applies to:

All staff, committee members, volunteers, leaders (including those aged under 18), and mentors

All children and young people involved in the choir

All activities—online, in-person, and hybrid (e.g., Zoom rehearsals, public performances, mentorship programs)

4. Legal Framework Our policy aligns with:

The National Child Safe Principles

The Child Protection Acts of all Australian states and territories

Mandatory reporting laws (e.g., QLD Child Protection Act 1999 and Child Protection Reform Amendment Act 2021)

Blue Card (QLD) and Working With Children Check (WWCC) schemes

5. Child Safety Principles We commit to:

Embedding child safety in everything we do

Upholding the rights of every child to feel safe, be heard, and be respected

Being proactive in identifying and managing risks

Supporting diversity, inclusion, and cultural safety for all children, including Aboriginal and Torres Strait Islander children and those with disabilities or from culturally diverse backgrounds

6. Leadership, Supervision & Ratios

All adults (18+) working with children must hold a valid Blue Card or WWCC relevant to their state

Young leaders aged under 18 will be supervised by a qualified adult

Recommended adult-to-child ratio is 1:8 for children under 13, and 1:10 for youth over 13. This will be reviewed and adjusted as necessary.

At least two adults must be present at all in-person rehearsals and events involving children

7. Online Safety

We conduct live, interactive rehearsals via Zoom, which may be recorded for later access.

Children should attend under adult supervision wherever possible

Online interactions are moderated by approved adult leaders

Personal information, recordings, and images are collected only with parental consent and stored securely

We use Google Drive and Dropbox for sharing resources; these are managed by trusted staff or volunteers

8. Photography, Media & Consent

Written parental/carer consent is obtained for any image, video, or audio collection

Children will never be identified by full name in public posts

Choir mash-up videos and media contributions are uploaded via a secure Dropbox link and facilitated by the parent/carer

9. Reporting Concerns

We support a culture of disclosure and provide clear internal and external pathways to report harm:

Mandatory reporters (e.g., teachers, health professionals) must report to Child Safety Services or equivalent

Anyone can report concerns to the Choir's Child Safety Officer

All concerns must be documented, responded to promptly, and stored securely

Internal Reporting Pathway:

Raise concern with a team leader or the Child Protection Officer

Officer determines if escalation is required (e.g., to police or child protection authority)

Keep the child’s wellbeing as the central focus throughout

10. Complaints Handling

Our complaint system is transparent, child-friendly, and accessible.

Complaints can be made anonymously

Children and families are supported through the process

Investigations will be timely and unbiased

Complaints can be escalated to external agencies (e.g., Ombudsman, Child Safety Services) where appropriate

11. Code of Conduct

All choir leaders, staff, and volunteers must:

Treat children and families with dignity and respect

Prioritise safety over performance or outcomes

Never use language or behaviour that is inappropriate or unsafe

Avoid being alone with a child unless authorised and visible to others

Never share personal contact details with a child or accept child contact requests on personal social media

12. Cultural Protocols & Inclusion

We respectfully acknowledge the Traditional Custodians of all lands on which we sing and gather

We actively create culturally safe environments for First Nations children

All members are encouraged to celebrate their cultural identities

13. Alcohol and Drugs Policy

No alcohol or drug use is permitted by leaders or participants during choir practices, rehearsals, or performances

Choir leaders are not permitted to consume alcohol or drugs while supervising or performing in events involving children—even if alcohol is being served to patrons

Any breach will result in immediate disciplinary action

14. Monitoring and Review

This policy is reviewed annually by the Committee and Child Protection Officer

Feedback from children, families, and leaders is welcomed

15. Supporting Documents

Working With Children Code of Conduct

Complaints Handling Procedure

Media Consent Form

Online Safety Guidelines

Cultural Protocol Guidelines

16. Contact

For concerns or questions about this policy, contact: Child Protection Officer
The OZY Youth Choir Honouring Defence Service INC
[email protected]

Bibliography & Resources:

National Principles for Child Safe Organisations: https://humanrights.gov.au/our-work/childrens-rights/projects/child-safe-organisations

Queensland Child Protection Act 1999 (Qld)

Child Protection Reform Amendment Act 2021 (Qld)

Working With Children Checks (All states): https://www.workingwithchildren.vic.gov.au/, https://www.bluecard.qld.gov.au/, etc.

eSafety Commissioner Resources: https://www.esafety.gov.au

Child Wise Child Safety Resources: https://www.childwise.org.au/

Australian Charities and Not-for-profits Commission (ACNC) governance standards