Child Safety and Wellbeing Policy

Karabena Consulting and Weyarn Pty Ltd

Our commitment

Karabena Consulting has a comprehensive Child Safety and Wellbeing Policy in place. This policy is aligned with Victorian legislative requirements, the Victorian Child Safe Standards, and the principles set out under the National Principles for Child Safe Organisations. Our policy commits us to:

• Ensuring the cultural safety of Aboriginal and Torres Strait Islander children, and recognising the importance of culture, family, and community in children's lives.
• Creating and maintaining environments where children and young people feel safe, respected, and empowered to speak up.
• Implementing robust risk management, recruitment, and reporting processes to protect children and respond appropriately to any concerns.
• Training staff and contractors to understand their responsibilities in safeguarding children and young people.

We are committed to continual review and improvement of our child safety practices, ensuring that they reflect best practice and uphold community expectations.

If required, Karabena Consulting is also willing to demonstrate compliance with the specific requirements outlined by Victoria Legal Aid.

Summary statement

Karabena Consulting is committed to child safety and wellbeing. We recognise that every child has the right to feel safe, valued, and respected, and we actively work to create environments that protect children from harm.

Our commitments

• Cultural safety. We prioritise the cultural safety of Aboriginal and Torres Strait Islander children, respecting their identity, family, and community connections.
• Zero tolerance of harm. We have zero tolerance of child abuse, neglect, or exploitation in any form.
• Inclusive environments. We support the safety and participation of all children, including those with a disability, children from culturally and linguistically diverse backgrounds, and children who identify as LGBTIQA+.
• Child voice. We empower children and young people to express their views, and we take their concerns seriously.

Implementation

• Governance and accountability. Our Managing Director provides oversight of child safety measures and ensures compliance with legal and contractual obligations.
• Screening and recruitment. Staff and contractors working with children are subject to Working with Children Checks and appropriate reference screening.
• Training and awareness. Staff are trained in child safety obligations, mandatory reporting, and responding to concerns.
• Risk management. Risks to child safety are identified and managed as part of our organisational risk framework.
• Responding to concerns. We have clear reporting pathways to address allegations, complaints, or safety concerns, consistent with mandatory reporting requirements.

Continuous improvement

We regularly review our policies, practices, and training to ensure our approach to child safety reflects best practice, is culturally informed, and remains aligned with the Victorian Child Safe Standards and the National Principles for Child Safe Organisations.

Contact

For more information, please contact Professor Kerry Arabena, Managing Director, Karabena Consulting, at info@karabenaconsulting.com.

1. Purpose

The purpose of this policy is to articulate Karabena Consulting's commitment to ensuring the safety, participation, and wellbeing of all children and young people who may engage with our organisation. We are committed to providing culturally safe, inclusive, and supportive environments where children are protected from harm and can thrive.

2. Scope

This policy applies to all Karabena Consulting directors, employees, contractors, consultants, associates, volunteers, and partners who may come into contact with children and young people during the course of our work.

3. Statement of commitment

• We have zero tolerance for child abuse, neglect, or exploitation.
• We are committed to the cultural safety of Aboriginal and Torres Strait Islander children, recognising the importance of kinship, culture, and community.
• We respect and support the rights of children from culturally and linguistically diverse backgrounds, children with disabilities, and children who identify as LGBTIQA+.
• We recognise the voices of children and young people and encourage their participation in matters that affect them.

4. Definitions

• Child. Any person under 18 years of age.
• Child abuse. Includes physical, sexual, emotional, and psychological abuse, neglect, and exposure to family violence.
• Cultural safety. An environment where Aboriginal and Torres Strait Islander children feel respected for who they are, their culture is valued, and their identities are supported.

5. Principles

Karabena Consulting upholds the eleven Victorian Child Safe Standards and the National Principles for Child Safe Organisations, which include:

1. Child safety embedded in leadership, governance, and culture.
2. Children's rights and voices are valued and upheld.
3. Equity and diversity are respected and promoted.
4. Staff are equipped with knowledge, skills, and awareness.
5. Families and communities are informed and involved.
6. Processes to respond to complaints and concerns are clear and accessible.
7. Child safety is embedded in risk management and human resources practices.
8. Physical and online environments minimise risk.
9. Policies are regularly reviewed and improved.
10. Implementation is documented and transparent.
11. Organisations work to ensure cultural safety and support for Aboriginal children.

Compliance with the Child Safe Standards and with the Reportable Conduct Scheme is regulated in Victoria by the Social Services Regulator, which assumed these functions from the Commission for Children and Young People on 23 February 2026.

6. Roles and responsibilities

• Managing Director. Holds overall accountability for child safety, ensuring this policy is implemented, reviewed, and resourced.
• General Managers and Senior Consultants. Ensure staff and contractors comply with child safety obligations in project delivery.
• All staff and contractors. Responsible for knowing, understanding, and acting in accordance with this policy.

7. Recruitment and screening

• All staff and contractors working directly with children must hold a valid Working with Children Check or equivalent.
• Reference checks will include questions regarding the applicant's suitability to work with children.
• Position descriptions will reference child safety responsibilities where relevant.

8. Training and awareness

• Staff and contractors will receive induction and ongoing training on child safety, wellbeing, and mandatory reporting obligations.
• Specialist training will be provided where roles involve direct engagement with children.

9. Child participation and empowerment

• Karabena Consulting creates opportunities for children and young people to share their views, particularly when involved in consultations, research, or co-design projects.
• Children's perspectives are treated with respect and influence decision-making processes.

10. Risk management

• Risks to child safety will be identified, assessed, and managed as part of the organisation's risk register.
• Online and digital engagement with children will follow strict protocols, ensuring parental consent and safe communication practices.

11. Responding to concerns and allegations

• Any staff member who suspects abuse, neglect, or harm must report immediately to the Managing Director or General Manager.
• Allegations will be reported to appropriate external authorities, such as Child Protection, Victoria Police, or relevant regulatory bodies, consistent with mandatory reporting obligations. Conduct that falls within the Reportable Conduct Scheme is notified to the Social Services Regulator.
• Internal investigations will not compromise external statutory investigations.
• Records of concerns, reports, and actions will be maintained securely and confidentially.

12. Privacy and confidentiality

• Children's personal information will be managed in line with privacy laws and Karabena Consulting's data sovereignty and confidentiality policies.
• Information will only be shared when necessary to protect a child or as required by law.

13. Online engagement

• Online sessions involving children will always require parental or guardian consent.
• Child participants will not be contacted through personal accounts or non-approved platforms.
• Recording of sessions will only occur with explicit, documented consent.

14. Continuous improvement

• This policy will be reviewed annually, or sooner if legislative or organisational changes occur.
• Staff feedback, community perspectives, and emerging best practice will inform improvements.
• Compliance with this policy will be monitored as part of Karabena Consulting's internal governance framework.

15. Related documents

• Karabena Consulting Code of Conduct
• Karabena Consulting Risk Register
• Karabena Consulting Data Sovereignty and Privacy Policy

16. Approval

This Child Safety and Wellbeing Policy was approved by Professor Kerry Arabena, Managing Director, Karabena Consulting, on 29 August 2025.

Child Safe Code of Conduct

This Code of Conduct sets out the behaviour expected of all directors, employees, contractors, consultants, associates, and volunteers at Karabena Consulting to ensure the safety and wellbeing of children and young people.

By signing this Code, you commit to upholding the rights of children, acting in their best interests, and supporting Karabena Consulting's Child Safety and Wellbeing Policy.

I will

• Act in accordance with Karabena Consulting's Child Safety and Wellbeing Policy at all times.
• Treat all children and young people with respect, dignity, and fairness.
• Value and support the cultural safety of Aboriginal and Torres Strait Islander children, and respect diverse cultural identities, abilities, and backgrounds.
• Listen to and take seriously the views and concerns of children and young people.
• Create and maintain safe physical, cultural, and online environments.
• Report any child safety concerns, risks, or allegations immediately to the Managing Director or General Manager, and comply with mandatory reporting obligations.
• Use language and behaviour that is appropriate, supportive, and inclusive when working with children.
• Ensure parental or guardian consent is obtained before engaging children in consultations, research, or online activities.

I will not

• Engage in behaviour that harms, abuses, exploits, or neglects a child or young person.
• Develop personal or private relationships with children that are inappropriate or outside professional boundaries.
• Use physical punishment, intimidation, or degrading treatment.
• Communicate with children via personal social media, private email, or non-approved online platforms.
• Share personal contact details with children or request theirs, unless authorised and required for work purposes.
• Photograph, film, or otherwise record children without documented consent from their parent or guardian.
• Ignore or withhold information about risks or safety concerns involving a child.

Reporting obligations

• Any suspicion, disclosure, or allegation of child abuse, neglect, or harm must be reported immediately.
• Reports should be made to the Managing Director or General Manager and, where required, to external authorities such as Child Protection or Victoria Police.
• Failure to report child safety concerns is a breach of this Code and may lead to disciplinary action, termination of contract, or legal consequences.

Acknowledgement and agreement

I have read and understood Karabena Consulting's Child Safe Code of Conduct. I agree to abide by the standards of behaviour outlined above and to actively uphold the safety, rights, and wellbeing of children and young people in all aspects of my work.

Child Safety Training and Induction Checklist

This checklist must be completed for all directors, employees, contractors, consultants, and associates who may come into contact with children or young people during Karabena Consulting activities.

Step 1: Policy and Code of Conduct

• Received copy of the Child Safety and Wellbeing Policy
• Received copy of the Child Safe Code of Conduct
• Policy and Code explained in induction session
• Staff member or contractor signed the Code of Conduct acknowledgement

Step 2: Screening and compliance

• Working with Children Check sighted and verified, if applicable
• Police check, if required, completed and verified
• Reference checks confirmed, for new staff and contractors

Step 3: Training and awareness

• Completed induction on:
  • Child safety responsibilities
  • Cultural safety for Aboriginal and Torres Strait Islander children
  • Recognising signs of abuse or neglect
  • Reporting obligations and escalation pathways
  • Online and remote engagement protocols with children
• Completed mandatory reporting training, if the role requires it
• Aware of annual refresher training requirements

Step 4: Reporting and record keeping

• Staff member knows how to raise a concern internally
• Staff member understands mandatory reporting requirements
• Contact details for the Managing Director and General Manager provided
• Reporting templates and processes explained

Step 5: Declaration

I confirm I have received, understood, and agree to comply with Karabena Consulting's Child Safety and Wellbeing Policy and Child Safe Code of Conduct. I understand my responsibilities and reporting obligations.

Incorporating child safety and wellbeing practices into our work

1. Governance and leadership

• Child safety and wellbeing is included in all corporate governance documents, including policies, risk registers, and project frameworks.
• The Managing Director holds accountability for compliance with the Victorian Child Safe Standards and the National Principles, with reporting to the Board and Trustees.
• Child safety risks are explicitly included in the organisational risk register and reviewed quarterly.

2. Workforce practices

• All staff and contractors undergo Working with Children Checks or equivalent if they are in roles with potential child contact. Position descriptions highlight child safety responsibilities.
• Every team member is inducted into the Child Safety and Wellbeing Policy, Code of Conduct, and reporting processes. Annual refresher training ensures continuous awareness.
• All personnel sign the Child Safe Code of Conduct, acknowledging their obligations. Breaches lead to corrective action or termination.

3. Child engagement in projects

Karabena Consulting often undertakes work that involves Aboriginal and Torres Strait Islander families, communities, and children. To embed safety and wellbeing in this work:

• Parents and guardians provide written consent for children's participation in consultations, interviews, or workshops.
• Engagement activities respect cultural protocols, kinship structures, and community norms. Aboriginal facilitators and Elders are engaged where appropriate.
• Tools such as artwork, storytelling, and yarning are used to ensure children can participate safely and comfortably.
• Children's voices are listened to and integrated into findings, ensuring they influence decisions that affect them.

4. Digital and online safety

• Parents and guardians must approve children's participation in virtual sessions.
• Only approved, secure platforms are used for online engagement with children.
• Children's personal information is stored securely and only shared on a need-to-know basis. Photos, recordings, or quotes are only used with explicit consent.

5. Reporting and incident management

• All staff are trained in how to identify and report concerns. Reports are escalated to the Managing Director or General Manager immediately.
• Allegations of abuse or neglect are referred to statutory authorities, including Victoria Police and Child Protection.
• Children and staff who raise concerns are supported and protected from adverse consequences.

6. Community and family engagement

• Families, carers, and communities are engaged in shaping child safety practices, especially in Aboriginal and Torres Strait Islander contexts where kinship systems play a central role.
• Child safety commitments are made public via Karabena Consulting's website, project documents, and induction materials.
• Families and communities are encouraged to provide feedback on how safe and supported they feel when working with us.

7. Continuous improvement

• The Child Safety and Wellbeing Policy and Code of Conduct are reviewed annually or following an incident.
• Case studies, debriefs, and reflective practice sessions are used to improve approaches.
• Ongoing alignment with the Victorian Child Safe Standards and updates to the National Principles ensures best practice.