Student safeguarding is a fundamental responsibility of the School, and a responsibility that is shared by its community, including homestay providers. The School has zero tolerance for all forms of child abuse.
If you believe an overseas student has been harmed in any way, or is at risk of harm, please immediately make contact with the School (through the School’s Emergency Contact details). If required, please also call 000 in an emergency. If you see or hear any concerning behaviour (by a student, staff member or member of your family) this must also be immediately reported to the School for further investigation.
The School will support you to ensure these matters are promptly managed and records kept in accordance with the School’s obligations.
Child Safe Standards Requirements
The obligation for all School volunteers to be aware of their responsibilities to children, student safeguarding information sharing, reporting obligations, and record keeping obligations arises under the Child Safe Standards.
Further details are set out below. If you require further information on any of the below, please speak to the Overseas Student Manager or the School’s Safeguarding and Legal Services Team at safeguarding@ggs.vic.edu.au.
Student safeguarding
By taking on the role as a volunteer at our School you are committing to supporting safe learning and living environments and supporting a culture where student’s rights, needs and interests are met, where students are safe and feel safe, and their voices are heard. Student Safeguarding is a fundamental responsibility of all and as a volunteer you commit to prioritising the safety of students and maintaining a zero tolerance of all forms of student abuse.
To support your awareness of the School’s student safeguarding framework and your obligations as a homestay provider and a community member, the School will:
- Discuss the School’s commitment and expectations around student safeguarding with you;
- Provide you with the Student Safeguarding Policy and Code of Conduct, and Homestay Responsibility Agreement, for your reading and signing;
- Provide you with e-Learning opportunities to further your understanding of student safeguarding; and
- Be available for you to contact in the case of any questions or concerns in connection with student wellbeing, safety or safeguarding.
At any time, if you are uncertain about any of the above, please speak to a School employee, and they will be able to assist you to better understand the School’s expectations. The above will support and protect you in your role as a volunteer, as well as supporting students and ensuring all adults who interact with them in the School environment model consistent safe behaviour.
For further information, or for a copy of the Student Safeguarding Policy and our Code of Conduct for Volunteers, please contact School’s Safeguarding and Legal Services Team at safeguarding@ggs.vic.edu.au.
Reporting obligations
The School Council Directors annually endorsed for publication the School’s updated strategy and policies for student safeguarding, which include policies related to reporting requirements for School Community Members, including those who are Mandatory Reporters.
The School’s Student Safeguarding Framework is comprised of the following policies:
- Student Safeguarding Strategy
- Student Safeguarding Policy
- Student Safeguarding Codes of Conduct
- Mandatory Reporting Policy
- Reportable Conduct Policy
- Obligation to Protect Policy
- Obligation to Disclose Policy
The current Student Safeguarding Framework is located on the School’s website.
If you have a concern about student safeguarding or consider at any time you are required to make a report under any of the School’s safeguarding policies and procedures, please make contact with the Overseas Student Manager or the School’s Safeguarding and Legal Services Team at safeguarding@ggs.vic.edu.au to provide you assistance and to support to ensure the relevant student is appropriately safeguarded. The School takes all student safeguarding concerns and reports seriously, and will investigate each report made.
Record keeping obligations
The School’s Record Management Policy provides guidance to all School Community members (including volunteers) on the creation, storage and retention / disposal of records created as part of their role. It is not expected that as a volunteer you will be required to create or manage any records as part of your role, however you should be aware of these processes as part of your volunteering role with the School.
In summary, the School’s Record Management Policy details:
- Records are created by the School regarding all School functions and activities including governance, operations, finances, Student and School Employee management, and the handling of incidents complaints and investigations. Records should be created and maintained in appropriate formats, with file titles which support accessibility and retention decision making.
- Records should be stored in secure managed locations, to they ensure cannot be lost, damaged, altered or tampered with over time. The majority of School records will be maintained on School systems appropriate for the relevant record management (for example Hive). ‘Cloud’ storage services, other than those provided by the School, should not be used.
- In the case of physical documents, files should be stored in a locked desk or filing cabinet when not in use.
- When physical records are no longer required for current business use in an area of the School, a request should be sent to the Safeguarding and Legal Services Team to assess the material for storage requirements.
- The School provides access to records, including student records in accordance with its Records Access Procedures, located on the School’s website.
For further information, or if you seek a copy of the School’s Record Management Policy, please contact School’s Safeguarding and Legal Services Team at safeguarding@ggs.vic.edu.au.
Information Sharing
The School expects that you must treat information on students, families and School Employees you access as part of your role as confidential and must not use, copy, record or disclose the information except for the purpose intended when shared with you. The School has information sharing obligations, which take into account confidentiality and privacy, but also address situations where information is required to share with a third party for a specific purpose.
If any person makes a request from you for personal or sensitive information on a School student, family or School Employee, please direct this enquiry to your volunteering contact at the School or to the School’s Safeguarding and Legal Services Team at safeguarding@ggs.vic.edu.au. They will assess and respond to the request in line with the School’s policies and procedures.
The School addresses information sharing to external organisations generally in line with the following guidelines:
- Any information shared to an external organisation which provides support to the School or to a Student (ie a medical practice, allied health professional, psychologist) will be either by consent of the student / their parents, be in accordance with a contract between the School and the provider, be in accordance with the School’s legislated or permitted reporting requirements or otherwise be permitted by the School’s Privacy Policy.
- The School may share certain confidential information with other authorised organisations and services to promote the wellbeing or safety of children. This occurs through the Child Information Sharing Scheme (CISS) and the School’s engagement with CISS is managed via the Safeguarding and Legal Services Team. Outside of School nominated persons, no person is permitted to share confidential information within the Scheme on behalf of the School.