CHILD SAFETY POLICY

OUR COMMITMENT TO CHILD SAFETY

OUR COMMITMENT TO CHILD SAFETY

Helping Hoops is committed to promoting and protecting the interests and safety of children.

Everyone working at Helping Hoops is responsible for the care and protection of children and reporting information about child abuse. We want children to be safe, happy and empowered. We support and respect all children, as well as our staff and volunteers.

We are committed to the cultural safety of children from culturally and linguistically diverse (CALD) backgrounds and indigenous children, and to providing a safe and welcoming environment for children with special needs.

We have zero tolerance of child abuse, and all allegations and safety concerns will be treated seriously and consistently with our robust policies and procedures.

We are committed to preventing child abuse and identifying risks early, and removing and reducing these risks.

PURPOSE

The purpose of this policy is:

1: To facilitate the prevention of child abuse occurring within Helping Hoops.

2: To work towards an organisational culture of child safety.

3: To prevent child abuse within Helping Hoops.

4: To ensure that all parties are aware of their responsibilities for identifying possible occasions for child abuse and for establishing controls and procedures for preventing such abuse and/or detecting such abuse when it occurs.

5: To provide guidance to staff/volunteers/contractors as to action that should be taken where they suspect any abuse within or outside of the organisation.

6: To provide a clear statement to staff and volunteers forbidding any such abuse.

7: To provide assurance that any and all suspected abuse will be reported and fully investigated.

POLICY

Helping Hoops is committed to promoting and protecting at all time the best interests of children involved in its programs.

All children regardless of their gender, race, religious beliefs, age, disability, sexual orientation, or family or social background, have equal rights to protection from abuse.

Helping Hoops has zero tolerance for child abuse. Everyone working at Helping Hoops is responsible for the care and protection of the children within our care and reporting information about suspected child abuse.

Child safety is a shared responsibility between the Helping Hoops employees, volunteers, contractors, associates and members of the Helping Hoops Community.

Helping Hoops will consider the opinions of children and use their opinions to develop child protection policies.

Helping Hoops supports and respects all children, staff and volunteers. Helping Hoops is committed to the cultural safety of Aboriginal children, and those from culturally and/or linguistically diverse backgrounds, and to providing a safe environment for children living with a disability.

If any person believes a child is in immediate risk of abuse, telephone 000.

PROCEDURES 

Responsibilities

The Helping Hoops Committee has ultimate responsibility for the detection and prevention of child abuse and is responsible for ensuring that appropriate and effective internal control systems are in place. The Committee is also responsible for ensuring that appropriate policies and procedures and a Child Safety Code of Conduct are in place.

The Executive Director of Helping Hoops is responsible for:

  • Dealing with and investigating reports of child abuse;
  • Ensuring that all staff, contractors, and volunteers are aware of relevant laws, organisational policies and procedures, ant the organisation’s Code of Conduct;
  • Ensuring that all adults within the Helping Hoops Community are aware of their obligation to report suspected sexual abuse of a child in accordance with these policies and procedures;
  • Ensuring that all staff, contractors and volunteers are aware of their obligation to observe the Code of Conduct (particularly as it relates to child safety);
  • Providing support for staff and volunteers in undertaking their child protection responsibilities.

All managers and coaches must ensure that they:

  • Promote child safety at all times;
  • Assess the risk of child abuse within their area of control and eradicate/minimise any risk to the extent possible;
  • Educate employees about the prevention and detection of child abuse, and;
  • Facilitate the reporting of any inappropriate behaviour or suspected abusive activities.

Management and coaches should be familiar with the types of abuse that might occur within their area of responsibility and be alert for any indications of such conduct.

All staff and volunteers share in the responsibility for the prevention and detection of child abuse, and must:

  • Familiarise themselves with the relevant laws, the Code of Conduct, and Helping Hoops’ policy and procedures in relation to child protection, and comply with all requirements;
  • Report and reasonable belief that a child’s safety is at risk to the relevant authorities (such as the police and/or the state based child protection service) and fulfil their obligations as mandatory reporters;
  • Report any suspicion that a child’s safety may be at risk to their supervisor (or, if their supervisor is involved in the suspicion, to a responsible person in the organisation); and
  • Provide an environment that is supportive of all children’s emotional and physical safety. 

DEFINITIONS 

Child means a person below the age of 18 years unless, under the law applicable to the child, majority is attained earlier.

Child protection means any responsibility, measure or activity undertaken to safeguard children from harm.

Child abuse means all forms of physical abuse, emotional ill-treatment, sexual abuse and exploitation, neglect or negligent treatment, commercial (e.g. for financial gain) or other exploitation of a child and includes any action that result in actual or potential harm to a child.

Child sexual assault is any act, which exposes a child to, or involves a child in, sexual processes beyond his or her understanding or contrary to accepted community standards. Sexually abusive behaviours can include the fondling of genitals, masturbation, oral sex, and vaginal or anal penetration by a penis, finger or any other object, fondling of breasts, voyeurism, exhibitionism, and exposing the child to or involving the child in pornography. It includes child grooming, which refers to actions deliberately undertaken with the aim of befriending and establishing an emotional connection with a child to lower the child’s inhibitions in preparation for sexual activity with the child.

Reasonable grounds for belief is a belief based on reasonable grounds that a child abuse has occurred when all knowing considerations of facts relevant to the formation of a belief are taken into account and these are objectively assessed. Circumstances on considerations may include the source of the allegation and how it was communicated, the nature of and details of the allegation, and whether there are any other related matters known regarding the alleged perpetrator.

A ‘reasonable belief’ or a ‘belief’ is formed if a reasonable person believes that:

  • The child is in need of protection
  • The child has suffered or is likely to suffer “significant harm as a result of physical injury”,
  • The parents are unable or unwilling to protect the child.

A ‘reasonable belief’ or a ‘belief on reasonable grounds’ is not the same as having proof, but is more than mere rumour or speculation.

A ‘reasonable belief’ is formed if a reasonable person in the same position would have formed the belief on the same grounds. For example, a ‘reasonable belief’ might be formed if:

  1. A child states that they have been physically or sexually abused;
  2. A child states that they know someone who has been physically or sexually abused (sometimes the child may be talking to themselves);
  3. Someone who knows a child states that the child has been physically or sexually abused;
  4. Professional observations of the child’s behaviour or development leads a professional to form a belied that the child has been physically or sexually abused or is likely to be abused; and/or
  5. Signs of abuse lead to a belief that the child has been physical or sexually abused 

Employment of New Personnel 

Helping Hoops undertakes a comprehensive recruitment and screening process for all staff and volunteers which aims to:

  • Promote and protect the safety of all children under the care of the organisation;
  • Identify the safest and most suitable people who share Helping Hoops values and commitment to protect children; and
  • Prevent a person from working at Helping Hoops if they pose a risk to children. 

Helping Hoops requires all workers/volunteers to pass through the organisation’s recruitment and screening processes prior to commencing their engagement with Helping Hoops.

Helping Hoops may require applicants to provide a police check in accordance with the law and as appropriate, before they commence working at Helping Hoops and during their time with Helping Hoops at regular intervals.

Helping Hoops will undertake reference checks as per the approved internal procedures.

Once engaged, staff/volunteers must review and acknowledge their understanding of this Policy.

Risk Management

Helping Hoops will ensure that child safety is a part of its overall risk management approach.

Helping Hoops will have a risk and compliance sub-committee committed to identifying and managing risks at Helping Hoops. Risk and compliance sub committee members will receive regular training in relation to child safety.

Reporting 

Any staff member, volunteer or contractor who has grounds to suspect abusive activity must immediately notify the appropriate child protection service or the police. They should also advise the head coach and/or the executive director and/or the operations coordinator and/or a Committee member about their concern.

In situations where the supervisor is suspected of involvement in the activity, or if the person having the suspicion does not believe that the matter is being appropriately addressed or dealt with, the matter should be reported to the next highest level of supervision.

Supervisors must report complaints of suspected abusive behaviour or misconduct to the CEO and also to any external regulatory body such as the police.

Investigating 

If the appropriate child protection service or the police decide to conduct an investigation of this report, all employees, contractors or volunteers must co-operate fully with the investigation.

Whether or not the authorities decide to conduct an investigation. The Executive Director will consult with the authorities to determine whether an internal investigation is appropriate. If it is decided that such an investigation is will not conflict with any proceeding of the authorities the Executive Director may decide to conduct such an investigation. All employees, contractors and volunteers must co-operate fully with the investigation.

Any such investigation will be conducted according to the rules of natural justice.

The Executive Director will make every effort to keep any such investigation confidential; however, from time to time other members of staff may need to be consulted in conjunction with the investigation.

After an initial review and a determination that the suspected abuse warrants additional investigation, the Executive Director shall coordinate the investigation with the appropriate investigators and/ or law enforcement officials. Internal or external legal representatives will be involved in the process, as deemed appropriate.

Responding

If it is alleged that a member of staff, contractor or a volunteer may have committed an offence or breached the organisation’s policies or it’s Code of Conduct the person concerned may be stood down (with pay, where applicable) while an investigation is conducted.

If the investigation concludes that on the balance of probabilities an offence (or a breach of the organisation’s policies or (Code of Conduct) has occurred then disciplinary action may follow, up to and including dismissal or cessation of involvement with the organisation. The findings of the investigation will also be reported to any external body as required.

Privacy

All personal information considered or recorded will respect the privacy of the individuals involved unless there is a risk to someone’s safety. Helping Hoops will have safeguards and practices in place to ensure any personal information is protected.

Everyone is entitled to know how the personal information is recorded, what will be done with it and who will be able to access it. 

Reviewing

Every (1) year, and following every reportable incident, a review shall be conducted to assess whether the organisation’s child protection policies or procedures require modification to better protect the children under the organisation’s care.

COACH CODE OF CONDUCT

ENJOYMENT

Remember that participants play for fun and enjoyment and that winning is only part of their motivation. Always ensure that participants are made to feel welcome whenever they attend a session.

Ensure that activities are carefully planned, well structured and varied to provide opportunities for individual and group development. Be willing to depart from the plan to take advantage of an unexpectedly high interest in a particular activity.

Never ridicule participants for making mistakes or losing a competition. See errors or losses as an opportunity to learn in a constructive way. Comment in a way that is positive and designed to create interest, involvement and development.

EXPECTATIONS

Be reasonable in your demands on participants’ time, energy and enthusiasm, taking into account their age, level of play and other commitments, such as school and employment.

Young children are likely to have more time but short attention spans. They may have plenty of energy but are likely to need more guidance on how best to look after their bodies. The differences in physical and mental maturity can be quite marked in younger children of the same age group. All these factors need to be considered in coaching young children.

Older children have greater demands from their studies, with some of them also needing to work to assist their schooling. They also have many social demands. Try to assist them in achieving a good balance between the various demands placed on their time.

Adults (anyone over 18) should, in most cases, be capable of making their own decisions on priority between basketball and other demands, such as work, family and social engagements. Respect these decisions.

RESPECT THE RULES

Teach your participants to understand and play by the rules and values we hold important within Helping Hoops, and that these rules exist for the safety, proper order and engagement of all people involved. The lessons to be learned in respect to basketball are lessons that can and should be carried over into all aspects of their lives. Do not encourage participants to ignore or deliberately break rules.

Where possible, relate rules and aspects of basketball to participants’ real world experiences. 

RESPECT OTHERS

Part of participation in Helping Hoops and sport in general is respect for all participants in the program. Encourage your participants to accept that others are entitled to proper courtesy and should be afforded the opportunity to participate in Helping Hoops in an encouraging and inclusive manner.

APPROPRIATE LEVEL

Unevenness can lead to a loss of enthusiasm. Coaches should always try and group participants of reasonably equal ability. In coaching children, it is important to remember the different maturity rates for children of the same age. Often age and height are not the best indicators of ability. Likewise, children with special needs each come with a different level of functionality that may not necessarily be consistent with their age. This should be taken into account and activities pitched at the appropriate level for individuals and groups as a whole.

SAFETY

In our increasingly litigious and accountable society, all those involved in sport have a responsibility to take all reasonable steps to ensure the safety and well being of participants. Coaches are in a unique position to control many of the factors impacting on this welfare. Coaches should be aware of dangerous factors such as heat and dehydration, wet floors and other hazards environmental situations can cause. A coach has a responsibility to avoid putting participants into dangerous conditions.

Show concern and take appropriate action for participants who are injured whilst under your care. If a participant is injured on court, make sure that there is no danger of further aggravation of the injury by prompt removal of the participant if this is appropriate. Qualify yourself to administer first aid so that you can recognise the seriousness of an injury or illness and act accordingly.

ACCEPTING LOSING

Everyone wins and loses at some time. Be a fair winner and a good loser. Disappointment at losing is natural, but it should not be obvious to the point of being unpleasant for others. Just as unpleasant can be the boastful winner. Recognise that even in defeat, the loser has achieved something just by playing. Not everything in life can be a winning situation. Losing can be an important learning experience for your wider life goals. Guide your participants to accept a loss in this spirit.

POSITIVE ROLE MODELS

Be aware of the role of the coach as an educator. Particularly with young people, the way they perform in their lives is influenced by many factors. An important influence is the person they see as a role model. Coaches often take on the part of role model for many young people. It is therefore important to ensure that the influence from coaches is seen in a positive light rather than adversely. What you say and how you act can be most important in modelling the behaviour of participants.

UPDATE YOUR KNOWLEDGE

Seek to keep informed of changes in basketball and the social sector. Ensure that the information used is current, appropriate to the needs of participants and takes into account the principles of growth and development of children. Participants cannot learn from you if your skills and knowledge are not up to date with current practice.

RELATIONSHIP TO PARTICIPANTS

Physical contact between a coach and a participant, except that which would be considered usual social contact, such as the shaking of a hand or a high-five, should be avoided. Gestures, which can be well meaning, or even considered by some to be acceptable, may be unacceptable to others. This is especially important when considering the multicultural nature of Helping Hoops. Particular care needs to be taken in coaching children. Ensure that if there is physical contact with a participant that it is appropriate to the situation and necessary for the participant’s development.

Personal relationships with players can often be misinterpreted. Friendship with participants is essential to building trust, however the power imbalance in a coaching situation can make it unwise for a relationship to develop beyond friendship. Particular care must be taken when coaching children.

Ensure that you are never in a situation where you are alone with a child without another adult present. Should a child make allegations against a coach, a witness will ensure the situation does not escalate.

EQUALITY

Regardless of their gender, ability, cultural background, religion or other factor irrelevant to the game, all persons connected with basketball are entitled to equal treatment and respect. Avoid any remarks that could be construed as offensive or discriminatory. Sometimes even a joke may give offence. Even if a person refers to himself or herself with a particular label, it should not be taken as an invitation for you to do so. Using discretion is imperative and it is better to err on the side of caution.

RESPECT FACILITIES & THE PROGRAM ENVIRONMENT

Facilities and equipment cost money and will only function properly if kept in good order. Ensure that you and your participants do not abuse anything provided for use. Discourage players from hanging off hoops or slam-dunking. Quite properly, these practices are banned in most venues. Not only can equipment be damaged, but also serious injury can occur.

Encourage participants to take ownerships of the program environment by keeping it clean and safe. Including participants in preparing the environment for a program, such as sweeping the floor, picking up rubbish or setting up equipment, can aid this buy-in and ensure they feel a degree of ownership and connectedness to the space they use for Helping Hoops.

EQUAL OPPORTUNITY POLICY

PURPOSE

This policy sets the requirements for establishing a culture whereby all forms of unlawful discrimination, bullying, harassment, sexual harassment and workplace violence are not tolerated at Helping Hoops. The policy promotes inclusiveness, equity and Equal Employment Opportunity (EEO) as the means of promoting a workplace and environment where people are appreciated for their diversity and where employees and volunteers feel psychologically and physically safe in the course of their work.

OVERVIEW

Helping Hoops is committed to fair, non-discriminatory work practices and promoting a workplace culture free from all forms of discrimination, harassment, bullying and workplace violence. Helping Hoops is committed to an inclusive workplace that is achieved through the principles of workforce diversity, equity and Equal Employment Opportunity (EEO).

Helping Hoops will promote this policy as a way to access information about managing suspected or actual breaches of this policy, and will provide support to deal with alleged breaches appropriately.

APPLICABILITY

This policy applies to Helping Hoops and all related entities including volunteers, employees, contractors and associates.

This policy is applicable to all employees during working and non-working hours, and on or off premises.

RESPONSIBILITIES

All stakeholders are responsible for creating a workplace culture which values:

  • inclusiveness
  • fairness and equity
  • respect and dignity
  • diversity
  • equal employment opportunity and
  • psychological and physical safety

Employees and associates are also responsible for:

  • not engaging in any form of discrimination, bullying, sexual or other harassment, or acting in a threatening, intimidating or violent manner.
  • contacting their supervisor or manager if they feel they are being subjected to unlawful discrimination, harassment, bullying or violence in the workplace.
  • assertively and respectfully challenging and addressing actions or behaviours in breach of this policy through direct discussion with the person concerned.
  • only lodging a complaint where there is a genuine belief that this policy has been breached. Frivolous or vexatious complaints will be dealt with under the discipline process.
  • acting professionally in the workplace at all times, remembering that their conduct during work hours and work-related events must comply with these principles. Work related events include all activities or functions where employees or volunteers are representing Helping Hoops.

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

Helping Hoops is an equal opportunity employer. This means enabling people within EEO target groups to compete effectively for recruitment, selection, training, promotion and transfer opportunities. Decisions consistent with EEO apply the principle of equity and fairness in deciding the best person for a job, and providing appropriate development once in the job.

Employment decisions do not include consideration of attributes that are prohibited on discriminatory grounds.

DIVERSITY

Diversity is about recognising and valuing the varied skills, knowledge, backgrounds and perspectives that every individual brings to work. A diverse workforce has people of different backgrounds which include race, ethnicity, ages, gender, sexual orientation, relationship status, family and life circumstances, cultural beliefs, religious beliefs, work experiences, physical ability, ability to speak and write languages other than English, educational attainment and social backgrounds.

EQUITY

Equity is about treating people fairly and not necessarily the same. Equity means appreciating individual differences and providing equal access to recruitment, selection, training, promotion irrespective of attributes that are not relevant to the performance of a role. It is about improving employment and training opportunities for those who have a disability or who are recognised as being a member of an EEO target group.

Equity includes the concept of reasonable adjustment – making an adjustment that does not impose an unjustifiable hardship, to ensure that a person with a disability is not treated less favourably than someone who does not need the adjustments in the same circumstances.

Helping Hoops will apply the equity principle to support people who have been traditionally disadvantaged in employment including Aboriginal people, Torres Strait Islander people, people from a non-English speaking backgrounds, people with a disability, women, and people with a physical, sensory, intellectual or psychiatric disability, whether the disability presently exists or previously existed but no longer exists.

UNLAWFUL DISCRIMINATION

Unlawful discrimination means treating, or proposing to treat, someone less favourably than someone who does not possess that attribute (direct discrimination). It also means proposing to, or imposing, a term which a person (or a high proportion of people) with an attribute cannot comply (indirect discrimination).

Legislation prohibits discrimination, harassment, vilification and the inciting or enacting of physical harm, hatred or severe ridicule on the basis of:

  • age
  • race
  • potential pregnancy
  • pregnancy
  • relationship status
  • marital status
  • parental status
  • breastfeeding
  • family responsibilities (the responsibility of a person to care for or support a dependent child or any other immediate family member who is in need of care and support)
  • impairment, including the reliance on assistance animals, carers or aids for persons with a disability
  • sex
  • lawful sexual activity
  • sexuality (heterosexuality, homosexuality or bisexuality)
  • gender identity
  • religious belief or religious activity
  • political belief or activity
  • trade union activity
  • association with, or relation to, a person identified on the basis of any of the above attributes

A person may still be found to be in breach of these provisions, irrespective of whether it was their intention to discriminate. The intention of the behaviour is irrelevant to determining whether discrimination has occurred.

SEXUAL HARASSMENT

Sexual harassment is any unsolicited and unwelcome conduct of a sexual nature that is offensive, humiliating or intimidating. Sexual harassment is prohibited in the workplace. The conduct does not have to be intentional. The behaviour must be unwanted, and such that a reasonable person would recognise the behaviour as likely to cause the person harassed to feel offended, humiliated or intimidated.

Sexual harassment happens if a person:

  • subjects another person to an unsolicited act of physical intimacy.
  • makes an unsolicited demand or request for sexual favours from the other person.
  • makes a remark with sexual connotations relating to the other person.
  • engages in any other unwelcome conduct of a sexual nature in relation to the other person.

Such behaviour may be a one-off incident. It does not have to be repeated or ongoing to be considered sexual harassment.

Examples of behaviours that could be considered sexual harassment include, but are not limited to:

  • physical contact such as patting, pinching or touching in a sexual way
  • discussions about personal sexual activity
  • unnecessary familiarity such as touching, deliberately brushing against someone
  • comments or innuendo with sexual references and connotations
  • suggestive comments about a person’s appearance or body
  • sexual propositions
  • lewd comments, smutty jokes, insinuations and questions about a person’s private life
  • stalking, sexual assault, indecent exposure
  • offensive telephone calls

WORKPLACE HARASSMENT

Workplace harassment (excluding sexual harassment) occurs when there is unwelcome, offensive and unsolicited behaviour that:

  • makes a person, feel intimidated, humiliated or threatened
  • a reasonable person would consider offensive, humiliating, intimidating or threatening.

Bullying incidences may occur as singular events, or repetitively which amounts to harassment. Unlawful harassment occurs when the behaviours relate to an attribute specified under anti-discrimination legislation.

Examples of bullying or harassment behaviours include, but are not limited to:

  • abusing a person loudly, usually when others are present
  • offensive jokes or practical jokes (initiation practices)
  • assault, pushing or unwanted physical contact
  • repeated threats of dismissal, loss of employment (eg: cut back in work hours), or other severe punishment for no legitimate reason
  • persistent and unjustified (non-constructive) criticisms, often about irrelevant matters
  • constant ridicule and being put down
  • spreading gossip or false, malicious rumours about a person with an intent to cause the person harm

WORKPLACE VIOLENCE

Workplace violence occurs when an employee or group of employees subjects another person to threats of violence or actual physical violence. The type of behaviour is prohibited at Helping Hoops.

PROCEDURE ON BREACH

ACTION

Employees who believe this standard has been breached can take the following actions:

  • advise the person that you find the behaviour to be unacceptable, and request that the behaviour cease immediately
  • discuss your concerns with a supervisor
  • discuss your concerns with the a member of the Committee of Management (comprising the President, Vice-President, Executive Director, Secretary, Treasurer and Committee Members)

CONSEQUENCES 

If Helping Hoops becomes aware of a breach of this policy, Helping Hoops will, within a reasonable time, give the person concerned notice of the breach together with reasonably sufficient information regarding the circumstances of the breach (a ‘breach notice’).

The employee will be afforded the opportunity to respond to the breach notice, in writing or in person, within such time as Helping Hoops indicates in the breach notice, or in default of a time being specified, within 48 hours.

Subsequent to this, Helping Hoops may require the person to attend a meeting in person, attended by Helping Hoops management, to discuss the matter.

After following the foregoing procedure, the person will be given notice in writing of any action to be taken by Helping Hoops in respect of the breach, which may include without limitation warnings or dismissal from employment. If within 48 hours of any such notification, a person requests a review of the decision, the Helping Hoop’s Committee of Management will give reasonable consideration to such a review, having regard to the circumstances of the matter.

DEFINITIONS

Conduct of a sexual nature includes making a statement of a sexual nature to a person, or in the presence of a person, whether the statement is made orally or in writing.

Equity is about treating people fairly, it is not about treating everyone the same. It means appreciating that people have differences and providing people with access to equal opportunities in employment regardless of their sex, race or any other characteristic not related to job performance.

Gender identity is identifying oneself as a member of the opposite sex by living or seeking to live as a member of that sex, or someone who identifies as being transgender or intersex and who seeks to live as a member of the opposite sex.

Impairment includes:

  • disabilities (the total or partial loss of a person’s bodily or mental functions)
  • total or partial loss of a person’s body part
  • a condition or illness or disease that impairs a person’s thought processes or perception of reality or judgement, or that results in disturbed behaviour (eg: mental illness or diseases)
  • presence in the body of organisms causing, or capable of causing disease or illness (eg: HIV, cancer)
  • a disorder or malfunction that results in the person learning differently from a person without the disorder of malfunction
  • physical impairments (disfigurement, malfunction or malformations) of a person’s body
  • the reliance on assistance animals for persons with a disability (eg: guide or hearing assistance dogs)
  • the reliance on a disability aid or guide for persons with a disability (eg: carers, assistants or aids such as wheelchairs, walking sticks, frames)

Workplace harassment (bullying and harassment) occurs when there is repetitive, unwelcome and unsolicited behaviour that makes a person, feel intimidated, humiliated, threatened (excluding behaviours that amount to sexual harassment).

Unlawful discrimination occurs when a person with an attribute is treated or proposed to be treated less favourably than a person without that attribute in the same or similar circumstance, on prohibited grounds.

Sexual harassment is any unwelcome behaviour of a sexual nature which is offensive, humiliating or intimidating.

Vilification refers to the inciting of physical harm, hatred or severe ridicule on the basis of race, religion, gender identity and sexuality.

Work related activities refers to functions and events which are either directly linked to work or which involve work related colleagues.

Workplace violence occurs when an employee subjects another employee in the workplace to degrading behaviour ranging from verbal abuse or threats to actual physical violence.

HEALTH & SAFETY POLICY

Helping Hoops recognises it has a responsibility to provide and maintain an environment that is safe and without risks to individual health and welfare.

The health and safety policy is applicable to all employees, contractors, volunteers and visitors while they are engaged with Helping Hoops. This policy is to be read in conjunction with the each Venue Profile.

GENERAL SAFETY

Helping Hoops shall take all reasonable measures necessary to ensure the safety of workers and program participants, including but not limited to:

  • carrying out regular inspection of the program venues to ensure that the premises are safe for all foreseeable incidents, including adequate run off space at the end of courts, the removal of dangerous items from the area, and all aspects of the playing environment are kept as safe as possible
  • ensure equipment storage is adequate to enable excess equipment to be stored in a safe place so that participants are not in danger of tripping over
  • in relation to indoor premises, make contact with the premise manager to ensure that all fire exists are clearly marked and always accessible and that all fire fighting equipment is clearly marked, easily accessed and in proper working order
  • ensure that an evacuation procedure has been created or where the program premise is indoors, ensure the pre-existing procedure is known by the coach and assistant coaches
  • sweep or mop the courts when required to ensure they do not become hazardous
  • ensure there is adequate and responsible supervision of children at all times. In this respect, adequate may mean a set ratio of children to adults such as can reasonable be expected to exercise a measure of control over the children. Helping Hoops expects a minimum requirement of a ratio of 10 children to 1 adult supervisor at all times.

OBLIGATIONS & RESPONSIBILITIES TO HARDARDS IDENTIFICATION & REPORTING

All employees and volunteers have an obligation to comply with the risk management, health and safety policies, procedures and instructions so to ensure a safe environment. This means employees are required to take corrective action as required or report identifiable hazards that cannot be immediately corrected. This will guard the environment against hazards at work. If the hazards or incidents cannot be rectified immediately, the person must report the hazards or incident to the Executive Director and complete an incident report form found online.

The Executive Director delegates responsibilities for the management of risk management, health and safety.

RISK MANAGEMENT 

Risk management is a systematic examination of any activity, location or operation system in order to control hazards and manage risk. A risk assessment enables an individual to

  • identify hazards
  • understand the likelihood and potential consequences of the hazards
  • review the current or planned approaches to controlling the risks
  • add new control measures where required

Risk management is an ongoing process and should be carried out by senior positions, particularly when changes to equipment, layout or procedures occur in an environment.

The process of risk assessment involves the below basic steps:

  • decide who should be involved
  • identify hazards
  • analyse consequences (potential injury, property damage etc)
  • assess risk (probability, frequency, severity of injury or loss)
  • determine action (methods of removing or reducing risk)
  • implement controls (redesign, removal, new methods, audit)
  • evaluate controls
  • keep a record of the assessment and review regularly

All coaches and the Executive Director are to be aware of these basic steps and should engage them as required.

EVACUATION PROCEDURES 

In an emergency, the safety or all program participants, employees, volunteers and otherwise affiliated persons is the highest priority. Emergency evacuation procedures and protocols are based on the following principles:

PREVENTION

To minimise the risk of emergencies by teaching stakeholders adequately about their duties in relation to risks and safety.

EQUIPMENT

To ensure emergency equipment is available and in working order.

Practice 

To ensure emergency procedures are known and understood.

PROCEDURE

To ensure rapid, appropriate and effective response to emergencies.

In the event of an emergency, the following procedure is to take place:

  • the program coach will direct the evacuation. The signal for evacuation is the blowing of a whistle.
  • relevant emergency services are to be contacted if safe to do so.
  • the area or building is to be left by the nearest safe exist as directed.
  • coaches are to lead participants to a safe area where an attendance check should be carried out.
  • all individuals are to be evacuated and reasonable actions to check all individuals have evacuated are to be executed.

At all times, emergency procedures will rely on the best judgement of the program coach and all instructions from the coach should be followed. It is an expectation that all coaches are in possession of and carry with them a working mobile phone (with outward call capabilities).

FIRST AID 

It is a requirement that all program head coaches have a current first aid certificate to ensure the health and safety of participants during program sessions.

Helping Hoops shall ensure that sufficient first aid equipment adequate to allow the rendering of basic first aid to a person suffering an illness or injury during any program session run by the association is readily available.

First aid equipment available at programs must be:

  • easily located
  • within its recommended date of use
  • properly maintained and stocked
  • stocked with such equipment in such quantity as is recommended by a local first aid trainer having regard to the number of people using the basketball facility

In most circumstances, first aid is to only be rendered by individuals with proper first aid training. Where it appears that a person injured or suffering an illness requires medical attention, the person should be referred to a medical practitioner or urgent assistance by way of ambulance.

Helping Hoops should take reasonable attempts to ensure that:

  • by way of attendance, persons participating in session programs are aware of first aid facilities provided and their location, availability and location of telephones for emergency use, the identity of any first aid qualified person available at the venue and the telephone numbers and addresses of ambulance and qualified professionals
  • at all times emergency access is available at venues for ambulances and other emergency equipment

CLIMATE

All persons involved in the organisation of programs must be aware of the effect that extremes of weather can have on people participating in or attending program sessions. Adequate contingencies for the minimising of risk, particularly when high temperatures or wet weather is expected, should be put in place.

Where high temperatures are expected, coaches must make reasonable steps to ensure:

  • they and program participants are aware of the symptoms of heat stress and are instructed to be on the alert to notice any such symptoms
  • extra breaks are included into the program and the session is shortened if necessary
  • participants are made aware of the need to hydrate regularly before and after the program
  • the program ceases and an alternative activity that meets a social outcome is conducted when temperatures reach or exceed 32 degrees Celsius (for outdoor based programs) and 35 degrees Celsius (for indoor based programs). A thermometer is to be carried in the first aid kit to enable reference to temperature at all times.

In the event of wet weather including heaving rain, wind or lightening, outdoor programs are to:

  • co-ordinate activities that do not require running on wet surfaces
  • seek a sheltered area for the program to run if conditions require
  • amend the activities if conditions do not allow a usual training structure to run and ensure these activities meet social outcomes

It is the responsibility of the program coach to make a determination on weather conditions and to modify the program accordingly.

OTHER AD HOC RESPONSIBILITIES

Helping Hoops will endeavour to maintain current and accurate participant records online so to enable coaches to access participant information quickly and easily at all times. This information may include allergies, disabilities or emergency contact details.

All Helping Hoops coaches, where possible, shall familiarise themselves with participant registration information and ensure that they have adequate access to the internet throughout programs.

Access to the Internet will enable coaches to not only access relevant Helping Hoops information but also enable them to utilise web resources to locate local emergency contact information and injury treatment protocols.

PRIVACY POLICY

Helping Hoops is committed to protecting the privacy of personal information. This Privacy Policy explains how Helping Hoops collects, uses, discloses and otherwise handles personal information in accordance with the Australian Privacy Principles (APPs) which are contained in the Privacy Act 1988 (Cth) (Privacy Act).

Helping Hoops recognises the essential right of individuals to have their information administered in ways which they would reasonably expected – protected on one hand and made accessible to them on the other. These privacy values are reflected in and supported by our core values.

For the purposes of this policy, ‘personal information’ means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

If you have any questions or feedback about this policy or the way in which Helping Hoops handles personal information you can contact us by email on: info@helpinghoops.com.au

What types of personal information do we collect?

The types of personal information that we collect about you will depend on the type of dealing you have with us.  For example, if you or your child:

  • Enquire about our programs, we may collect your name and contact details
  • Become a participant of Helping Hoops, we may collect your name, address, date of birth and personal information that may need to be considered when performing physical activity.
  • Register for a membership to Helping Hoops, we may collect your name, organisation, contact details, the amount and frequency of your membership donation and payment details
  • Make a donation to Helping Hoops, we may collect your name, organisation, contact details, the amount and frequency of your donation and payment details
  • Attend a Helping Hoops event, we may collect your name, organisation, contact details, payment details (if applicable) and any dietary and accessibility requirements
  • Send us an enquiry, we may collect your name, contact details, information about your circumstances and details of your query
  • Make a complaint, we may collect your name, contact details, the details of your complaint, information collected in any investigation of the matter and details of the resolution of the complaint
  • Apply for a volunteering or other role at Helping Hoops, we may collect the information you include in your application, including your cover letter, resume, contact details and referee reports

 

Sensitive information

Some personal information, such as health information (including mental & physical health information and information about a disability), whether or not you have a criminal record is sensitive and requires a higher level of protection under the Privacy Act. We may collect your/your child’s sensitive information with your consent and when the collection is reasonably necessary for us to carry out one or more of our functions or activities.

Sensitive information is generally relevant to an assessment of whether a person is eligible to participate in our programs.

How do we collect personal information?

We collect personal information in a number of ways, including:

  • Through our website (for example, if you choose to donate to Helping Hoops online through our secure payment gateway or to enrol your child in a program)
  • When you correspond with us (for example by letter, email or telephone)
  • On hard copy forms (for example, permission slips to attend an off site event)
  • In person (for example, when enrolling children in programs)
  • From referring third parties such as social worker referrals
  • At events and forums
  • From third parties such as a school or referrers who refer you to us for participation with your consent

 

Why do we collect personal information?

The main purposes for which we collect, hold, use and disclose personal information are set out below.

Participation in a Helping Hoops Program

  • Enrolling children into our programs,
  • Determining whether a participant may have any special needs, such as disability assistance, or certain physical or mental health considerations
  • Emergency contact details for children
  • Parental consent for children to participate in the program

Fundraising

  • Seeking funding and donations
  • Organising fundraising events
  • Reporting to funding providers

General administration

  • Recruiting staff, and volunteers
  • Processing payments
  • Answering queries and resolving complaints
  • Evaluating our work and reporting externally

Who do we disclose your personal information to?

The nature of the services provided by Helping Hoops means that it is often necessary for us to disclose your personal information to other parties, like the Head Coach of the program your child is participating in. We will let you know who we need to disclose your personal information to when we collect the information from you.

Common third parties we might need to disclose your personal information to include:

  • Helping Hoops staff & the Head Coach of the Helping Hoops program
  • Volunteers of the Helping Hoops program (your child is attending only)
  • Our funding providers (although personal information will only be provided with consent)
  • Helping Hoops stakeholders, including the President and Committee members
  • Financial institutions for payment processing
  • Referees whose details are provided to us by job applicants
  • Other service providers which include:
    • Information technology service providers and volunteers
    • Event and training organisers
    • Marketing, communications and research agencies
    • Courier services (such as Australia Post)
    • Printers and distributors of direct marketing material
    • External business advisers (such as auditors and lawyers)

Direct marketing & Program specific notifications

Direct marketing is the promotion of goods and services directly to you including through emails, SMS, phone calls and the post. We will only send you direct marketing materials if you would reasonably expect to receive them or you have consented. If it is impractical to gain your consent, we will always provide a simple means for you to request not to receive the material (‘opting out’). We will not use your sensitive information for the purposes of direct marketing unless you have given us prior consent. Program specific SMS notifications are often sent to advise of last minute program cancelations or pertinent information related to your Helping Hoops program.

Opting out

You can opt out of receiving marketing communications or program notifications from us by:

  • using the unsubscribe facility that we include in our commercial electronic messages (such as email and SMS) to opt out of receiving those messages, or
  • contacting us by email at info@helpinghoops.com.au

Storage and security of the information we hold

We hold personal information in both hard copy and electronic formats.  Paper files are stored in a secure room onsite.

The security of your personal information is important to us and we use the recommended industry standards when storing and dealing with your personal information. Personal information is often obtained via an online application or smart phone. The cloud based applications we use to, for example enrol children into the program, uphold the highest standards and relevant encryptions to keep personal information private.

The steps we take to secure the personal information we hold include:

  • Website protection measures (such as encryption, firewalls and anti-virus software)
  • Access restrictions to our computer systems (such as login and password protection)
  • Restricted access to our office premises
  • Staff training and implementation of workplace policies and procedures that cover access, storage and security of information.

 

Website security

While Helping Hoops strives to protect the personal information and privacy of users of our website, we cannot guarantee the security of any information that you disclose online and you disclose that information at your own risk. If you are concerned about sending your information over the Internet, you can contact Helping Hoops by telephone or post (details under ‘Contacting Us’).

You can also help to protect the privacy of your personal information by letting us know as soon as possible if you become aware of any security breach.

 

Copyright

Helping Hoops is responsible for managing its assets, including its intellectual assests, in a way that maximises their contributions to the goals of the organisation.

Subject to these responsibilities, Helping Hoops is committed to the widest possible dissemination of its ideas and findings where these may assist others. 

The purpose of this policy is to clarify the status of material subject to copyright used by the organisation, and to remove any possible misunderstandings about ownership of copyrights. 

Production of copyright material 

All materials that result from activities carried out at Helping Hoops or developed with the aid of Helping Hoops’ facilities shall be the property of Helping Hoops. 

Work by independent contractors shall be owned in accordance with the contract under which the work was created. Helping Hoops shall ensure that there is a written contract for work by an independent contractor specifying ownership.

Use of copyright material and copyright on materials

All employees and volunteers of Helping Hoops are required to observe all applicable copyright laws and regulations. Any materials subject to copyright cannot be reproduced by any process, other than for the purposes of and subject to the provisions of the Copyright Act and any licensing agreement between the user and Helping Hoops.

Acceptable use of computer, internet and email 

Helping Hoops recognises that staff need access to email systems and the Internet to assist in the efficient and professional delivery of services. Helping Hoops supports the right of staff to have access to reasonable personal use of the Internet and email communications.

The primary purpose for which access to the Internet and email is provided to Helping Hoops staff and volunteers is to assist them in carrying out the duties of their employment.

It is expected that at all times, employees and volunteers use computers, internet and email in an appropriate manner and for the chief purpose of carrying out their duties. 

Individuals may not use Internet or email access (including internal email access) provided by Helping Hoops to: 

  • Create or exchange messages that are offensive, harassing, obscene or threatening
  • Visit websites containing objectionable (including pornographic) or criminal material
  • Exchange any confidential or sensitive information held by Helping Hoops (unless in the authorised course of their duties)
  • Create, store or exchange information in violation of copyright laws (including the uploading or downloading of commercial software, games, music or movies)
  • Use internet-enabled activities such as gambling, gaming, conducting a business or conducting illegal activities
  • Create or exchange advertisements, solicitations, chain letters and other unsolicited or bulk emails. 

This policy is binding on all Helping Hoops stakeholders, whether paid or voluntary and is reviewed annually.