Policy: A004 – RLSSA Member Protection Policy

1. Introduction

This policy is committed to safeguarding our members' welfare, prioritising child safety, managing risks effectively, and ensuring a transparent and responsive approach to incidents and misconduct. It reflects our dedication to creating a safe and inclusive environment for all participants in our activities, both in Australia and internationally.

2. Scope and Application

This policy applies to all Royal Life Saving Society – Australia (RLSSA) members, staff, volunteers, and participants in RLSSA activities, events, and programs, those conducted by state / territory member organisations and those conducted at a regional, local or club level.

It acknowledges our federated structure, the autonomy of State/Territory member organisations, and clubs, and balances this with establishing a cohesive framework for member protection for everyone participating in RLSSA-affiliated activities.

As a peak safety and humanitarian organisation, member, staff, volunteer and stakeholder safety is our number one priority and takes precedence over all other requirements.

Definitions

Member: Anyone who volunteers for, participates in, engages with, or otherwise interacts with Royal Life Saving Australia or its State/Territory member organisations, whether domestically or overseas.

Child/Children: Any person under the age of 18.

Volunteer: Any individual offering services to RLSSA without financial gain.

Staff: Any individual employed by RLSSA.

Manager: Any individual within RLSSA responsible for overseeing operations, staff, and volunteers.

Executive: Senior management within RLSSA, including national and State/Territory general managers and chief executives, and national managers.

Child Safety Officer: A designated person responsible for implementing and overseeing child safety measures.

Risk Management Plan: A document outlining strategies to identify, assess, and mitigate risks associated with RLSSA activities.

Incident: Any event or situation that violates this policy or endangers the physical or psychological safety and well-being of RLSSA members.

Misconduct: Inappropriate or unethical behaviour by a member, staff, or volunteer that breaches this policy.

Sanctions: Disciplinary actions taken in response to breaches of this policy, which may include suspension or termination of membership/employment.

Remedies: Actions taken to support and compensate affected individuals following an incident or misconduct.

3. Statement of Commitment

RLSSA is committed to the safety and well-being of all members, with a particular focus on children and young people. We are dedicated to providing a safe, fair, and inclusive environment, where everyone is treated with respect and dignity. Our commitment extends to ensuring our activities, events, and programs are conducted in a manner that is safe and minimises risk to our members.

Disability

Where possible we will include people with a disability in our teams, clubs and events. We will make reasonable adaptations (e.g. modifications to equipment and rules) to enable participation.

People from Diverse Cultures

We will support and respect people from diverse cultures and religions (including Aboriginal and Torres Strait Islanders) to participate in our activities and where possible will accommodate requests for flexibility (e.g. modifications to uniforms). We acknowledge and respect cultural identities and will make efforts to accommodate cultural requirements wherever possible.

Sexual and Gender Identity

All people, regardless of their sexuality, are welcome. We strive to provide a safe environment for participation and we will take action over every behaviour that does not safeguard respect and dignity for all people.

4. Code of Ethics

Our Code of Ethics outlines the expected behaviours of all RLSSA members, staff, and volunteers, including:

• Treating all individuals with respect and valuing their diversity and identity.
• Prioritising the safety and well-being of children and young people.
• Acting with integrity and transparency in all activities.
• Reporting any concerns or incidents of misconduct in accordance with RLSSA procedures.

5. Child Safety

The RLSSA has a Child Safety Policy and Staff and Volunteer Code of Conduct available here: https://www.royallifesaving.com.au/about/who-we-are/child-safety

All members, staff and volunteers are expected to abide by this policy and code of conduct at all times.

Breaches of this policy will be treated with the utmost seriousness and sensitivity.

Working with Children Check Requirements:

All staff and volunteers who have the potential to interact with children must maintain a current and valid Working with Children Check in line with their respective state / territory requirements.

Managers must ensure that Working with Children Checks are completed and up-to-date.

Screening and Training:

All staff and volunteers working with children will undergo rigorous screening, including background checks and reference checks. They will also receive comprehensive training on child safety practices and protocols.

Supervision:

Activities involving minors, especially overseas tours, will be conducted under strict supervision by a designated RLSSA officer, and are subject to detailed risk management plans. Safety will take precedence over all other considerations.

6. Anti-harassment, Discrimination & Bullying

RLSSA opposes all forms of harassment, discrimination and bullying. This includes treating or proposing to treat someone less favourably because of a particular characteristic; imposing or intending to impose an unreasonable requirement, condition or practice which has an unequal or disproportionate effect on people with a particular characteristic; or any behaviour that is offensive, abusive, belittling, intimidating or threatening – whether this is face-to-face, indirectly or via communication technologies such as mobile phone and computers.

Some forms of harassment, discrimination and bullying are against the law and can include being based on particular characteristics such as age, disability, gender, sexual orientation, pregnancy, political or religious beliefs, race, and marital status.

RLSSA takes all claims of harassment, discrimination, bullying and cyber bullying seriously. We encourage anyone who believes they have been harassed, discriminated against or bullied to report incidents in line with the reporting section of this policy.

7. Risk Management

Risk Identification and Assessment:

RLSSA adopts a proactive approach to identifying, assessing, and mitigating risks associated with its activities. Regular risk assessments will be conducted, focusing on activities involving people with vulnerabilities (such as young people) and complex logistics like international travel.

Risk Management Plans:

Specific risk management plans will be developed for activities involving minors, such as sporting events and overseas tours. These plans will include protocols for supervision, emergency response, and parental communication.

Adherence to Policy:

The risk management plans will be considered equivalent to RLSSA policy in terms of adherence and enforcement.

8. Incident Management and Misconduct

Investigation and Reporting Procedure:

Reporting:

Any concerns or allegations of misconduct must be reported immediately to the relevant manager.

The manager will acknowledge receipt of the report within 1 business day and will maintain confidentiality throughout the process.

Investigation:

The manager will conduct an initial assessment to determine the severity and nature of the incident.

If required, an appropriate investigator or  investigation team, including external experts if necessary, will be appointed to conduct a thorough investigation.

The investigation will be conducted in a timely, fair, and impartial manner, ensuring natural justice for all parties involved.

Documentation:

Detailed records of all reports, investigations, and outcomes will be maintained to ensure transparency and accountability.

Sanctions or Remedies:

Sanctions for breaches of this policy may include, but are not limited to, suspension, termination of membership or employment, and referral to relevant authorities.

Remedies may involve formal apologies, counselling, and support services for affected individuals.

Approach to Incident Management:

Local Management:

Incidents will be managed at the closest possible level to their occurrence, typically at the local (club or state/territory) level for initial concerns and minor breaches, unless the incident occurs at a state/territory event / activity or a national event / activity, in which case the event / activity facilitator will manage the incident.

Escalation:

For serious or unresolved issues, incidents will be escalated to the appropriate next level. E.g. from the club/local level to the state / territory level, or from the state/territory level to the national level.

A National Incident Management Team may be convened for complex or high-risk incidents, particularly those involving child safety or international activities.

Reporting Obligations:

State/Territory organisations must report incidents and their management outcomes to the national office when the involved members are likely to participate in other state or national events.

9. Volunteer Management

Training:

All volunteers will be provided with this policy and the Child Safety Policy and Code of Conduct and be provided with access to the RLSSA Online training module for child safety for frontline workers. The training covers basic protocols, reporting, risk management, and appropriate conduct.

Supervision:

Supervision for activities involving minors will be strictly adhered to, with guidelines / ratios detailed in risk management plans for specific activities such as overseas tours.

Evaluation:

RLSSA staff, members, participants, volunteers and the National Sports Committee can make recommendations to the RLSSA for improvements to volunteer management and training practices.

10. Roles and Responsibilities

Managers:

Managers at all levels are responsible for overseeing the implementation of this policy, providing training, and supporting the management of incidents.

Executive Oversight:

Executives (including Chief Executives / Executive Directors, General Managers and National Managers) have the onus of ensuring appropriate resources are in place and that action is taken and will oversee the management and escalation of incidents when necessary.

11. Training and Education

Mandatory Training Programs:

Training will be provided for all staff, volunteers, and members in positions of authority, covering child safety, risk management, ethical conduct, and incident management procedures.

12. Reporting and Complaints Procedure

Reporting Procedure

Step 1: Lodging a Complaint

Initial Report:

Any member, staff, volunteer, or participant who has a concern or wishes to lodge a complaint can do so by submitting a report to the relevant manager overseeing the activity or event.

If the incident involves abuse, neglect, or harm to a child or young person, or is about bullying, harassment or discrimination, or is likely to bring RLSSA or its member organisations into disrepute, the report should be escalated to the relevant executive at the state/territory branch and/or to the national office. An example report template is included in Appendix A.

Step 2: Acknowledgment

Acknowledgment of Receipt:

Upon receiving a report, the relevant manager will acknowledge receipt of the complaint within 24 hours. This acknowledgment will:

• Confirm receipt of the complaint.
• Provide the contact details of the person handling the report.
• Outline the next steps in the investigation process.

Step 3: Initial Assessment

Preliminary Evaluation:

The relevant manager will conduct an initial assessment of the report to determine its nature and severity.

The assessment will consider the immediate safety of any individuals involved and whether urgent action is needed.

Step 4: Investigation

Appointing an Investigator:

Based on the initial assessment, an appropriate investigator or investigation team will be appointed.

Investigations will be conducted in a timely, fair, and impartial manner, ensuring natural justice for all parties involved.

Investigation Process:

• Gather statements from the reporter, affected parties, and any witnesses.
• Review any available evidence (e.g., CCTV footage, witness reports, documents).
• Maintain confidentiality throughout the process.

Step 5: Documentation and Record-Keeping

Maintaining Records:

Detailed records of all reports, investigations, and outcomes will be maintained to ensure transparency and accountability.

Step 6: Escalation

Escalation to Executive Level:

Incidents involving abuse, neglect, or harm to a child or young person, or those likely to bring RLSSA or its member organisations into disrepute, must be escalated to the relevant executive at the state/territory branch and/or the national office.

In accordance with national child safety principles and relevant legislation, authorities must be notified by the relevant executive when:

• There is a reasonable belief that a child is in need of protection.
• There is a belief that a criminal offence has been committed.

Step 7: Notification to Authorities

When to Notify Authorities:

Authorities should be notified when:

• The incident involves suspected child abuse or neglect.
• There is a risk of serious harm to any individual.
• The incident constitutes a criminal offence.

Process for Notification:

The relevant executive will contact the appropriate authorities, providing all necessary details of the incident and any actions taken.

Step 8: Resolution and Follow-Up

Resolution:

Based on the investigation findings, appropriate actions will be taken, which may include disciplinary measures, mediation, or other remedial actions.

Follow-Up:

Follow-up with the reporter and affected parties to provide updates on the resolution and any support services available.

Communication with affected parties will be provided no less than monthly until the matter is resolved.

Step 9: Review and Feedback

Continuous Improvement:

This reporting and complaints procedure will be reviewed regularly to ensure effectiveness and incorporate feedback from stakeholders.

Feedback Mechanism:

All parties involved in the reporting process will be encouraged to provide feedback to improve the procedure continuously.

13. Review and Improvement

Regular Review:

This policy and its procedures will be regularly reviewed and updated to reflect feedback, changes in legislation, and evolving best practices in member protection.

14. Conclusion

This policy aims to establish a comprehensive, integrated approach to member protection within RLSSA, aligning with both our federated structure and commitment to the highest standards of safety and well-being for all members.

Further refinement and specifics will be developed in consultation with key stakeholders across all levels of RLSSA.