Child & Youth Risk Management & Code of Conduct

Child and Youth Risk Management Strategy.

Statement of Commitment to the Safety and Wellbeing of Children and Young People

Our organisation is committed to the safety, wellbeing, and empowerment of all children and young people who participate in our fitness programs. We believe that every young person has the right to train, grow, and thrive in a safe, supportive, and inclusive environment.

We are dedicated to providing fitness and physical development activities that not only improve health and athletic skills but also build confidence, resilience, teamwork, and respect. We recognise our legal and ethical responsibility to take all reasonable steps to protect children from harm and to promote their wellbeing during all activities conducted under our care.

In line with the Civil Liability Act 2003 (Qld), we uphold a duty of care to ensure that children and young people are safe while under our supervision. Our staff and volunteers are trained, screened, and committed to creating a positive, encouraging, and secure environment for every child.

We are committed to:

Embedding child safety into all areas of our organisation, including policies, training, planning, and daily practice.
Promoting physical, emotional, and social wellbeing through safe and age-appropriate fitness programs.
Encouraging open communication and respectful relationships between participants, families, staff and management.
Providing clear codes of conduct, child protection guidelines, and channels for reporting concerns.
Regularly reviewing and improving our practices to ensure they meet current child safety standards and community expectations.

Our values—respect, encouragement, safety, integrity, and inclusivity—shape the way we work with children and young people. These values drive our commitment to helping young people grow stronger in body and mind, while always feeling safe and supported.

This Statement of Commitment is proudly displayed in our facilities and shared with staff, families, and participants to affirm our ongoing dedication to child and youth safety.

Recruitment, Training and Staff Management Strategy for a Fitness Business Working with Adolescents (Ages 13–17) Child Protection and Risk Management Focus

1. Overview and Purpose

This strategy outlines the recruitment, selection, training, and management procedures for staff and volunteers engaged in fitness programs for adolescents aged 13–17. It prioritises the safety, wellbeing, and rights of children and young people, ensuring all employment practices are aligned with Queensland’s legislative obligations and child-safe principles.

2. Statement of Commitment to Child Protection

We are committed to providing a safe, supportive, and empowering environment for adolescents. We actively promote the safety and wellbeing of young people and expect all staff and volunteers to uphold this commitment at every stage of employment.

All staff must hold a current Blue Card before engaging in child-related work (No Card, No Start).

Staff must be linked to BTC Fitness through the Blue Card Organisation Portal.

3. Pre-Appointment Procedures

3.1 Position Descriptions

Each role is defined with a clear position description that includes:

A statement of our commitment to child safety and wellbeing.
Detailed responsibilities, including supervision, engagement, and communication with adolescents.
Required skills, qualifications, and attributes aligned with child-safe practices (e.g. empathy, patience, conflict resolution).
Acknowledgement of obligations under the Child Protection Act 1999 and Criminal Code Act 1899.

Position descriptions are reviewed annually to ensure ongoing relevance and alignment with our risk management strategy.

3.2 Selection Criteria

Selection criteria reflect both the technical competencies and child protection responsibilities of the role. This includes:

Duties and Tasks	Skills and Attributes
Supervising group fitness sessions	Leadership, vigilance, child engagement skills, appropriate qualifications from an accredited organsition.
Communicating with adolescents and families	Empathy, respectful communication, rapport-building
Managing behaviour or conflict	Calm de-escalation techniques, trauma-informed approach
Supporting emotional wellbeing	Understanding of adolescent development, compassion

All criteria are designed to assess the suitability of candidates to work safely and ethically with young people.

3.3 Advertising

Job advertisements will:

Include our statement of commitment to child safety.
Outline Blue Card requirements (including that restricted persons are ineligible).
Notify applicants of required referee checks, identity verification, and questions about relevant criminal history.
Emphasise our child-safe culture and expectations.

3.4 Interview and Selection

Structured Interview Questions:

Interviews will include scenario-based and open-ended questions to assess child protection attitudes and behaviour, such as:

“How would you handle a situation where a young person discloses harm?”
“What steps would you take if you witnessed inappropriate behaviour by a colleague toward a child?”
“How do you ensure personal boundaries are maintained in a fitness training environment?”

Referee Checks:

Referees will be asked:

Whether they have directly supervised the applicant around children.
Whether they would employ the person again in a child-facing role.
Whether they have any concerns regarding the applicant’s suitability to work with young people.

Probation Period:

New staff are subject to a probation period (typically 3 months) during which:

Supervisors monitor behaviour closely.
Child protection competencies are assessed.
Additional support and training is provided.

4. Post-Appointment Procedures

4.1 Induction

All new staff must complete an Induction Program covering:

Our Child and Youth Risk Management Strategy.
Mandatory reporting obligations under the Child Protection Act 1999 and Criminal Code Act 1899.
Code of conduct for interactions with children and adolescents.
Procedures for identifying and reporting harm or risk of harm.
Consequences for breaches of the strategy.
Rights and responsibilities of staff and young people.

Induction must occur prior to unsupervised contact with adolescents.

4.2 Ongoing Training

Staff will receive mandatory annual training in:

Identifying, assessing, and responding to child safety risks.
Reporting disclosures and suspicions of harm.
Maintaining professional boundaries and safe relationships.
Understanding adolescent development and trauma impacts.
Organisation-specific child protection policies and procedures.

A training calendar will be maintained, and participation will be recorded in a training register.

5. Staff Management and Monitoring

5.1 Supervision and Support

Staff are regularly supervised with a focus on safety and conduct.
Supervisors observe sessions, provide feedback, and check adherence to child-safe practices.
Staff are encouraged to raise concerns and report unsafe practices confidentially.

5.2 Performance Reviews

Formal reviews are conducted at least annually.
Performance is assessed against child safety standards, communication, behaviour management, and professionalism.
Goal setting includes identifying training needs and strategies to improve safeguarding practices.

5.3 Complaints and Disciplinary Procedures

All complaints related to staff behaviour are taken seriously and investigated promptly.
Breaches of the Child and Youth Risk Management Strategy result in disciplinary action, which may include dismissal and reporting to relevant authorities.
Procedures are fair, transparent, and focused on maintaining a safe environment for young people.

5.4 Exit Interviews

All departing staff are asked to participate in an exit interview to:

Evaluate the effectiveness of recruitment and child protection procedures.
Identify systemic issues or areas for improvement.
Gather feedback on culture, supervision, and support regarding child safety.

6. Recordkeeping and Review

All recruitment, training, performance, and disciplinary records are securely stored.
The recruitment and staff management strategy is reviewed annually to maintain compliance and improve effectiveness.
Feedback from adolescents and parents is used to inform future changes.

7. Key Roles and Responsibilities

Role	Responsibilities
Business Owner / Manager	Oversees implementation of this strategy, ensures compliance, investigates concerns
Supervisors / Team Leaders	Conduct induction, monitor sessions, provide feedback and support
All Staff and Volunteers	Abide by the Child and Youth Risk Management Strategy, report concerns, engage respectfully

By embedding child protection and risk management at every stage of the employment process, our organisation ensures a safe, respectful, and empowering environment where adolescents can grow in confidence, fitness, and wellbeing.

Strategy for Handling Disclosures or Suspicions of Harm for a Fitness Business Working with Adolescents (Ages 13–17) In Accordance with Queensland Law

1. Purpose

This strategy outlines how staff and volunteers must respond to disclosures or suspicions of harm involving adolescents participating in our fitness programs. It ensures:

Compliance with legal reporting obligations under Queensland law.
Immediate and appropriate action is taken to protect young people.
All staff understand their roles in maintaining a child-safe environment.

Staff should consult legislature if needed – Child Protection Act 1999:

https://www.legislation.qld.gov.au/view/html/inforce/current/act-1999-010

2. Definitions

Harm: Any detrimental effect of a significant nature on a child’s physical, psychological, or emotional wellbeing.
Disclosure: When a young person shares information that they are experiencing or have experienced harm.
Suspicion of Harm: When a staff member forms a reasonable belief that a young person is at risk, based on observations, information, or behaviour.

3. Legal Obligations in Queensland

Under the Child Protection Act 1999, and in some cases the Criminal Code Act 1899, fitness professionals working with adolescents have the following obligations:

Voluntary reporting is encouraged for non-mandated professionals who reasonably suspect a child is at risk.
Failure to protect or report a sexual offence against a child may result in criminal charges under the Criminal Code (s229BC & s229BB).

While fitness professionals may not be legally mandated reporters, our business adopts a best practice child-safe approach, requiring staff to act immediately and report all concerns.

4. Guiding Principles

The safety and wellbeing of the adolescent is the top priority.
All disclosures or suspicions are taken seriously and responded to promptly.
Young people are treated with respect, dignity, and sensitivity.
Confidentiality is maintained to the fullest extent possible, without compromising safety.

5. Recognising Signs of Harm

All staff must be alert to indicators of harm, including:

Unexplained injuries or bruises
Sudden changes in behaviour or mood
Reluctance to go home or fear of certain adults
Inappropriate sexual knowledge or behaviour
Signs of neglect (hygiene, clothing, nutrition)

6. Responding to a Disclosure of Harm

If a young person discloses harm, all staff must adhere to the following principles:

DO:

Stay calm and listen without judgement.
Reassure the young person they have done the right thing by telling you.
Take what they say seriously – do not dismiss or minimise.
Let them speak in their own words – don’t interrogate or investigate.
Record exactly what was said as soon as possible, using the child’s words.
Explain you cannot keep the information secret and must share it to help keep them safe.
Follow the reporting steps below.

DO NOT:

Promise confidentiality.
Ask leading or suggestive questions.
Confront the alleged person involved.
Delay taking action.

7. Responding to a Suspicion of Harm

If any staff member should observe concerning behaviour, physical indicators, or receive third-party information. They will:

Record all concerns in detail.
Note the date, time, and circumstances that led to the suspicion.
Trust their professional judgement – if in doubt, report.

All staff should refer to the full BTC Fitness Suspicion and Disclosure of Harm Policy for more detailed information.

8. Reporting Procedure

Step 1: Immediate Safety

If the child is in immediate danger, staff must contact the Police (000) without delay.

Step 2: Report Internally

All concerns must be immediately reported to the Child Safety Officer (designated staff member, typically the Manager or Safeguarding Lead). They are responsible for:

Guiding staff on next steps.
Ensuring reports are made to external authorities.
Supporting the young person.

Step 3: An External Report (if required) will be made.

Depending on the situation, the following agencies may be contacted:

Type of Harm	Reporting Agency	Contact
Suspected child abuse or neglect	Child Safety Services	1800 177 135 (24/7)
Sexual offences or criminal harm	Queensland Police	131 444 (non-emergency)
Child in immediate danger	Police Emergency	000
Uncertainty about reporting threshold	Child Safety Services (advice line)	1800 177 135

Step 4: Documentation

All staff must use official ‘Incident and Concern Report Forms’ to document:

Date and time of disclosure or suspicion.
Names and contact details of all parties involved.
Exact words of the child (if disclosure).
Observations (for suspicions).
Actions taken (internal and external reporting).
Names of all agencies contacted (if applicable) and advice received.

Reports must be stored securely and confidentially.

9. Responsibilities of Staff and Volunteers

Role	Responsibility
All Staff & Volunteers	Recognise harm, respond calmly, report all disclosures or suspicions
Child Safety Officer / Manager	Receive reports, escalate concerns, support staff and young person, document and record, liaise with authorities
Business Owner	Ensure procedures are followed, policies are up to date, oversee compliance with child safety legislation

10. Confidentiality and Record-Keeping

Information is shared on a need-to-know basis only.
All written records are kept in a secure, restricted-access location.
Records are retained in accordance with privacy and child protection laws.

11. Training and Review

All staff receive mandatory annual training in identifying and responding to harm.
This strategy is reviewed every 12 months, or following a report of harm, to ensure ongoing effectiveness and compliance with law.

12. Empowering Adolescents

Adolescents are informed (in age-appropriate ways) that they have the right to feel safe and be heard.
Posters and handouts reinforce how to seek help if they feel unsafe.

13. Contact Information

Child Safety Officer:

Name: Richard Bradley (Management)

Phone: 0478 555 811

Email: brad@btcfitnes.com.au

Child Safety Services (Queensland)

1800 177 135 (24/7)

Police (Non-Emergency)

131 444

Police Emergency

000

Communication and Education

All staff receive ongoing training in child safety, including recognising signs of harm.
Parents and guardians receive information on our safety protocols.
The Risk Management Strategy is shared with all new staff and reviewed annually.

Strategy Review

This strategy will be reviewed every 12 months or sooner if required by law or due to incidents.
Updates are communicated to all staff and noted in meeting records.

This Child and Youth Risk Management Strategy complies with the Working with Children (Risk Management and Screening) Act 2000 (Qld) and is implemented by BTC Fitness in its operations across Kallangur and surrounding areas.

BTC Fitness Code of Conduct.

Our code of conduct for staff, clients and visitors is as follows:

Code of Conduct for Staff, Volunteers, Clients, and Visitors

Organisation Name: BTC Fitness.

Focus Group: Adolescents aged 13–17

Purpose: To promote a safe, respectful, and inclusive fitness environment for all young people.

Introduction

BTC Fitness aims to ensure a safe, enjoyable and inclusive experience for everyone whilst participating in sports and fitness training.

While a significant majority of people enjoy fitness training for all the right reasons, everyone has a role to play to keep everyone feeling welcomed and respected and, importantly, to ensure everyone has fun!

By choosing to be involved with BTC Fitness, as a client, a parent, a spectator, a volunteer, a staff member or anyone else associated with our business, you agree to uphold the following behaviours.

These expectations apply in all settings, including but not limited to:

In person group training.
In person one-on-one training.
Online group and personal training.
On our various social media outlets.
On our website.
Any other program or meeting associated with BTC Fitness.

Unsportsmanlike behaviour can occur in both the instigation of and response to any incident and includes, but is not limited to:

(a) Verbal abuse and/or assault.
(b) Physical abuse and/or assault.
(c) Discrimination.
(d) Harassment.
(e) Making derogatory statements or gestures.
(f) Cheating.
(g) Non acceptance of staff decisions, advice or judgement in an inappropriate manner.
(h) Equipment Abuse.

Jurisdiction

Who the Policy applies to?
This Policy applies to:

Relevant Persons; and
Relevant Organisations.

When the Policy applies

(a) All Relevant Persons and Relevant Organisations to which this Policy applies must always comply with this Policy (whilst they are a Relevant Person or Relevant Organisation), including:

In relation to any dealings, they have with Relevant Organisations or their Employees, Contractors, and representatives;
When dealing with other Relevant Persons or Relevant Organisations in their capacity as a Relevant Person/Relevant Organisation; and
In relation to their membership or standing as a Relevant Person or Relevant Organisation in general.
In relation to online or social media interactions where there is a clear connection with BTC Fitness either directly or implied.

(b) The following is not within the scope of this Policy:

Where an interaction (including social media interactions) occurs involving one or more Relevant Persons or Relevant Organisations, and the only link or connection between the interaction and BTC Fitness is the fact that one or more individuals are Relevant Persons or Relevant Organisations; and
Where a breach occurs in contravention of this Policy, any subsequent conduct, or interaction(s) that, whilst related to the original Prohibited Conduct, no longer directly relates to BTC Fitness (even where such conduct or interaction(s) would constitute a breach:

Such as two Members of a Relevant Organisation getting into a verbal or physical argument at a shopping centre, or two Members
sending abusive social media messages to each other that have no direct link to BTC Fitness.
Such as where a Member of a Relevant Organisation allegedly breaches this Policy by physically assaulting another Member at a training session, but then the personal grievance(s) between those two individuals spills into issues not directly related to BTC Fitness, such as social media abuse.

Conduct Expected by BTC Fitness,

Youth/Child Participants

Safety & Health of Participants

Do not engage in acts of unsportsmanlike behaviour.
Never become involved in acts of foul play.
Participate for your own enjoyment and benefit.
Safeguard your health. Don’t use any illegal or unhealthy substances.
Never engage in disrespectful conduct of any sort including profanity, sledging, obscene gestures, offensive remarks, trash-talking, taunting or other actions that are demeaning to other participants, staff, parents or spectators.

Promoting Excellence

Honour both the spirit and intention of any competition rules and live up to the highest ideals of ethics and sportsmanship.
Avoid gamesmanship and respect the traditions of the sport.

Integrity

Do not bet or otherwise financially speculate, directly or indirectly, on the outcome or any other aspect of a BTC Fitness event or competition in which you are involved.
Be a good sport. Respect all performances from all participants.
Always respect the official’s decision.
Care for and respect the facilities and equipment made available to you during training.
Treat all staff members, parents, spectators and volunteers with the utmost respect.

Respect.

Conduct yourself at all times and in all situations, in a manner that shows respect for the other participants, BTC Fitness staff, spectators, volunteers and the media.
Seek to maximise the participation and enjoyment of all participants regardless of ability.
Respect the rights and worth of every person, regardless of their age, race, gender, ability, cultural background, sexuality or religion.
Do not tolerate abusive, bullying or threatening behaviour.
Condemn all violent or illegal acts, whether they are by BTC Fitness staff and managers, other participants, volunteers, parents or spectators.
Never engage in unsportsmanlike language, harassment or aggressive behaviour.
Treat all participants as equals, regardless of their talent.
Avoid any situation which may lead to a conflict of interest, both on and off the field.
Never ridicule or scorn a participant for making a mistake, respect their efforts.
Accept responsibility for all actions taken.

Parent, Spectator, Adult Participant and Volunteer

Safety & Health of Participants

Do not engage in acts of unsportsmanlike behaviour.
Condemn all violent or illegal acts, whether they are by participants, staff, parents or spectators.
Never arrive at a BTC Fitness session under the influence of alcohol or drugs. Never bring alcohol or drugs to a BTC Fitness session or training area.
Never ridicule or scorn an athlete for making a mistake, respect their efforts.
Remember that children participate in BTC Fitness sessions for their own health and enjoyment, not yours!

Promoting Excellence

Encourage participants to play by the rules and to respect other participants, staff, spectators, parents and volunteers.
Participate in positive motivation that encourages other participants.
Don’t engage in any cheering that taunts or intimidates other participants.
Understand that fitness training is part of a total life experience, and the benefits of involvement go far beyond immediate success.

Respect

Do not engage in unsportsmanlike language, harassment or aggressive behaviour.
Never ridicule or scorn a participant for making a mistake, respect their efforts.
Respect all other people.

BTC Fitness Management, Staff, Spectators, Parents or Volunteers

Safety & Health of Participants

Do not engage in acts of unsportsmanlike behaviour.
Place the safety and welfare of the participants above all else.
Show concern and caution towards all sick and injured participants. Follow the advice of a physician and/or sports trainer to the letter when determining when an injured participant is ready to recommence training.
Teach young participants to realise that there is a big gap between their ability and the professional fitness trainer or athlete. Do not train them as if they are adults or professionals.
Actively discourage foul play and/or unsportsmanlike behaviour by all.
Never train participants under the influence of alcohol or drugs. Never bring alcohol or drugs to a BTC Fitness event or training session.

Promoting Excellence

Teach participants that an honest effort and competing to the best of their ability is as important as immediate success.
Obtain appropriate qualifications and keep up to date with the latest training practices and the principles of growth and development of participants.

Integrity

Act with integrity and objectivity and accept responsibility for your decisions and actions.
Ensure your decisions and actions contribute to a harassment-free environment.
Wherever practical, avoid unaccompanied and unobserved one-on-one activity (when in a supervisory capacity or where a power imbalance exists) with people under the age of 18.
Ensure that any physical contact with another person is appropriate to the situation and necessary for the person’s skill development.
Be honest and do not allow your qualifications or training experience to be misrepresented.
Never advocate or condone the use of illicit drugs or other banned performance enhancing substances or methods.
Set a good example by the way you dress, speak and act towards other staff, participants, officials, parents and spectators.
Conduct yourself at all times and in all situations, in a manner that shows leadership, respect for the principles of BTC Fitness and respect for all those that are involved in the sport – staff, participants, spectators, parents and the media.
Be impartial in all situations! Also, be consistent, objective and courteous.
Respect the local rules and laws in everything you do.
Always wear their uniform in an appropriate manner and as required.
Respect the property and premises in which you are training.

Respect

Seek to maximise the participation and enjoyment of all participants regardless of ability; treat all participants as equals, regardless of their talent.
Respect the rights and worth of every person, regardless of their age, race, gender, ability, cultural background, sexuality or religion.
Do not tolerate abusive, bullying or threatening behaviour.
Condemn all violent or illegal acts, whether they are by other staff, participants, parents or spectators.
Never engage in unsportsmanlike language, harassment or aggressive behaviour.
Avoid any situation which may lead to a conflict of interest, both within and outside of a training scenario.

General Principles.

1. Language

Appropriate (I must…)

Use positive, age-appropriate, inclusive, and respectful language at all times.

Provide constructive feedback that encourages growth.

Inappropriate (I must not…)

Use profanity, slurs, sexual jokes, or language that is threatening, derogatory, or discriminatory.

Belittle, mock, or humiliate a child or young person.

2. Supervision of Adolescents

Appropriate (I must…)

Ensure supervision ratios are met (1 staff per 10 adolescents).

Supervise all pre-arranged drop-offs and pick-ups at designated safe locations.

Ensure limited opportunities for unsupervised access to children by members of the public not employed by BTC fitness.

Ensure a safe environment for children both physically and mentally.

Ensure adolescents are supervised by BTC Fitness staff for the duration of their fitness sessions(s), out with these times parental or self-supervision will be required.

Inappropriate (I must not…)

Leave adolescents unattended during sessions.

Allow children to leave with an unapproved person or alone without parental consent.

Leave the premises before all children who have pre-arranged to be collected by parents/guardians have been collected.

3. Physical Contact

Appropriate (I must…)

Ask for consent before demonstrating exercises that require physical contact.

Clearly explain why and how physical contact will occur.

Record and report any incidents involving physical contact.

Inappropriate (I must not…)

Use unnecessary, violent, or sexual physical contact.

Touch children without explanation or in inappropriate areas.

Ignore or dismiss concerns about physical contact.

4. One-on-One Contact

Appropriate (I must…)

Conduct private discussions in open or observable spaces.

Use monitored group messages for updates (with parental visibility).

Inappropriate (I must not…)

Be alone with a young person in an enclosed or unsupervised space.

Communicate privately with adolescents via personal text, email, or social media.

5. Relationships

Appropriate (I must…)

Always maintain professional boundaries.

Avoid contact outside training unless approved and documented.

Inappropriate (I must not…)

Engage in close, personal, or romantic relationships with young participants.

Exchange gifts, share personal social media, or spend time alone outside the program.

6. Behaviour Management

Appropriate (I must…)

Use positive reinforcement and set clear expectations.

Involve adolescents in setting behaviour standards.

Inappropriate (I must not…)

Yell, shame, or use punitive, humiliating, or aggressive methods.

Use disciplinary methods that are emotionally or physically harmful.

7. Transport

Appropriate (I must…)

Transport youth only with prior written parental consent.

Ensure vehicles are licensed, insured, and comply with safety standards.

Inappropriate (I must not…)

Transport a child without consent or alone in a car.

Use a vehicle that is unregistered, unsafe, or lacks proper restraints.

8. Change Rooms/Toilets

Appropriate (I must…)

Use the “buddy system” for bathroom breaks.

Supervise discreetly from outside where appropriate.

Inappropriate (I must not…)

Enter change rooms or toilets without announcing my presence.

Share change room space with adolescents or take photos inside.

9. Injury/Illness Management

Appropriate (I must…)

Provide first aid, inform parents promptly, and document incidents.

Maintain supervision until a parent or medical professional arrives.

Inappropriate (I must not…)

Fail to report an injury or delay medical assistance.

Leave a sick or injured child unattended.

10. Visitor Management

Appropriate (I must…)

Ensure all visitors sign in and are supervised.

Verify and record visitor blue cards if required.

Inappropriate (I must not…)

Allow unsupervised or unknown persons near youths.

Let visitors wander unsupervised or interact directly without oversight.

11. Photography/Media

Appropriate (I must…)

Obtain written parental consent before taking or using photos.

Ensure children are appropriately clothed and photos are age appropriate.

Inappropriate (I must not…)

Take or share images of adolescents without consent.

Live stream or post content identifying a child without approval.

12. Use of Technology & Social Media

Appropriate (I must…)

Use approved platforms for communication and training updates.

Educate youth on online safety and respectful conduct.

Inappropriate (I must not…)

Engage in private social media contact or messaging with youth.

Ignore reports of cyberbullying, image misuse, or unsafe online behaviour.

13. Alcohol, Drugs & Smoking

Appropriate (I must…)

Attend work free from influence of drugs or alcohol.

Store any required medication safely and securely.

Inappropriate (I must not…)

Work while impaired or under the influence.

Allow access to prescription or over-the-counter drugs.

14. Organisation Standards

Appropriate (I must…)

Promote inclusion, respect, and cultural safety.

Adhere to dress codes and act professionally at all times.

Inappropriate (I must not…)

Tolerate bullying, harassment, discrimination, or abuse.

Wear offensive or unsafe attire.

15. General Safety

Appropriate (I must…)

Perform monthly risk assessments and maintain safe equipment.

Enforce sun safety, hydration, and allergy awareness policies.

Inappropriate (I must not…)

Ignore safety hazards or allow unsafe practices.

Disregard known medical conditions or emergencies.

16. Confidentiality

Appropriate (I must…)

Keep private information secure and share only with permission.

Report suspicions of harm confidentially to the appropriate authority.

Inappropriate (I must not…)

Disclose personal or sensitive information in casual conversation.

Ignore breaches of privacy or discuss confidential matters publicly.

17. Breaches and Consequences

All breaches of this Code of Conduct will be reviewed by management and may result in:

Breaches will be reported to the owner or designated supervisor.
Minor breaches will result in a verbal or written warning and retraining.
Verbal or written warnings
Serious breaches may result in immediate suspension or termination and reporting to authorities.
Reporting to authorities (where applicable)
All breaches are documented and reviewed.

Emergency Management Plan.

Responsible staff members:

Richard Bradley

0478555811

brad@btcfitness.com.au

Duties include:

Administering first aid, contacting relevant authorities (e.g ambulance, police, child services), documenting incidents, checking the first aid kit, opening gates, directing emergency vehicles etc to the site of an accident/incident.

During all sessions the following information and equipment will be readily available:

First aid kit.

All client’s names, general details, medical information and emergency contact numbers.

A list of all relevant emergency numbers (e.g. police, ambulance etc.)

Blank incident report forms.

First Aid Kit Inventory.

First Aid Manual
Large and medium sized sterile wound
dressings
1 x 25mm roll of hypo-allergenic tape
Normal saline
1 metre adhesive dressing strip
Pair of blunt/sharp ended scissors
Anti-irritant solution for bites & stings
Roll of cotton wool
Antiseptic solution swabs (single use)
Splinter remover
Assorted roller bandages (50mm and 75mm)
Sterile combine dressings
Assorted safety pins
Sterile non-adherent dressings
Band-aids
Sterile packets of tulle gauze dressing
Betadine swabs (single use)
Sterile wipes (single use)
Cold pack/ice pack
Triangular bandages/sling
Disposable latex gloves
Tubular-gauze finger dressing set
Eye pads
Tweezers
Kidney dish
Various sized adhesive dressing strips

Emergency Information

In an emergency, telephone 000

Other information

Closest landline telephone	272 Dohles Rocks Rd, Murrumba Downs QLD 4503
From where an ambulance should access the ground	Blatchford Sporting and Recreation Reserve car park off Goodfellows Road.
First aid officer	Richard Bradley 0478 555 811 brad@btcfitness.com.au
Police telephone number	101
Ambulance telephone number	000
Hospital telephone number	000
Fire brigade telephone number	000
Location of registration forms and emergency telephone number for athletes, coaches and officials	Black gatefold folder in bag with first aid kit.

Heat Policy.

Updated July 2025

Introduction

BTC Fitness is committed to the safety of participants, volunteers, officials and
spectators at BTC Fitness activities. Queensland’s climate can bring extreme temperatures that should be taken into consideration and managed when conducting events. It is recommended that if a large increase in temperature is likely to occur competition organisers, officials and coaches should take
extra care and precautions to ensure participants are safe, sufficiently hydrated and protected from the heat.

Who this policy applies to:
– BTC Fitness and its affiliated organisations.
– BTC Management, staff, participants, spectators and parents.
– Anyone conducting BTC Fitness activities on behalf of BTC Fitness.

All participants should be educated on the importance of sun safety and how to be sun smart. This should be conducted at the beginning of each season. All coaches and officials should be educated to recognise the symptoms of heat stress (and know how to respond to any incidences of heat related issues as
described in this policy).

Attire

All participants should be wearing sun safe attire during training sessions. When exposed to the sun, hats or caps should also be worn.
All staff members, officials and volunteers must be seen setting a sun smart example. During sessions, they are encouraged to wear collared shirts, hats and, where appropriate, sunglasses.

Sunscreen

Sunscreen should be applied by all participants at least 20 minutes before a training session begins. Sunscreen should be provided for top up applications during training sessions for participants, staff and volunteers to use.
The sunscreen must be of high quality and meet Australian standards.

Shade

Shade should be provided where possible at all training sessions. It should also
be provided where possible in other areas where participants, staff, spectators, parents and volunteers will be waiting for long periods of time unprotected from the sun.

Fluids

It is recommended participants drink sufficient fluids (at least 7-10ml of fluid per kg of body mass) no more than 2 hours before exercising to promote adequate hydration and allow time for excretion of excess water.

Children can stave off dehydration during three hours of exercise in 35°C temperatures, if enough fluid is consumed.

During exercise it is recommended that participants should drink fluid at regular intervals to replace water lost through sweating.

Participants should aim to drink at least 3ml per kg of body mass (about
250ml for the average participant of around 70 kilograms every 15 to 20 minutes).

However, this may vary dependent on the rate of sweating. Fluid taken should be cooler than the ambient temperature.

There should be a water station in or near to the training arena.

Water is considered an adequate fluid option for activities lasting up to one hour although there is evidence that sports drinks such as Powerade do provide a benefit for exercise that is less than one hour in duration.

Participants in events or activities exceeding one hour are recommended to use carbohydrate-based sports drinks such as Powerade as a means of replacing fluids, carbohydrates and electrolytes lost during prolonged activity.

Where possible, additional water should also be provided so as to allow participants to douse themselves and thereby assisting in the cooling process e.g. Spray bottles.

Postponement/Cancellation

It is recommended that parents and BTC Fitness staff members use caution if participants are continually exercising in ambient temperatures above 40°C for an extended period of time (e.g. more than one hour).

When children are exercising in the heat, parents and BTC Fitness staff must also pay close attention to participants for signs of heat stress.

It is recommended that each session has the necessary equipment to record ambient temperatures throughout the sessions. The temperature should be measured in multiple locations around the area away from heat absorbing materials such as concrete and synthetic track surfaces.

It is recommended that the organising committee call off events if the weather bureau believes the ambient temperature is likely to rise above 40°C.

Before each training session, where extreme high temperatures are experienced, it is recommended that the ambient temperature be recorded at 15-minute intervals at the same point in the area track each time.

It is recommended that if the temperature is over 40°C for two consecutive measurements, that the training sessions should be paused until the temperature drops below 40°C. If the temperature continues to be above 40°C, the sessions should be cancelled.

It is recommended that staff members postpone or cancel events if participants are showing signs of heat stress.

Recognising Heat Stress.

What is heat stress?

Heat stress may present itself in varied forms, including cramps, heat exhaustion and heat stroke.

Heat Exhaustion

Dehydration can lead to heat exhaustion. Symptoms of heat exhaustion may include:

High heart rate.
Dizziness.
Headache.
Loss of endurance/skill.
Confusion.
Nausea.
The skin may still be cool/sweating, but there will be signs of developing vasoconstriction, e.g. pale colour.
Participants will pass little urine, which will be highly concentrated.
Cramps may be associated with dehydration.
The rectal temperature may be up to 40°C and the participant may collapse on ceasing the activity.

If a participant is exhibiting signs of heat stress, or heat exhaustion, they should stop, drink more fluids and cool down. The participant should be removed from the field, laid down in a cool place and given
plenty of cool water. If the participant is confused or unable to drink water, seek medical assistance immediately.

Heat Stroke

Severe dehydration may lead to heat stroke, which is potentially fatal and must be treated immediately by a medical practitioner.

Participants who keep participating while suffering from heat exhaustion may
experience heat stroke. Heat stroke can still occur even if the participant has been drinking plenty of fluid.
It is important to cool the participant as quickly as possible.

Heat stroke symptoms include:

Dry skin.
Confusion.
Collapsing.

If a participant is showing any symptoms of heat stroke take the following action:

Call a doctor or Ambulance immediately.
Remove the participant from the field and lay them down in a cool place.
Give cool water to drink, if conscious.
Cool the participant by putting in a cool bath, shower or under a hose, applying wrapped icepacks to the groin and armpits, or use wet towels.
Maximise airflow over the participant through the use of a fan, or fan them with towels.

Risk Management Plan.

Reviewed July 2025

Risk Management Policy Statement

BTC Fitness is committed to the health, safety and well-being of all its members and dedicated to providing a safe environment for participating in athletic activities.

BTC Fitness will use a structured risk management program to minimise reasonably foreseeable disruption to operations, harm to people and damage to the environment and property.

Risk Management will continue to play an integral part of BTC Fitness strategic direction through:

Education – Ensuring the management, staff and volunteers are trained at an appropriate level to implement risk management effectively. All management and staff members must continue to receive education in the role of risk management and the identification, evaluation and treatment of risk. In addition, provide education and documentation to participants and their parents regarding risk elimination and/or minimisation.

Leadership – Risk Management is the responsibility of everyone. For it to operate effectively, the management and staff need to show leadership and be able to anticipate and manage issues that may impact upon how well strategies are implemented to meet the objectives and goals of the organisation.

Managers are expected to provide strategic direction and take well-judged sensible risks to develop the business. Logical and effective application of risk management principles will ensure BTC Fitness management are consistently forward thinking, rigorous, and systematic in the way they carry out their responsibilities with a clear view of the associated risks and opportunities.

Policies and Procedures- Policies and procedures will continue to be developed to eliminate, minimise and/or manage risks. These policies will be adopted and implemented as soon as practical after risks are identified. Such policies will reflect staff and participant expectations.

Review – To continually review BTC Fitness best practices, to ensure they reflect community and participant expectations by offering the best protection to BTC Fitness and its clients.

Risk Management

What is Risk Management?

Risk is defined by the Australian Standard as “the effect of uncertainty on objectives”. Risk is measured in terms of consequences and likelihood. The action taken to treat or reduce the risk, therefore, needs to address the likelihood of an event occurring and the consequences if it does occur, or both.

Risk management is a systematic approach towards effective management. Risk management is not complex and does not require specialised skills. It is about creating opportunities, understanding the risks and managing them to achieve desired outcomes.

Risk Management Process

The steps in the risk management process are:

Establish the Context
1. Objectives
1. Discussions involving all stakeholders
1. Information gathered/received from other groups (State Govt etc)
Identify the risks
1. Inspection – external or an internal audit
1. What could happen?
1. How could it happen?
Analyse the risks
1. Review control measures
1. Likelihood of event occurring
1. Consequences of event occurring
1. Level of risk involved
Evaluate the risk
1. Evaluate (certain, almost certain, likely, moderate, unlikely, rare)
1. Rank the risk (extreme, very high, medium, low, negligible)
Treat the risks
1. Identify options
1. Select the best responses
1. Develop risk management plans
1. Implement
1. Review regularly

Types of Risk

Physical Risk
1. Personal injury
1. Athlete development
1. Environmental and weather conditions
1. Risk to the associations and/or Centres physical assets such as equipment, grounds, vehicles and buildings.
Financial Risk
1. Theft
1. Fraud
1. Damages claims
1. Best practices
1. Budgeting
Ethical or Moral Risk
1. Discrimination
1. Child abuse
Legal
1. Government Regulations
1. BTC Fitness Regulations

Risk Management for Activities and Services

Prevention of Injury

Many injuries gained through sport can be easily avoided by taking several precautionary steps.

Stretching, Warm Up and Cool Down

Warming up is an important aspect of injury prevention, preparing athletes both physically and mentally for the activity ahead.

The ideal warm up will help to raise body temperature and increase heart rate. Fun running games of various sorts will ensure that these appropriate responses are achieved. Stretching should always follow this initial warming up stage.

Stretching assists with flexibility. Flexible muscles and joints reduce the risk of injury, as they are able to better respond and adapt to sudden movements.

Cooling down is just as important as warming up! It prevents muscles feeling tired and sore after exercise, stretches out muscles contracted from vigorous exercise and lowers the body temperature and heart rate.

Event or factor: Stretching, Warm-Up and Cool Down

Common practice

All athletes to warm up and stretch prior to the commencement of any sessions.
All athletes to cool down and stretch, particularly following strenuous sessions.

Suggested practice

Warm up and cool down should take approximately 5–10 minutes, however, environmental conditions need to be considered (e.g. in cold weather the warm-up should be longer).
The warm-up should lead into the activity. Therefore, if there is a long break between events athletes should warm up again.
Stretching activities should be interspersed throughout the warm-up.
The warm-up should be fun and include games relevant to the events.
Warm up, stretching and cool down should be supervised.
Seven rules for stretching to ensure maximum safety:
1. Warm up prior to stretching
1. Stretch before and after exercise
1. Stretch all muscle groups that will be/have been involved in the activity through the full range of movement to be/being preformed
1. Stretch gently and slowly
1. Never bounce or stretch rapidly
1. Stretch to the point of tension, never pain
1. Do not hold your breath when stretching
Cooling down should mimic the initial warning up routine.

Event or Factor: Medical Pre-Screening

All participants are required to fill out a pre-screening form to ascertain personal risk for each participant.

An industry standard scoring procedure is used to single out high risk and potential high-risk clients. These clients are required to obtain clearance from a medical professional before and training can begin.

Current emergency medical plans for long term conditions should be disclosed to BTC Fitness, for example asthma or diabetes. BTC Fitness will keep this information with a client’s personal data for emergency situations that may arise. All data is kept confidential.

Disclosure of all pre-existing medical problems is mandatory.

First Aid and Emergencies

Emergency contact information and first aid kits are carried on site.

Providing a Safe Environment

Training Area, Facilities and Equipment

It is BTC Fitness Staff’s responsibility to ensure that the facilities and equipment used by participants are safe and free from the risk of injury. Wherever possible, safety measures should be put in place to reduce the risk of accidents.

The training environment is defined as the area surrounding the training area. The area may include spectator areas, staff rooms, toilets, canteens, playground areas and car parks.

Event or factor: Bathroom Breaks

Common practice

Children/adolescents will not be allowed to go to the bathroom alone. A ‘buddy system’ will be implemented where two children/adolescents accompany each other on bathroom breaks.

Event or factor: Spectator Areas

Common practice

Training sessions are conducted in public venues such as parks, school yards or purpose-built venues.

Before every session, a safety check of the area and equipment should be conducted to ensure the immediate surrounds are free of debris, such as broken glass and that the venue is safe for participants, spectators and staff.

Ensure the arena is inspected for used syringes or other material that may pose a health and safety risk to people. Used syringes should be collected and disposed of in a biohazard container.

Event or factor: General Equipment Maintenance

Suggested practice

Regular maintenance of training equipment will ensure a longer life. Report all breakages, cracks in equipment and wear.
Monitor older items more closely.
Equipment should be cleaned regularly and dried down on wet or dewy days.
Mats should be checked for rips and repaired immediately.
Stopwatches should be serviced annually.
Have a plan in place to be able to afford to repair broken equipment or buy replacement equipment where necessary.

Event or factor: Cold weather

Suggested practice

Extended time between activities should be avoided. Long breaks between events or exercise means young bodies can cool down, increasing the likelihood of muscle related injuries.
Participants should be encouraged to keep warm and wear adequate clothing.
If there has been an extended period of no activity, athletes should warm-up and stretch again.
In the event of extreme low temperatures, sessions should be postponed or cancelled.

Event or factor: Warm Weather – Sun and Heat Exposure

Required practice

All training sessions must abide by BTC Fitness’s Heat Policy, which includes information regarding attire and sun safety.

Common practice

Sunscreen is promoted and provided by BTC Fitness. All participants, staff, spectators and volunteers are encouraged to apply sunscreen to exposed body parts.
Participants are required to apply sunscreen to exposed skin at least 20 minutes prior to any training sessions.
Participants and staff are encouraged to drink before they arrive at competition and to drink fluids regularly. Thirst is NOT an adequate indicator of the need for fluid. Water is the best fluid replacement.
All participants should onboard appropriate amounts of fluid at least 30 minutes to an hour before any training sessions.
All participants should be encouraged to continuously replace fluids.
Ensure access to fresh drinking water is freely available.
Maximise use of natural shade provided from buildings, trees and other structures.
Hats and Sun safe Clothing must be worn by all athletes.

Suggested practice

Where possible, events and training times should be scheduled outside the hours of 10am and 2pm.
BTC Fitness staff should promote the Heat Policy to participants and encourage the wearing of hats and sunglasses where practical.
Staff should act as SunSmart role models.
Programmes, newsletters and public announcements to be used to promote sun safe behaviour.
Staff should be aware of the symptoms of heat illness and continually monitor athletes for signs of heat illness.

Event or factor: Bad Weather and Lightning

Common practice

Do not train during a thunderstorm
Weather reports will be closely monitored for bad weather.
If thunderstorms and/or lightning is forecast, training sessions will be postponed or cancelled.
In the unlikely event of a session taking place during a sudden thunderstorm or lightning storm, the session will be stopped and cancelled immediately.
If staff and participants cannot find suitable shelter, such as a building or car, all participants and staff seek the safest spot available. If no suitable shelter can be found all participants and staff should spread out and adopt the ‘lightning pose’ which is crouched down making the body as small as possible and covering your ears with your hands.
Take shelter in a solid building or hardtop vehicle. Avoid small open structures or fabric tents.
Never shelter under small groups of (or single) trees.
In a thunderstorm, stay away from metal poles and fences.
In wet and cold conditions:
1. Avoid standing exposed for long periods
1. Wet clothing should be changed as soon as practical
1. Wear appropriate clothing:
Dress in layers to trap the heat and prevent heat loss
Add or remove layers of clothing as necessary
Wear hat and gloves to reduce the amount of heat lost.

Suggested practice

Temporary postponement of the event or practice is required in the event of lightning or severe storms. If you hear thunder 30 seconds after seeing a lightning flash, all individuals should already be inside in a safe shelter
In wet and cold conditions allow participants and staff to dress for the occasion.
In wet conditions, it may be necessary to postpone/cancel sessions on account of a lack of traction underfoot on slippery surfaces.
Landline telephones should not be used during a thunderstorm. In the case of emergency, a mobile phone should be used.

Personal Safety

Event or factor: Personal Safety

Required practice

Persons over the age of 18 who are not the parent of guardian of children participating in a BTC Fitness training session or event but are volunteering their time must have a Working with Children Check (Blue Card) issued by Blue Card Services.
BTC Fitness has a Zero Tolerance Policy which, among other things, covers personal safety.

Suggested practice

1. All applicable BTC Fitness staff and volunteers must have a Blue Card.

2. Parents are free to attend events and training sessions.

4. Children should go to the toilet in pairs.

5. Participants should be encouraged never to go with someone they do not know.

6. Participants should be encouraged to tell someone if they feel unsafe or unsure with a person or situation.

7. All staff should act in accordance with the BTC Fitness Child & Youth Risk Management Policy, Suspicion & Disclosure of Harm Policy and Code of Conduct.

8. BTC Fitness should promote personal safety in media, newsletters and communiques to parents/guardians.

Event or factor: Footwear

Required practice

BTC Fitness participants must wear closed-toe shoes at all times.

Suggested practice

Centres should educate parents and participants on appropriate shoes to wear. Appropriate shoes should:

• Be of good quality (this does not necessarily mean expensive).

• Fit the foot type, offer stability and be able to absorb shock.

• Ensure the shoe is compatible to the participant’s foot (local shoe stores or podiatrists should be able to suggest which shoe is most compatible).

• If shoes tend to wear on one side or the other this could be an indication of a foot problem, and a podiatrist or sports medicine specialist may need to be consulted to prevent a possible injury.

Event or factor: Bloodborne Infection

Suggested practice

If bleeding occurs during a training sessions or event, the wound should be covered with a closed to the air dressing (occlusive) as soon as possible.
Clothing or equipment covered in blood is changed, before the participant returns to the sessions or event.
Disposable gloves are available and always worn by a person working with bodily fluids. Gloves are never reused.
Mouth pieces, resuscitation bags, or other ventilation devices are in the first aid kit and available for use.
If the participant is able to continue training, dressings should be suitable to withstand the demands of training.
Staff and participants should cover their own, pre-existing, wounds with occlusive dressing prior to the event.
A person with a current first aid certificate is in attendance.
Staff and participants report bleeding injuries as soon as possible.
Hand washing facilities are available.
Staff members are aware of basic first aid and infection prevention.
Each session should have safety gloves, tongs, a shovel and solid plastic biohazard container for the disposal of items such as used syringes. If an item such as a syringe is found, when examining the venue prior to activities, it should not be picked up by hand.
If blood gets on the skin, wash well with soap and water.
Clean a blood spill area with paper towel and dispose of paper towel in a sealed plastic bag. Wash area with disposable towel using a 1:10 bleach solution. Bleach is a poison, and proper care should be taken when using it, always wear gloves, do not let it touch unexposed skin

Personal Protection

BTC Fitness is firmly committed to a coordinated and comprehensive approach to promote the protection of children and adults and act in accordance with the BTC Fitness Child Protection Policy.

To promote and protect the rights, interests and wellbeing of children in Queensland.

a) Every child is a valued member of society

b) In decisions involving the child:

the best interest of the child is the paramount concern; and
the child’s views and wishes should be considered in a way that has regard to the child’s age and maturity.

c) Every child is entitled:

to be treated in a way that respects the child’s dignity and privacy; and
to be cared for in a way that protects the child from harm and promotes the child’s wellbeing; and
to express the child’s concerns and grievances and to have them dealt with in a way that is fair and timely and promotes the child’s participation; and
to receive information and help to enable the child to exercise the child’s entitlement; and
to have the services necessary to meet the child’s needs

d) The family has the primary responsibility for the upbringing and development of its children and should be supported in that role.

BTC Fitness aims to promote a safe environment for all children and adults and to recognise and notify suspected child abuse and neglect.

BTC Fitness is committed to the belief that all children have a right to feel safe at all times.

Clients Rights

All clients of BTC Fitness have the right to:

Be protected from abuse by adult management, staff, spectators and volunteers.
Be safe.
Be listened to.
Be respected.
Be protected from abuse by other child participants.
Be referred to appropriate professional help if needed.

Supervision

Adequate staff-to-participant ratios are to be maintained (minimum 1:10).
Staff members are not left alone with children or adolescents. A minimum of two staff will attend each training session.
Wherever practical, staff will avoid unaccompanied and unobserved one on one activity (when in a supervisory capacity or where a power balance exists) with people under the age of 18.
Staff will ensure limited opportunities for unsupervised access to children by members of the public not employed by BTC Fitness.
Staff will ensure adolescents are adequately supervised by BTC Fitness staff for the duration of their fitness sessions(s), out with these times parental or self-supervision will be required.
Staff will not leave adolescents unattended during sessions.
Staff will not allow children to leave with an unapproved person or alone without parental consent.
Staff will not leave the premises before all children who have pre-arranged to be collected by parents/guardians have been collected.

Drop off and pick up of participants by parents/guardians

Children may be dropped off before a training session/event and picked up afterwards by their parents or guardians. In other instances, children may make their own way to and from an activity. On their way to and from children may be exposed to potential risk. BTC Fitness are unable to change these risks and cannot be held liable or responsible for a child outside the start and end times of a training session.

BTC Fitness will agree with parents a set procedure for drop off and pick up arrangements, including whether a child makes their own way to and from an activity, or will be dropped off and picked up. Parents/guardians will be informed of the times of training sessions and events and when they can expect to collect their children. Parents/guardians will be informed of the drop off/pick up area. Parents/guardians will be advised that it is not BTC Fitness’ responsibility to transport children home if parents are delayed.
BTC Fitness will ensure there is a buffer period where a member of staff arrives a certain period before an activity starts and stays a certain period after it ends. Parents/guardians will be informed of the length of this buffer period. Parents/guardians may be charged for any length of time staff members are forced to wait with participants outside this buffer zone due to a parent/guardian being delayed.
BTC Fitness will instigate a policy where the second to last child and their parent/guardian will wait with the staff/trainer and the last child. This will also enable the staff/trainer to concentrate on making contact with the parent/ guardian.
BTC Fitness will ensure that all training sessions are staffed with at least two staff member to avoid the risk of any one staff member being alone with a child.
BTC Fitness policy requires and up to date register of parent/guardian emergency contact numbers and an up to date list of parents/guardians granted permission to drop off/pick up children.

Disclosure & Suspicion of Harm Policy.

Company: BTC Fitness Date Reviewed: 8^th June 2025

What is a ‘disclosure’ of harm?

A disclosure of harm occurs when someone, including a child, tells you about harm that has happened, is happening, or is likely to happen to a child.

Disclosures of harm may start with:

• ‘I think I saw…’

• ‘Somebody told me that…’

• ‘Just think you should know…’

• ‘I’m not sure what I want you to do, but…’

It is important to act quickly and in the best interests of the child or young person after a disclosure of harm is received, irrespective of the alleged source of harm.

What is a ‘suspicion’ of harm?

A suspicion of harm is when someone has a reasonable suspicion that a child has suffered, is suffering, or is at an unacceptable risk of suffering, significant harm. This includes circumstances which relate to an unborn child who may be in need of protection after he or she is born. A child who has been, or may be experiencing, abuse may show behavioural, emotional or physical signs of stress and abuse.

There may also be other circumstances where there is concern for a child’s welfare, but it does not reach the threshold to be considered a disclosure or suspicion of harm.

You have a duty of care to follow up any suspicions of harm or potential risk of harm to children and young people in your care. You can do this by observing and recording the actions of children who might be at risk and reporting your concerns to the relevant authority.

You can suspect harm if:

A child or young person tells you they have been harmed
Someone else, for example, another child, a parent, or an employee, tells you that harm has occurred or is likely to occur
A child or young person tells you they know someone who has been harmed (it is possible that they may be referring to themselves)
You are concerned about significant changes in the behaviour of a child or young person, or the presence of new, unexplained and suspicious injuries, or
You see the harm happening.

Managing and recording a disclosure or suspicion of harm.

How to manage a disclosure of harm.

When receiving a disclosure of harm, all BTC Fitness staff members must:

Remain calm and listen attentively, actively and non-judgementally
Ensure there is a private place to talk
Encourage the person to talk in their own words and ensure just enough open-ended questions are asked to act protectively (e.g. ‘Can you tell me what happened’…or ‘Can you tell me more about that’).

Do not ask leading questions which tend to suggest an answer.

Ensure the person is advised that the disclosure cannot remain a secret and it is necessary to tell someone in order to get help.

Reassure the person they have done the right thing by telling you
Advise the child that you need to tell someone else who can help the child
Document the disclosure clearly and accurately (using an Incident and Concern Reporting Form), including a detailed description of:
- the relevant dates, times, locations and who was present
- exactly what the person disclosing said, using “I said,” “they said,” statements
- the questions you asked
- any comments you made, and
- your actions following the disclosure

Do not attempt to investigate or mediate an outcome, and
Follow the relevant process for reporting a disclosure of harm and consider whether there are requirements to report matters to the Queensland Police Service or Child Safety.

Suspicion of harm (or other concern for a child’s welfare).

In relation to a ‘suspicion’ of harm, all staff should:

Remain alert to any warning signs or indicators
Pay close attention to changes in the child’s behaviour, ideas, feelings and the words they use
Make written notes of observations in a non-judgemental and accurate manner
Assure a child that they can come to talk when they need to, and listen to them and believe them when they do, and
Liaise with the BTC Fitness Contact Officer and follow any instructions and advice given. Follow the relevant process for reporting a suspicion of harm and consider whether there are requirements to report matters to the Queensland Police Service or Child Safety Services or consider what support services could be offered to the family if the concern does not meet the relevant threshold to make a report.

Contact Officer: Richard Bradley

Role/Position: Co-Owner

Contact Info: 0478 555 811 brad@btcfitness.com.au

Duties:

Reviewing and managing policies and procedures for handling disclosures or suspicions of harm
Inducting and training paid employees and volunteers in handling disclosures or suspicions of harm
Providing paid employees and volunteers with a copy of policies and procedures for handling disclosures or suspicions of harm, as well as the phone numbers of key contacts
Offering assistance and support when a person in the organisation receives a disclosure of harm
Organising external support to assist parties following a disclosure or suspicion of harm developing
Processes for minor corrective issues that don’t need to be reported to an outside authority and
Dealing with the media.

Reporting a Disclosure or Suspicion of Harm.

Mandatory Reporting Vs Non-Mandatory Reporting.

There are two types of reporting involved in child safety:

Mandatory reporting refers to incidents which MUST be reported immediately.

Non-Mandatory reporting refers to incidents which MAY be reported if the reporter considers them serious enough to be reported or when advised to do so by an external service such as Family and Child Connect.

You should use your judgement to decide if/when non-mandatory reportable incidents should be reported and which organisation they should be reported to. Discussion with the family should always be your first action.

Mandatory Reportable Incidents.

You must report the following incidents to Queensland Police on 000 as soon as possible. (Not doing so constitutes a criminal offence.)

If you witness or reasonably suspect (through disclosure or other means) that a child is being, or has been, the victim of sexual abuse by an adult.
If you believe a child to be at imminent risk of significant harm, in imminent danger or in a life-threatening situation.

Under the Criminal Code Act 1899 it is an offence for any adult NOT to report to police sexual offending against a child by another adult and an offence to fail to protect a child from a sexual offence in an institutional setting.

For these laws, child means a person under 16 or a person under 18 with an impairment of the mind.

An impairment of the mind, as defined in the Criminal Code, means a disability due to an intellectual, psychiatric, cognitive or neurological impairment (or a combination of these), which leaves the person with both:

A substantial reduction in their capacity for communication, social interaction or learning
A need for support.

Definition of Child Sexual Abuse.

A child sexual offence is an offence of a sexual nature committed against a child and includes:

Indecent treatment of a child
Engaging in penile intercourse with a child under 16
Rape
Incest
Grooming a child (or their parent or carer)
Making child exploitation material
Repeated sexual conduct with a child.

Indecent treatment of a child covers a range of conduct of a sexual nature. Examples may include:

Fondling a child in a sexual manner
Having the child touch the genitals of another person
Taking a sexual photograph of a child.

Grooming a child (or their parent or carer) refers to the way some offenders form relationships and build trust with children, parents, carers, teachers and other children in order to get close to a child and create the opportunity for sexual abuse. It can be difficult to identify because the behaviour itself may not be abusive or sexual. Grooming can often occur online.

How to determine if there is significant harm.

Section 13C of the Child Protection Act 1999 provides guidance when forming a reasonable suspicion about whether a child has suffered significant harm, is suffering significant harm, or is at an unacceptable risk of suffering significant harm. The matters that a person may consider include:

Whether there are detrimental effects on the child’s body or the child’s psychological or emotional state:

That are evident to the person
That the person considers are likely to become evident in the future, and

In relation to any detrimental effects to the child the reporter may consider:

Their nature and severity
The likelihood that they will continue
The child’s age.

The person’s consideration may be informed by an observation of the child, other knowledge about the child or any other relevant knowledge, training or experience that the person may have.

Defining harm.

Harm is defined as ‘any detrimental effect of a significant nature on the child’s physical, psychological or emotional wellbeing’. Harm can be caused by physical, psychological, or emotional abuse or neglect; or sexual abuse or exploitation (section 9 of the Child Protection Act 1999).

Considerations when forming a reasonable suspicion about harm to a child include (section 13C of the Child Protection Act 1999):

Whether there are detrimental effects on the child’s body, the psychological state or emotional state that are evident to the person, or that the person considers are likely to become evident in the future, and
In relation to any detrimental effects mentioned above, their nature and severity, and the likelihood that they will continue, and
The child’s age.

It is also important to remember that harm can be caused by a single act or omission or a series of acts or omissions.

TYPES OF ABUSE Actions/behaviours by perpetrator	RESULTING HARM Impact experienced by the child
Physical abuse • Hitting • Shaking / throwing • Burning / scalding • Biting • Causing bruising or fractures by excessive discipline • Poisoning • Giving children alcohol, illegal drugs or inappropriate medication • Domestic and family violence	Physical Refers to the body • Bruising • Fractures • Internal injuries • Burns
Psychological or Emotional abuse • Scapegoating • Persistent rejection or hostility • Constant yelling, insults or criticism • Cultural affronts • Teasing / bullying / cyberbullying • Exposure to domestic and family violence	Psychological Refers to the mind and cognitive processes • Learning and developmental delays • Impaired self-image
Neglect • Not giving a child sufficient food, housing, clothing, enough sleep, hygienic living conditions, health care and adequate supervision • Leaving children unattended • Children missing school	Emotional Refers to the ability to express emotions • Depression • Hypervigilance • Poor self esteem • Self-harm • Fear / anxiety
Sexual abuse or exploitation • Kissing or holding a child in a sexual manner • Exposing a sexual body part to a child • Talking in a sexually explicit way that is not age or developmentally appropriate • Exposing children to sexual acts or pornography • Making obscene phone calls or remarks to a child • Having sexual relations with a child or young person under 16 years of age	This is not a complete list of the types of abuse and resulting harm that may be experienced by children and young people, however it is to be used as a predictive tool for potential signs of harm. Each child’s experience is different and depends on a range of factors, including the child or young person’s age, the nature of harm, how long the abuse has been occurring, their relationship to the abuser, and their support networks.

Some general indicators of child abuse include:

Showing wariness and distrust of adults
Rocking, sucking or biting excessively
Bedwetting or soiling
Demanding or aggressive behaviour
Sleeping difficulties, often being tired and falling asleep
Low self-esteem
Difficulty relating to adults and peers
Abusing alcohol or drugs
Being seemingly accident prone
Having broken bones or unexplained bruising, burns or welts in different stages of healing
Being unable to explain an injury, or providing explanations that are inconsistent, vague or
unbelievable
Feeling suicidal or attempting suicide
Having difficulty concentrating
Being withdrawn or overly obedient
Being reluctant to go home
Creating stories, poems or artwork about abuse

Some indicators of neglect include:

Malnutrition, begging, stealing or hoarding food
Poor hygiene, matted hair, dirty skin or body odour
Unattended physical or medical problems
Comments from a child that no one is home to provide care
Being constantly tired
Frequent lateness or absence from school
Inappropriate clothing, especially inadequate clothing in winter
Frequent illness, infections or sores
Being left unsupervised for long periods.

Non-Mandatory Reportable Incidents.

Child protection is everybody’s responsibility, and every person SHOULD report to Child Safety if that person forms a reasonable suspicion that a child (including an unborn child) has suffered, is suffering, or is at unacceptable risk of suffering significant harm AND does not have a parent able and willing to protect the child from the harm.

How to determine if there is a parent willing and able to protect the child.

A parent may be willing to protect a child but not have capacity to do so and therefore they are not considered ‘able’. This may include parents suffering from a severe mental health condition or physical illness / injury.

Alternatively, a parent may have the capacity to protect a child (i.e. they may be able) but may choose not to do so (i.e. they are not willing). This may include a parent continuing a relationship with a person who is sexually abusing their child.

In some circumstances, a parent may be both not able and not willing to protect the child from harm. In some cases, the circumstances in which the harm occurred will be so serious that it can be presumed there is no parent able or willing to protect the child.

If there is considered to be at least one parent both ‘able’ and ‘willing’ to protect the child, the child is NOT considered to be in ‘need of protection’.

If you have formed a reasonable suspicion that a child (including an unborn child) has suffered, is suffering, or is at unacceptable risk of suffering significant harm AND does not have a parent able and willing to protect the child from the harm you should make a report to Child Safety Services.

The information which must be provided to Child Safety

Under section 13G(2) of the Child Protection Act 1999, the written report about a ‘reportable suspicion’ must contain the following details:

The basis on which the person has formed the reportable suspicion, and
The information prescribed by regulation, to the extent of the person’s knowledge.

Follow the steps outlined below.

Step 1:

Discuss the incident with your contact officer who can guide you through the next steps.

Step 2:

Ascertain if there is a parent/guardian who is both willing and able to protect the child from harm.

If it is determined that there is no parent/guardian both willing and able to protect the child from harm, you must make a report to Child Safety Services.

Step 3:

Make a report of your suspicions or of a disclosure using the correct form which can be provided by your contact officer.

Your contact officer can either help guide you in making the report to Child Safety Services or can make the report on your behalf. In either instance you should still fill out the report form as your information is firsthand.

Step 4:

Follow advice and guidance given to you (or via your contact officer) by Child Safety Services or Queensland Police.

Where There IS a Parent/Guardian Either Willing OR Able to Protect the Child.

In the instance where a reasonable suspicion of a child suffering harm where there is a parent/guardian either willing or able to protect the child you should consider whether referral is required to other support services, including Family and Child Connect.

Your first step would always be to begin a dialogue with the family about your concerns.

Your next step would be to liaise with the family to receive support from external sources such as Child Safety Services, Queensland Police or Family and Child Connect Services.

Deal with concerns for a child that do not amount to a reasonable suspicion of harm by considering what support services could be offered to the family. Discuss your concerns with a parent/guardian first.

Making a report to Family and Child Connect requires a parent or guardian’s consent in cases where a concern does not amount to a reasonable suspicion of harm.

Family and Child Connect services can provide information and advice about connecting families with support services and the circumstances in which a referral can and should be made to one of these services.

Confidentiality.

All information gathered should be kept strictly confidential.

The incident should not be discussed outside of those directly connected with it.

Paperwork and report forms should be kept securely.

Risk Management Plan – Blatchford Park Reserve, 30 Blatchford Drive, Murrumba Downs, 4503.

Introduction

This risk management plan outlines potential hazards and mitigation strategies for BTC Fitness, which provides group fitness sessions for 13-17-year-olds and personal training for individuals aged 13 and over in public parks. The goal is to ensure participant safety, comply with local regulations, and minimize risks associated with outdoor training.

Last updated: 14^th February 2025.

All remedial actions taken by C.J. Walton & R. Bradley (Business owners and on-site staff).

All risk management remedial actions enforced from 14^th February 2025 and onwards.

Environmental:

Risk: Extreme weather (storms, flooding etc.).

Consequences associated with risks: Potential for personal injury, death, damage to property.

Risk level: Extreme.

Action taken to mitigate risk: Keep up to date on weather reports. Sessions are cancelled in the event of hazardous weather. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Extreme weather – Heat.

Consequences associated with risks: Dehydration, heatstroke and other heat related issues.

Risk level: High.

Action taken to mitigate risk: Slip, slop, slap, seek, slide protocol in effect at all sessions. Shade is easily available. Regular hydration breaks. Participants will be educated in sun safety and monitored by staff. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Uneven ground or obstacles.

Consequence associated with risks: Bodily injury, trips, falls, cuts, grazes, etc.

Risk level: High.

Action taken to mitigate risk: Before each session begins, a thorough check of the area will be physically performed and all obstacles removed off site where possible and marked and avoided in the event the obstacle cannot be removed. Uneven ground will be marked and avoided where possible. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Wildlife and insects.

Consequence associated with risk: Bites, stings and allergic reactions.

Risk level: Medium.

Action taken to mitigate risk: Participants are educated about potential dangers. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Hay fever/allergies.

Consequence associated with risk: Allergic reactions.

Risk level: High.

Action taken to mitigate risk: Medical pre-screening is required before any training takes place to eliminate risks from pre-existing conditions/injuries etc. All participants are monitored by staff. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Sunburn.

Consequence associated with risk: Sunburn, skin damage, heatstroke as a by-product.

Risk level: High.

Action taken to mitigate risk: Slip, slap, slop, seek, slide protocol in effect at all sessions. Shade is available. Participants will be educated in sun safety and monitored by staff. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Traffic hazards.

Consequence associated with risk: Injury resulting from road traffic accidents, collisions etc.

Risk level: High.

Action taken to mitigate risk: Site is approx. 45 metres from any road. Staff members will monitor participants and keep them away from roads. Participants will wear Hi-Viz bibs or sashes to enable staff to monitor their whereabouts easily. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Traffic hazards.

Consequence associated with risk: Injury resulting from road traffic accidents, collisions etc.

Risk level: High.

Risk level after action taken: Low.

Equipment Related.

Risk: Damaged or faulty equipment.

Consequence associated with risk: Injuries caused by faulty or damaged equipment.

Risk level: High.

Action taken to mitigate risk: All equipment is inspected before each session for damage. Damaged equipment is replaced. Equipment maintenance and inspection records are kept. Equipment lifespan records kept and equipment reaching ‘end-of-life’ is replaced or repaired.

Risk level after action taken: Low.

Risk: Damaged or faulty equipment.

Consequence associated with risk: Injuries caused by faulty or damaged equipment.

Risk level: High.

Risk level after action taken: Low.

Risk: Improper use of equipment.

Consequence associated with risk: Injuries caused by faulty or damaged equipment.

Risk level: High.

Action taken to mitigate risk: All participants receive demonstration and instruction in equipment use before they are allowed to use the equipment. Participants are monitored by trained staff during all equipment use.

Risk level after action taken: Low.

Risk: Damage to site by equipment.

Consequence associated with risk: Damage to trees and other natural infrastructure caused by equipment. Damage to site man-made infrastructure (playground equipment, public seating etc.)

Risk level: Medium.

Action taken to mitigate risk: NO site infrastructure will be used in any way during sessions (trees, playground equipment etc.) Small pieces of equipment (medicine balls, dumbbells etc.) are stored in a box or on a mat when not in use.

Risk level after action taken: Low.

Participant Related.

Risk: Over traininig causing injuries.

Consequence associated with risk: Muscle strains, pulls and minor injuries.

Risk level: Medium.

Action taken to mitigate risk: All training is strictly supervised and monitored by staff to reduce overtraining risks. Modification of exercises to mitigate risk if necessary. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Adequate supervision.

Consequence associated with risk: Unsupervised children. Potential for children to wander off site..

Risk level: Medium.

Action taken to mitigate risk: Adequate staffing is in place to monitor all participants. (1 staff member to 5 participants)

Risk level after action taken: Low.

Risk: Stranger danger.

Consequence associated with risk: Potential for children to be approached by strangers.

Risk level: Low.

Action taken to mitigate risk: All children will be monitored by staff at all times during sessions.

Risk level after action taken: Low.

Risk: Lack of lighting.

Consequence associated with risk: Trips, falls and collisions resulting from low light conditions.

Risk level: Low.

Action taken to mitigate risk: All sessions take place during daylight hours. In the rare event that extreme weather causes low light issues, sessions will be cancelled.

Risk level after action taken: Non existant.

Risk: Overexertion/Heatstroke.

Consequence associated with risk: Heat stroke and other heat related issues caused by excess heat.

Risk level: High.

Action taken to mitigate risk: Slip, slop, slap, seek, slide protocol in effect at all sessions. Shade is available. Regular hydration breaks. Participants will be educated in sun safety and monitored by staff. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Allergies. (Hay fever, insect bites).

Consequence associated with risk: Allergic reactions, dermatological problems, respiratory issues, small potential for anaphylaxis.

Risk level: Medium.

Action taken to mitigate risk: All staff members hold first aid certificates. Medical pre-screening is required before any training takes place to eliminate risks from pre-existing conditions/injuries etc. High risk clients are denied participation. A first aid kit is available on site at all times. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Allergies. Pre-Existing medical conditions.

Consequence associated with risk: Asthma attacks. Aggravating a previous injury. Potential for more serious problems such as heart attacks, respiratory issues, high blood pressure etc.

Risk level: Medium.

Action taken to mitigate risk: Medical pre-screening is required before any training takes place to eliminate risks from pre-existing conditions/injuries etc. High risk clients are denied participation. All participants who suffer from asthma will be required to provide an asthma action plan from their medical practitioner before participation. All participants are monitored by staff. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

Risk: Allergies. Access to facilities.

Consequence associated with risk: Unable to access essential facilities such as drinking water and toilets.

Risk level: Medium.

Action taken to mitigate risk: All participants are required to bring sufficient drinking water to all sessions. Public drinking water and public toilets are located approx. 50 metres from site.

Risk level after action taken: Low.

Risk: Allergies. Behavioral issues (teens).

Consequence associated with risk: Potential for bullying, mental, emotional and physical abuse. Disruptions. Unsafe conduct.

Risk level: Medium.

Action taken to mitigate risk: All participants are monitored by staff at all times during sessions. Staff engage positively. Participants are required to agree to a clear set of rules before participating requiring them to be kind, courteous and polite to other participants and staff at all times. All clients and staff members must follow BTC Fitness’ Code of Conduct.

Risk level after action taken: Low.

Risk: Allergies. Damage to site by foot traffic.

Consequence associated with risk: Potential to damage grass surface of site due to repetitive footfalls.

Risk level: Medium.

Action taken to mitigate risk: All training sessions will be rotated around the site to prevent damage to the grass surface from foot falls as much as possible.

Risk level after action taken: Low.

Risk: Allergies. Potential injuries from exercise and fitness activities.

Consequence associated with risk: Potential collisions, muscle injuries, broken bones, lacerations etc.

Risk level: Medium.

Action taken to mitigate risk: All participants are monitored by staff at all times during sessions. No exercise at sessions requires any kind of bodily contact. Adequate space will be given between participants to reduce the chances of accidental collision. All staff members hold first aid certificates. A first aid kit is always available on site. Easy access to site by emergency services. Emergency contact numbers on hand.

Risk level after action taken: Low.

First Aid and Medical Response.

All trainers hold current First Aid and CPR certification.
First Aid kit available at all sessions.
Call emergency services (000) if necessary.
Site is easily accessible for emergency services.
Inform parent/guardian immediately in case of injury or incident.

Extreme Weather Protocol

Cancel or reschedule sessions during storms, excessive heat, or poor air quality.
Move to a shaded or sheltered area if caught in sudden weather changes.

Incident Reporting

Document any injuries or incidents in an incident report form.
Notify relevant authorities of all hazards, incidents and near misses (Public Space Permits Team).

Legal & Compliance

Ensure all trainers have proper qualifications and insurance.
Obtain waivers and consent forms for all participants (parental consent for teens).

Ongoing Review & Improvement

Conduct regular risk assessments.
Gather feedback from participants and guardians.
Update safety measures and procedures as needed.

BTC Fitness Blue Card Details.

Organisation ID: 1035701

Name: BTC Fitness

ABN: 823814014030

E-Mail: admin@btcfitness.com.au

Website: www.btcfitness.com.au

Registered Names.

Charlotte Walton (Co-Owner) – Ref. No. 2170562/3 Expiry: 01/04/2028

Richard Bradley (Co-Owner) – Ref. No. 2538910/1 Expiry: 11/02/2028

You can use the above details to check the validity of any Blue Card by using the Queensland Government BCS check tool here.

Child & Youth Risk Management & Code of Conduct

Contents:

Child and Youth Risk Management Strategy.

Strategy for Handling Disclosures or Suspicions of Harm for a Fitness Business Working with Adolescents (Ages 13–17) In Accordance with Queensland Law

BTC Fitness Code of Conduct.

Emergency Management Plan.

Heat Policy.

Risk Management Plan.

Disclosure & Suspicion of Harm Policy.

Risk Management Plan – Blatchford Park Reserve, 30 Blatchford Drive, Murrumba Downs, 4503.

BTC Fitness Blue Card Details.