Child Safe Standards Policy
The purpose of the Child Safe Standards is to prevent abuse of children by making organisations safer for children. So that children at community language schools can feel safe and be safe, responsibility for child safety should be understood and accepted by everyone in the organisation.
The Standards incorporate three principles related to identifying and responding to the needs of Aboriginal and Torres Strait Islander children; children from culturally and linguistically diverse communities; and children with a disability.
The school complies with current Child Safe Standards outlined on Community Languages Victoria (CLV)’s Child Safety Page (in accordance with CCYP’s Child Safe Standards: CCYP | Child Safe Standards) and all staff, volunteers, and committee members must attend Child Safe Standards training upon commencement and every two years, as well as sign a Child Safety Code of Conduct annually, which establishes clear expectations for appropriate behaviour with children.
The Child Safety Policy and Child Safety Code of Conduct are kept on file at the school.
For more information, refer to CLV’s CLS Child Safety Policy & Procedures and CLS Child Safety Code of Conduct.
CLS Child Safety Policy & Procedures
CLS Child Safety Code of Conduct
Working with Children (WWC) Checks
Working with Children (WWC) Checks are required by law under the Worker Screening Act 2020 (Vic) for people who engage in child-related work. All staff, volunteers, and committee members, regardless of whether they have regular contact with students, must have a valid WCC Check or current Victorian Institute of Teaching registration (VIT) at all times. The school has a process to track and monitor the currency of these checks.
The school maintains a register of everyone who has undertaken the training and keeps copies of the Code of Conduct and WWC Checks /VIT registration on file.
Enrolment and Withdrawal Policy and Procedures
The school’s enrolment form can be found on the school’s website or can otherwise be obtained by contacting the school.
To withdraw a student/s from the program, parents must advise the school in writing.
Behaviour Management Policy
The school promotes positive behaviour and works to prevent behavioural issues by:
- Defining and teaching school-wide expectations for all
- Establishing whole school positive behaviour programs
- Establishing consistent school-wide processes to identify and support students at risk of disengagement from learning.
The school responds to individual students exhibiting challenging behaviour by:
- Assessing the behaviour and its functions, influences, and triggers
- Developing a Behaviour Support Plan and/or Individual Education Plan (involve parent or carer)
- Considering if any environmental changes need to be made
- Teaching replacement behaviours
- Implementing appropriate disciplinary measures that are proportionate to problem behaviours
Corporal punishment is prohibited in the school and will not be used in any circumstance. Suspension is a serious disciplinary measure, and the school will consider alternative interventions and support for students before proceeding to suspension as the appropriate Students will always be provided with an opportunity to be heard.
School Rules of the Greek Orthodox Community School of Hobsons Bay
GOCSHB upholds a set of clear and simple rules to ensure a positive and productive learning environment for all:
– Arrive on time to class and always give your best effort.
– Be polite, kind, and act in a safe manner.
– Support the learning environment by helping teachers teach and students learn.
– Show respect for everyone.
If a student’s behavior does not meet these expectations, the following steps will be taken to address the issue:
First Step: The student will receive a warning, and the consequences of continued misbehavior will be clearly explained.
Second Step: If the behavior persists, the student will be sent to another classroom with assigned work to complete.
Third Step: The student will meet with the school principal for counseling.
Fourth Step: Parents will be informed and invited to a meeting with the student and the principal to collaboratively find a resolution.
Fifth Step: In extreme cases, the student may face suspension or expulsion from the school.
Suspension or expulsion is considered a last resort and is only used in specific circumstances in line with Department of Education policies, which can be found at: [Suspension and Expulsion Policy] https://www2.education.vic.gov.au/pal/suspensions/policy
Respectful Relationships
The school models respectful relationships and gender equality practices across the entire school community. The school is:
- a workplace where all staff feel equally respected, safe, and valued and have equal opportunities
- a safe space where young people can learn about gender equality and respectful relationships, in and out of the classroom
- part of the wider community that can model gender equality and respectful relationships.
Complaints Procedure
The classroom or subject teacher is often the best person to handle routine concerns about matters within their classroom and/or area of responsibility. Some complaints will need the involvement of the Leadership Team or the Principal.
The table below outlines the responsibilities of school staff in relation to grievances.
| Who | What for |
| Teacher | Student learning matters, wellbeing, class discipline, friendship issues, homework, issues outside of school that may impact learning, etc. |
| School Coordinator | Continuation of issues raised with the teacher; school-wide matters (school policies and procedures, etc), grievances with other parents, etc. |
| Principal | Continuation of unresolved issues; student protection concerns, serious breaches, etc. |
| Community Languages Victoria (CLV) | Continuation of unresolved issues |
The school adheres to CLV’s complaints process in accordance with the Complaints Form.
Anti-Bullying Policy
Bullying is not tolerated at the school. The school acknowledges that school staff owes a duty of care to students to take reasonable steps to reduce the risk of reasonably foreseeable harm, which can include harm that may be caused by bullying behaviour.
The school ensures bullying behaviour is identified and addressed with appropriate and proportionate consequences. All bullying complaints are taken seriously and responded to sensitively. Investigations will be completed as quickly as possible to allow for the behaviours to be addressed in a timely manner.
Students who may be experiencing bullying behaviour, or students who have witnessed bullying behaviour, are encouraged to report their concerns to school staff or another trusted adult as soon as possible.
Breaches of school policy will be immediately acted upon by the Principal, and where appropriate, by the School Committee.
For more information see the Harassment, Victimisation, and Bullying section of the CLV Student Safety and Staff Welfare Policies and Procedures Manual for Community Language Schools: CLV Student Safety and Staff Welfare Manual for CLS.
Cyber Safety Policy
The school understands that it has a duty of care to take reasonable steps to protect its students from any harm that should have reasonably been foreseen, including that which may be encountered within the online learning environment.
Teachers will supervise and support students using digital technologies in the classroom and will respond to an online incident as soon as they are aware of its occurrence.
Students at our school will:
- sign an agreement to abide by the school’s cyber safety policy, which aims to prevent bullying and harassment
- ensure that all material being accessed on the internet is appropriate
- seek clarification about accessing websites or other sources of information where they may be unsure of content
- ensure that communications with other students, staff members, and members of the outside community do not harass, vilify, or attack personally other individuals. This includes but is not limited to, written words and the posting of images
- report any communications that are inappropriate to parents/guardians or a teacher.
For more information including the Cyber Safety Use Agreement, see the Cyber Safety section of the CLV Student Safety and Staff Welfare Policies and Procedures Manual for Community Language Schools: CLV Student Safety and Staff Welfare Manual for CLS
Preventing Zoom Bombing & Cyberbullying at the Greek Orthodox Community School of Hobsons Bay
In response to the COVID-19 pandemic and the necessity for remote learning, our school has adopted the Zoom platform to continue providing education. To ensure a safe and secure online learning environment, we have implemented several measures to prevent Zoom bombing and cyberbullying, utilizing the platform’s extensive security features. These guidelines outline how we protect our virtual classrooms and will remain in place for any future needs where remote learning may be required.
Key Security Measures:
- Locking Virtual Classrooms:
Once all students are logged in, educators must lock the meeting by clicking the “Lock Meeting” button. This prevents anyone who isn’t assigned to the class from joining after the session has started.
- Control Screen Sharing:
Teachers are responsible for controlling what appears on-screen. By setting “Host Only” screen sharing, educators ensure that only they can share content. If necessary, teachers can temporarily allow students to share their work using the host controls.
- Using the Zoom Waiting Room:
The Waiting Room feature allows educators to control who enters the virtual classroom. This feature can be enabled for every class, ensuring that only approved participants are admitted, preventing disruptive individuals from joining.
- Locking Down In-Class Chats:
Teachers can restrict private messaging between students during class to prevent distractions or potential cyberbullying through Zoom’s in-class chat feature.
- Security Options When Scheduling Classes:
– Require Registration: Educators can see the email addresses of those who register for the class, providing an extra layer of security.
– Use Random Meeting IDs: By generating a new meeting ID for each class, educators reduce the risk of the link being shared and used by uninvited participants.
– Password-Protect Classrooms: Teachers must create passwords for each Zoom session, distributing them to students via school email to ensure only authorized participants can access the class.
– Allow Only Authenticated Users: This ensures that only students registered for the class can enter the session.
– Disable Join Before Host: Students cannot enter the virtual classroom before the teacher arrives, preventing unsupervised interactions.
- Additional Security Features During Classes:
– Teachers can disable a student’s video if necessary.
– Mute students who may be disruptive.
– Disable participant annotations on shared screens to avoid disruptions during class presentations.
Best Practices for Educators:
– Teachers are advised not to share pictures of virtual classes on social media or other online platforms to protect student privacy and maintain classroom security.
By following these measures, we aim to create a safe and focused learning environment, minimizing the risk of Zoom bombing and cyberbullying while enabling effective remote education for all students.
Students with Disability Policy
The school welcomes and accepts all students, including those with disabilities and additional needs, and will ensure that they are accommodated to participate in classes on the same basis as their peers. Discrimination is not acceptable and is illegal under the Equal Opportunity Act 2010 (Vic).
For this document, “Students with Special Needs” refers to students who have physical conditions, cognitive/neurological conditions, or behaviours that require special educational arrangements or provisions. These students may require some adaptations to the regular school setting, curriculum, and/or instructional style to enable them to learn and develop.
The school strives to ensure:
- each student is valued and the diversity of their abilities, needs, and learning styles is recognised
- particular considerations, specific provisions, and additional support are given to students with special needs
- provision of support is determined by a student’s individual learning needs, the type and level of support required, and the school’s ability to meet these needs
- provision of the curriculum is developmentally appropriate, with maximum opportunities for meaningful participation, active engagement, and positive learning outcomes
- supporting students with special needs is the responsibility of the whole school.
Hot Weather Policy
Extreme heat or a heatwave is a period of unusual and uncomfortable hot weather that can negatively affect health. Children and young people are more susceptible to heat stress. The school has strategies to recognise and respond to extreme hot weather and heatwaves and will manage risks associated with heat-related illness.
If a student, staff member, or visitor shows any sign of heat exhaustion or heatstroke the school will apply first aid and seek medical assistance immediately.
To minimise the risks associated with extreme hot weather the school will review and where practicable and appropriate implement the following:
- ensure there is adequate shade on the premises
- educate and encourage students and school staff to stay hydrated throughout the school day and allow students to have their personal water bottles with them in their classrooms.
- review first aid kits and consider the inclusion of additional ice packs and hydrolytes.
During a period of extreme heat, the school will consider:
- utilising fans and/or ensuring indoor spaces have open doors and windows or air conditioning access during activities, especially during activity rest periods
- rescheduling/moving classes from classrooms with direct sunlight/no cooling
- closing any internal and external blinds
- varying school hours by reducing breaks to no less than 30 minutes and adjusting the dismissal time accordingly
- students being supervised in classrooms during recess times
SunSmart Policy
Sun safety is a shared responsibility and staff, parents and students are encouraged to implement a combination of sun protection measures whenever UV levels reach 3 and above (typically from mid-August to the end of April in Victoria). Information about the daily local sun protection times and sun protection measures is available via the free SunSmart app, or at www.sunsmart.com.au or www.bom.gov.au.
The school has the following measures in place to help reduce the risk of excessive UV sun exposure for staff and students. The school will:
- provide sufficient options for shelter and trees to provide shade on school grounds
- recommend that from mid-August to the end of April, and whenever UV levels reach 3 and above, students come to school wearing sun-protective clothing such as:
- fabrics with an ultraviolet protection factor (UPF) rating for sun protection
- loose, cool, closely woven fabric
- shirts with a collar and/or high necklines
- tops with elbow-length or long sleeves
- longer style shorts and skirts
- encourage all staff and students to apply SPF30 (or higher) broad-spectrum, water-resistant sunscreen daily whenever UV levels reach 3 and above. Sunscreen should be applied at least 20 minutes before going outdoors, and reapplied every two hours according to the manufacturer’s instructions.
- ensure all students wear a broad-brimmed hat that shades the face, neck, and ears when outside.
- encourage students and staff to wear close-fitting, wrap-around sunglasses that cover as much of the eye area as possible.
The school is aware of the need to manage the risks associated with extreme heat including the need to be SunSmart.
Equal Opportunity Policy
The school operates in accordance with Victorian and Commonwealth equal opportunity legislation which aims to promote everyone’s right to equal opportunities; eliminate, as far as possible, discrimination and sexual harassment; and provide redress for people whose rights have been breached. All employees, students, parents, school council members, contractors, and volunteers are required to act in accordance with equal opportunity, anti-discrimination, harassment, and vilification legislation.
For more information, see the Equal Opportunity section of the CLV Student Safety and Staff Welfare Policies and Procedures Manual for Community Language Schools: CLV Student Safety and Staff Welfare Manual for CLS.
Privacy Policy
Our school’s privacy policy is based on the Privacy and Data Protection Act 2014 (Vic) (PDP Act) and the Information Privacy Principles (IPP) as passed by the state government. Further information is available at http://www.education.vic.gov.au/Pages/privacypolicy.aspx.
For more information, see the Privacy Policy section of the CLV Student Safety and Staff Welfare Policies and Procedures Manual for Community Language Schools: CLV Student Safety and Staff Welfare Manual for CLS.
Security of Information Policy
The school collects personal information for a range of purposes, including to:
- process applications for student enrolment
- manage annual enrolments
- record and maintain student details and profile information
- coordinate payment of fees to the school
- provide teachers with adequate information for them to plan their classes
- communicate information about the school to parents/guardians, for example, term schedule and newsletters
- notify families about school events
- provide enrolment data to the Department of Education to determine eligibility for per capita funding.
The school may contact parents/guardians in a variety of ways, including by post, email, SMS or telephone call. In performing our functions and activities, we may need to disclose personal information to third parties. Third parties with whom the school may share personal information include, where appropriate:
- government and regulatory bodies such as Community Languages Victoria (CLV), and the Department of Education for funding purposes
- financial institutions for payment processing.
Schools are to advise parents when collecting their personal information, and how it will be used and handled, such as when information is collected at enrolment. Parents/guardians should contact the school if they have any queries about the personal information that the school holds about them or the way it handles that personal information.
Photographing and Filming Students Policy
The school should not photograph, film, or record students without their parent/guardian’s written consent.
The purpose of this policy is to explain to parents/carers how the school will collect, use, and disclose photographs, videos, and recordings of students, how parent/carer consent can be provided, and how it can be withdrawn. Photographs, video, or digital images of a student are considered “personal information” and therefore their use and disclosure are governed by the PDP Act and the IPPs contained within it. Photographs, videos, and digital images of students may also contain copyright, and therefore may also be governed by the Copyright Act 1968 (Cth) (Copyright Act).
The school will ensure that parents/carers are notified upon enrolment and at the commencement of each school year of how the school may use images of students. There are many occasions during the school year where staff photograph, film or record students participating in school activities or events. The school will use student images reasonably, appropriately, and sensitively, consistent with our obligations under the Child Safe Standards and the consent provided by parents. An Annual Consent Form and Collection Notice will be distributed to parents/carers on enrolment and also at the beginning of each school year.
The school uses the consent form which is available from the CLV website at: Photographing and Filming Students Consent Form.
Visitor and Parental Volunteer Policy
It is a legal requirement that all volunteers present in schools must have either a valid Working with Children Check (WWCC) or a valid Victorian Institute of Teaching (VIT) registration. The school maintains a register of all checks to ensure that all staff, volunteers, and teachers’ checks are valid.
The school is also responsible for supervising all visitors present on the premises. If they are working with children, the school will check whether they require a WWCC/VIT registration before attending the school. All visitors will report to the school staff when arriving or leaving the premises. Visitors are required to sign a log-in book upon arrival and when leaving, including printing their name, signing, and recording the date, time, and purpose of their visit. All visitors are required to wear a visitor’s badge when on school premises. The school keeps a record of all visitors on file.
Student Attendance Policy
Students are required to attend classes regularly. Absences may mean that students miss assessments and may not have the opportunity to demonstrate achievements of the relevant standards. The school maintains accurate, dated records of student attendance each week. Parents should notify the school of student absences in advance, where possible.
Student Collection Policy
The school will ensure parents/guardians are:
- aware of the procedures to collect students during school hours
- advised of the school’s supervision times after school while students wait to be collected.
Only parents/guardians and authorised nominees are permitted to collect. The school will record the details of when a student has been collected early from school including:
- date and time
- reason for collection
- person who received the child (including the person’s signature)
Where a student is collected after school hours, the school will:
- only allow students to be collected by their parents (subject to any specific court orders) or by a person who has been authorised by the parents to pick up their child
- request and verify the identity of an authorised person who is not known to the school by using suitable photo identification (such as a driver’s licence)
If a child has not been collected from the school by closing time and the school is unable to contact parents, the school will contact the authorised nominees listed on the child’s enrolment form. In extreme circumstances where schools are unable to contact one of the authorised nominees by closing time, schools will contact the necessary authorities for the safe collection of the child.
The school uses a Student Early Collection Form which is available from the CLV website at Student Early Collection Form.
Yard Supervision Policy
Yard supervision is an essential element in teachers’ duty of care.
Teachers timetabled for duty are to attend the designated area at the time indicated on the timetable.
Teachers on duty are to remain in the designated area until the end of the break period or until replaced by the relieving teacher, whichever is applicable.
The handing over of duty from one teacher to another must be definite and occur in the designated duty area. When a relieving teacher does not arrive for duty, the teacher on duty should send a message to the office but not leave the area until replaced.
Changes to the yard duty timetable are to be made with the approval of the Principal or responsible School Leader.
Staff should always be on the move and highly visible.
GOCSHB yard duty and dismissal plan:
To ensure the safety and well-being of all students, the GOCSHB implements a comprehensive yard duty and supervision plan, overseen by the principal, who is responsible for organizing and distributing the yard duty roster to all teachers before the start of each term. Teachers are expected to properly supervise students both before and after class, during recess times, and, in certain circumstances, beyond school hours and premises when the teacher-student relationship necessitates it.
Teachers are required to provide the same level of care and supervision as a reasonable parent would, and this duty may extend to situations where students are on the school grounds before classes begin. For instance, if a student is injured during a supervised period before class, teachers may be held liable.
Key Supervision Responsibilities:
– Door Duty: Begins upon arrival at 4:50 p.m., where the teacher on duty supervises students using the stairs. Students must not use the lift under any circumstances unless a student has physical issues, in which case they must be accompanied by a parent or carer.
– Dismissal: Follows the school’s established dismissal plan (see below for details).
– Lobby Supervision (1st Floor): The teacher on duty must monitor the stairs, corridor, and restrooms. Students are not allowed to remain in classrooms or gather in the hallways, and restrooms should be monitored discreetly. Food is only allowed in the courtyard, not inside classrooms.
– Yard Attendants: Responsible for opening the doors, securing them with stops, and turning on the outdoor heaters. During recess, teachers must be attentive to students, actively anticipating and preventing potential accidents.
– Accident Protocol: In the event of an accident, if a teacher is not certified in first aid, they must immediately notify the closest first aider on site (refer to the list of first aiders posted on the whiteboard). The appropriate procedures should then be followed to ensure the student’s well-being.
– End of Break: Teachers on duty must supervise students as they return to their classrooms, ensuring they do so safely and in an orderly manner.
Dismissal Plan:
– Dismissal times are staggered to ensure safety, with students picked up at the Hellenic Centre’s entrance.
– F – Year 2: 8:20 p.m.
– Years 3 – 8: 8:25 p.m.
– Years 9 – VCE: 8:30 p.m.
By adhering to these guidelines, the school ensures a safe and structured environment for all students.
First Aid and Medical Emergencies Policy
In line with the First Aid Regulation of the Occupational Health and Safety Act, 2004, the school has first aid policies and procedures that include the following components:
First Aid is the immediate treatment or care given to someone suffering from an injury or illness until more advanced care is provided or the person recovers.
First Aid Officers (at least one per campus) who have completed a nationally accredited training course or an equivalent level of training (HLTAID011 – Provide First Aid and HLTAID009 – Provide cardiopulmonary resuscitation) or HLTAID012 that has given them the competencies required to administer first aid.
First Aid Equipment which includes first aid kits and other equipment used to treat injuries and illnesses which are kept in a prominent, accessible location and be able to be retrieved promptly.
The First Aid Officer is responsible for ensuring that a Register of Injuries and Treatment is maintained up to date. The First Aid Officer is in charge of the Kit and must ensure it is properly maintained.
First Aid Facilities which may include first aid rooms and other facilities needed for administering first aid. The school displays well-recognised, standardised first aid signs to assist in easily locating First Aid Equipment and Facilities.
The school keeps a list of students with allergies and their allergy plan i.e. Individual Anaphylaxis Management Plan.
To minimise the risk of transmission of infectious disease, the school’s procedures focus on the quick and effective response to a suspected or identified infectious disease.
In the case of a suspected or confirmed infectious disease, the school will work with families, public health units, and medical practitioners to ensure the safety and well-being of all students, families, and staff. Students diagnosed with an infectious disease will be excluded from the school until medical clearance has been provided. To prevent the spread of infectious diseases, government policy encourages all families to immunise their children in accordance with the National Immunisation Program Schedule.
The First Aid and Medical Emergencies Policy is kept on file at the school.
For more information, see CLV’s First Aid Policy: First Aid Policy
The school has an Emergency Management Plan which it updates regularly. The Plan includes information about roles, procedures, and emergency contacts in case of a series of emergencies.
Risk Management Policy
This policy sets out the requirements for the school to identify and manage risks that might affect its students, staff, or operations. The school has a Risk Management Register that identifies foreseeable risks and existing risk management strategies (controls) and new risk management strategies (treatments) to meet Child Safety and Occupational Health and Safety Requirements.
Risk Management Process for Schools
The Risk Management Process for Schools contains the following steps:
Step 1 — Establish the context
Step 2 — Risk identification
Step 3 — Risk analysis
Step 4 — Evaluation
Step 5 — Risk treatment
Step 6 — Communication and consultation
Step 7 — Monitoring and review
Step 8 — Recording and reporting
For more information, see CLV’s Risk Management Strategy section in the CLS Child Safety Policy and Procedures.