1. Purpose

Ballina Allstars Athletics (Club) is committed to providing a safe, inclusive, child-safe and respectful environment for athletes, families, volunteers, coaches, officials and visitors. Bullying, harassment, discrimination, victimisation, violence, abuse and exclusionary conduct are not acceptable.

This policy sets out the standards of behaviour expected within the Club and the principles for preventing, reporting and responding to inappropriate conduct. It is intended to support the NSW Child Safe Standards and the safeguarding and member protection requirements applying within Australian athletics.

2. Scope and application

This policy applies to:

·       registered and visiting athletes, including children, young people and adult athletes;

·       parents, guardians, carers, siblings and other family members;

·       coaches, age managers, volunteers, officials, committee members and contractors;

·       spectators, visitors and any person participating in or connected with a Club activity.

It applies to conduct occurring:

·       at training, competitions, carnivals, presentation events, fundraising activities and social functions;

·       during travel, accommodation or other activities arranged by or connected with the Club;

·       in car parks, amenities and surrounding areas used for Club activities;

·       through email, text messages, Team App, social media, gaming platforms, group chats and other electronic communications;

·       while wearing Club uniform, representing the Club or appearing to represent the Club;

·       outside formal Club activities where the conduct has a substantial connection with the Club or materially affects a person’s safety, wellbeing or participation.

3. Interaction with other policies

This policy operates together with the Club Constitution and other Club and governing-body policies.

A matter may be managed under more than one policy. Where an applicable Australian Athletics, Athletics NSW or Sport Integrity Australia policy prescribes a mandatory process or external reporting pathway, that process must be followed to the extent of any inconsistency.

4. Definitions

Bullying: repeated and unreasonable behaviour directed towards a person or group that creates a risk to health, safety or wellbeing. It may be verbal, physical, social, psychological or online and may involve a real or perceived power imbalance.

Single serious incident: Bullying usually involves repeated behaviour. However, a single incident of violence, abuse, harassment, discrimination, sexual misconduct, intimidation, humiliation or other serious inappropriate conduct is prohibited and may be addressed under this policy or another applicable policy.

Cyberbullying: bullying or harmful conduct using digital technology, including messages, social media, photographs, videos, gaming platforms, group chats or deliberate online exclusion.

Harassment: unwelcome conduct that offends, humiliates or intimidates another person, whether or not the person intended that effect.

Discrimination: treating a person less favourably, or imposing an unreasonable requirement that disadvantages a person, because of a protected attribute under applicable law.

Victimisation: subjecting or threatening to subject a person to detriment because they made, proposed to make, supported or provided information about a complaint.

Exclusionary conduct: deliberately and unreasonably leaving a person out of activities, conversations or groups, including as a method of punishment, intimidation or social control.

Child or young person: a person under 18 years of age.

Adult member: a person aged 18 years or over, including an athlete aged 18 to 20.

5. Conduct that is not ordinarily bullying

Provided it is reasonable, lawful, respectful and not humiliating, bullying does not ordinarily include:

·       reasonable coaching directions and correction of technique;

·       constructive and age-appropriate performance feedback;

·       fair enforcement of safety requirements, competition rules or Codes of Conduct;

·       reasonable team, event or relay selection decisions;

·       age-appropriate behaviour management;

·       an accidental incident or ordinary disagreement between people.

These matters may still be reviewed if they are delivered aggressively, unfairly, discriminatorily or in a manner that creates a safety or safeguarding concern.

6. Expected behaviour

Everyone covered by this policy must:

·       treat others with dignity, patience and respect;

·       use positive, age-appropriate and inclusive language;

·       support participation and avoid deliberate exclusion;

·       follow reasonable safety and coaching directions;

·       respect personal boundaries and privacy;

·       communicate responsibly in person and online;

·       intervene safely or seek assistance when inappropriate behaviour is observed;

·       report safety, safeguarding or serious misconduct concerns promptly;

·       cooperate honestly with any complaint or investigation process.

7. Unacceptable behaviour

Unacceptable behaviour includes, but is not limited to:

·       teasing, name-calling, insults, threats, intimidation or humiliating comments;

·       hitting, pushing, shoving, tripping, unwanted physical contact or violence;

·       spreading rumours, gossip or false information intended to cause harm;

·       deliberate or sustained exclusion from activities, groups or communications;

·       offensive, abusive, threatening or discriminatory language or gestures;

·       racism, sexism, homophobia, transphobia, ableism or other discriminatory conduct;

·       sexual harassment, grooming, sexual misconduct or inappropriate sexualised behaviour;

·       cyberbullying, impersonation, harmful image sharing or misuse of group chats;

·       retaliation, intimidation or victimisation relating to a report or complaint;

·       pressuring a child or another person not to report a concern;

·       knowingly destroying, concealing or altering evidence relevant to a complaint.

8. Child-safe and age-appropriate approach

The Club recognises that participants range from three years of age to adulthood. Responses must therefore be proportionate and adapted to age, maturity, communication needs, disability, vulnerability and the nature of the conduct.

·       A child is not required to confront the person whose conduct concerns them.

·       Children must be able to report through a parent, guardian, support person or trusted adult.

·       A child should be listened to without leading, pressuring or repeatedly questioning them.

·       The child’s views should be considered in decisions affecting them, subject to safety and legal obligations.

·       For very young children, immediate education, redirection, parental involvement and supervision will usually be more appropriate than punitive discipline.

·       A support person may attend meetings with a child or adult participant.

·       The Club should make a child-friendly summary of this policy available and explain reporting options at the start of each season.

9. How to report a concern

A person may report a concern verbally or in writing to:

·       the Club Child Safety Officer: [insert name and contact details];

·       the Club Member Protection Information Officer, if appointed: [insert details];

·       the President, Secretary or another Executive Committee member;

·       a coach or age manager, who must promptly pass the report to an appropriate Executive Committee member;

·       Athletics NSW, Australian Athletics, Sport Integrity Australia, Police or a child-protection authority where appropriate.

For children You do not have to tell the other person to stop. Move to a safe place and tell a parent, coach, age manager, Child Safety Officer or another trusted adult. Keep telling a trusted adult until someone helps you.

 

A report should include as much of the following as reasonably available:

·       what happened;

·       when and where it occurred;

·       who was involved;

·       witnesses;

·       relevant messages or screenshots;

·       immediate safety concerns; and

·       the outcome sought.

An anonymous report may be accepted, although anonymity may limit the Club’s ability to investigate or provide procedural fairness.

10. Immediate safety and external reporting

Safety takes priority over the ordinary complaint process. The Club may take immediate interim action where reasonably necessary, including separating participants, changing training arrangements, requiring supervision, restricting communications, removing a person from a session or temporarily standing a person aside. Interim action is precautionary and does not constitute a finding of wrongdoing.

·       Call 000 where there is immediate danger or a medical emergency.

·       Where there is a reasonable suspicion that a child is at risk of significant harm, the matter must be assessed and reported through the applicable NSW child-protection pathway.

·       Some Club participants may be mandatory reporters because of their profession, paid employment or management role. They must comply with their individual legal duties. A person is not necessarily a mandatory reporter merely because they volunteer as a coach or age manager.

·       Possible criminal conduct, child abuse, grooming or sexual misconduct must not be investigated in a manner that could compromise evidence or interfere with Police or another authority.

·       Relevant messages, screenshots, photographs and records should be preserved securely.

·       The Club will make any notification required by law or an applicable governing-body policy.

11. Confidentiality and privacy

Information will be handled sensitively and shared only with people who reasonably need it to assess or manage the concern, protect safety, provide procedural fairness, obtain advice, notify an insurer or comply with legal or governing-body obligations. The Club cannot promise absolute confidentiality.

For an adult member, the Club will not ordinarily involve a parent or family member without consent unless disclosure is required by law or reasonably necessary to manage an immediate and serious safety risk.

For a child, a parent or guardian will ordinarily be involved unless doing so may increase risk, compromise an investigation or be inconsistent with a lawful direction.

12. Assessment and complaint management

The Club will, as soon as reasonably practicable:

·       acknowledge the complaint, ordinarily within three working days;

·       assess immediate safety, child-protection and external reporting requirements;

·       identify the applicable policy, governing-body process and decision-maker;

·       consider whether informal resolution is safe and appropriate;

·       appoint an impartial person to gather information where an investigation is required;

·       keep appropriate records and communicate reasonable progress updates.

13. Conflicts of interest and independence

A person must not assess, investigate or decide a complaint if they are the complainant, respondent, a material witness, a close relative of an involved person, personally involved in the events, or otherwise unable to act impartially.

Where the Club cannot provide a sufficiently impartial process, the matter should be referred to Athletics NSW, Australian Athletics, an independent investigator or another appropriate external body.

A complaint concerning the President must be directed to another uninvolved Executive Committee member or an external body.

14. Procedural fairness

Subject to urgent safety action and external-authority requirements, a respondent will ordinarily be given:

·       the substance of the allegations in sufficient detail to understand them;

·       a reasonable opportunity and reasonable time to respond;

·       the opportunity to identify relevant evidence and witnesses;

·       the option of a support person;

·       an impartial decision-maker;

·       written notice of any substantiated findings, outcome and reasons, to the extent appropriate and lawful.

The complainant will ordinarily be told whether the complaint was substantiated and whether appropriate action was taken, but may not receive confidential details of another person’s sanction.

15. Informal resolution and mediation

Education, supported discussion, behavioural agreements or mediation may be considered where participation is voluntary, and the process is safe and appropriate. Mediation will generally not be used for alleged violence, child abuse, grooming, sexual misconduct, serious discrimination, a substantial power imbalance, possible criminal conduct or where a person feels unsafe. A child will not be required to confront an alleged wrongdoer.

16. Outcomes and disciplinary action

Where conduct is substantiated, the Club may take action permitted by the Constitution and applicable rules, including:

·       education, coaching or a formal reminder of expectations;

·       an apology or restorative action, where appropriate and voluntary;

·       a written warning or behaviour agreement;

·       increased supervision or conditions on participation;

·       removal from a session, event, online group or official role;

·       temporary suspension or exclusion;

·       termination of membership or permanent exclusion, where authorised;

·       referral to Athletics NSW, Australian Athletics, Sport Integrity Australia, Police or another authority.

Any suspension, termination or exclusion must be authorised by the Club Constitution or applicable governing rules and implemented with procedural fairness.

17. Factors considered when determining an outcome

·       the age, maturity and developmental capacity of the people involved;

·       the seriousness, frequency, duration and impact of the conduct;

·       whether the conduct was intentional, reckless or accidental;

·       any power imbalance or vulnerability;

·       whether the conduct involved violence, discrimination, sexualised behaviour or retaliation;

·       prior incidents, warnings or behavioural concerns;

·       insight, remorse, cooperation and willingness to change;

·       the safety and views of the affected person;

·       consistency with previous Club decisions and governing-body requirements.

18. Indicative levels of response

The following table is guidance only. The Club may escalate or vary a response according to the circumstances.

Indicative level	Examples	Possible response
Low-level or developmental	One-off minor teasing, accidental exclusion, mild inappropriate language, unintentional hurtful comment promptly corrected.	Immediate intervention, education, apology where appropriate, parental involvement, supervision and record of the incident.
Moderate or repeated	Repeated teasing or exclusion after intervention, targeted swearing, harmful rumours, minor physical aggression, inappropriate online messages.	Removal from the session, formal warning, behaviour agreement, family meeting, temporary conditions or suspension where authorised.
Serious or safeguarding concern	Violence or threats, severe or sustained bullying, discriminatory abuse, retaliation, serious cyberbullying, sexual harassment, grooming or child-safety concern.	Immediate safety action, external referral where required, formal investigation, significant suspension, removal from role or termination/exclusion where authorised.

 

19. Appeals

A person directly affected by a final disciplinary decision may lodge a written appeal within seven days after notification, unless another governing-body process specifies a different period. An appeal must identify one or more of the following grounds:

·       material procedural unfairness;

·       material error of fact;

·       new evidence that could not reasonably have been provided earlier;

·       lack of authority to make the decision;

·       manifestly disproportionate disciplinary action;

·       actual or reasonably apprehended bias or conflict of interest.

The appeal must be determined by people who did not make the original decision, or by an independent reviewer or external body where necessary. The original decision remains in effect pending appeal unless the reviewer decides otherwise.

20. False or malicious complaints

Knowingly making a false or malicious complaint, fabricating evidence or deliberately misleading an investigation may constitute misconduct. A complaint is not false or vexatious merely because it is not substantiated or because there is insufficient evidence to make a finding.

21. Record keeping

The Club will maintain secure and confidential records of reports, assessments, communications, evidence, decisions and actions. Access will be limited to authorised people. Records will be retained in accordance with legal, insurance, governing-body and operational requirements and stored separately from general team communications where practicable.

22. Responsibilities

Athletes and family members: Treat others respectfully, follow this policy and report concerns.

Coaches, age managers and volunteers: Model appropriate conduct, intervene safely, pass reports promptly to an appropriate officer and comply with safeguarding obligations.

Child Safety Officer / MPIO: Provide information and support, assist with safe reporting and refer matters through the appropriate process without acting outside their role.

Executive Committee: Maintain child-safe systems, manage complaints fairly, address conflicts, authorise lawful outcomes, protect records and review this policy.

Parents and guardians: Support respectful behaviour, supervise children where required, use appropriate complaint channels and avoid public or online escalation that may harm children or compromise a process.

23. Policy communication, training and review

·       The policy will be made available to members and families.

·       A child-friendly summary and clear reporting contacts should be displayed and explained each season.

·       Committee members, coaches and age managers should receive periodic child-safety, complaint-handling and bystander-intervention training.

·       The Executive Committee will review this policy annually and after any serious incident, material complaint, legal change or governing-body policy update.

24. Contact and emergency information

Club Child Safety Officer	[Insert name, phone and email]
Member Protection Information Officer	[Insert name, phone and email]
President / Secretary	Emma Heuston President - 0403 500 787 Ed Levack, Secretary - 0439 417 720
Emergency	000
NSW Child Protection Helpline	132 111
Sport Integrity Australia	1300 027 232 / use the online reporting pathway

 

Annexure A - Child-friendly summary

Everyone belongs at Ballina Allstars You have the right to feel safe, included and respected at athletics.

 

What is not okay?

·       hurting, pushing, threatening or scaring someone;

·       calling people names or making cruel jokes;

·       leaving someone out again and again to upset them;

·       spreading rumours;

·       sending mean messages or sharing embarrassing photos;

·       making racist, sexist, sexual or other hurtful comments;

·       getting angry with someone because they asked for help.

What can you do?

·       Move away and go somewhere safe.

·       Tell a parent, coach, age manager, Child Safety Officer or another trusted adult.

·       You do not have to speak to the person who upset you.

·       Save messages or screenshots, but do not share them with other children.

·       Keep telling a trusted adult until someone helps.

·       Tell an adult if you see someone else being hurt or left out.

What will the Club do?

·       listen to you;

·       help you feel safe;

·       only tell people who need to know;

·       speak to the people involved fairly;

·       take action to stop the behaviour;

·       check that you are okay afterwards.

Annexure B - Social media and electronic communications requirements

These requirements supplement the Club Social Media Use Policy and apply to all Club-related digital communications.

·       Adults must not use private one-to-one electronic communications with a child in connection with Club activities except where reasonably necessary and conducted through an approved platform with a parent or guardian copied or able to access the communication.

·       Disappearing-message functions should not be used for official Club communications with children.

·       Coaches and officials must not join or administer child-only group chats. A responsible adult must supervise Club-related groups involving participants under 16.

·       Do not share a child’s full name together with live location, travel arrangements or other information that could create a safety risk.

·       Images and videos must be taken, stored and published in accordance with consent arrangements and applicable safeguarding policies.

·       Club account passwords must be securely managed and administrator access removed promptly when a person leaves their role.

·       Online conduct outside official Club channels may still be addressed where it has a substantial connection with the Club or affects a participant’s safety or participation.

·       Evidence of harmful online conduct should be preserved by screenshot or download and reported through the Club’s complaint pathway.

 

Annexure C - Committee implementation checklist

☐ Confirm the Constitution authorises suspension, termination and exclusion and identifies the decision-maker.

☐ Insert the names and contact details of the Child Safety Officer, MPIO and alternative complaint contact.

☐ Adopt or update a separate Child Safety and Safeguarding Policy.

☐ Approve a child-friendly policy summary and display reporting contacts.

☐ Confirm WWCC verification and record-keeping arrangements for child-related roles.

☐ Train coaches, age managers and committee members on receiving disclosures and preserving evidence.

☐ Create secure complaint and incident record storage with restricted access.

☐ Confirm escalation contacts for Athletics NSW, Australian Athletics, Sport Integrity Australia, Police and NSW child protection.

☐ Review the Social Media Use Policy against Annexure B.

☐ Record formal committee approval, commencement date and next review date.

 

Ballina Allstars Athletics Social Media Policy

1. Purpose

Ballina Allstars Athletics (Club) recognises that social media and electronic communications are valuable tools for sharing information, celebrating participation and achievement, and building a connected Club community. They also create risks involving child safety, privacy, cyberbullying, reputational harm and inappropriate contact.

This policy establishes clear and age-appropriate standards for athletes, parents, guardians, families, coaches, age managers, volunteers, officials, committee members and other people connected with the Club when communicating online or using the Club’s name, images, platforms or activities.

2. Scope and application

This policy applies to:

·  children and young people who participate in the Club;

·  adult athletes and members, including athletes aged 18 to 20;

·  parents, guardians, carers, siblings and other family members;

·  coaches, age managers, volunteers, officials, committee members and contractors;

·  visitors, spectators and anyone operating or contributing to a Club-related online space.

It applies to official and personal use of:

·  Facebook, Instagram, TikTok, Snapchat, YouTube, X and similar social networking services;

·  Team App and other Club administration or communication platforms;

·  WhatsApp, Messenger, group chats, direct messages and gaming platforms;

·  email, SMS, MMS, video calls and other electronic communications;

·  websites, blogs, forums, review sites, podcasts and livestreaming services;

·  emerging digital platforms, including content created or altered using artificial intelligence.

Personal online conduct may be addressed under this policy where it identifies or targets the Club or a Club participant, occurs in connection with athletics, uses Club material or has a substantial effect on a person’s safety, wellbeing, reputation or participation in the Club.

3. Interaction with other policies

Online conduct may also constitute bullying, harassment, discrimination, victimisation, child-safety misconduct, a privacy breach, a Code of Conduct breach or unlawful conduct. A matter may therefore be managed under more than one Club or governing-body policy.

Where an applicable Athletics NSW, Australian Athletics or Sport Integrity Australia policy prescribes a mandatory complaint, safeguarding or reporting process, that process must be followed to the extent of any inconsistency.

4. Definitions

Club-related communication: any online communication created, authorised or administered by the Club, or created by a person in connection with Club activities, teams, training, competition or membership.

Child or young person: a person under 18 years of age.

Adult member: a person aged 18 years or over, including an athlete aged 18 to 20.

Direct or private message: an electronic communication that is not visible to an appropriate parent, guardian or authorised Club administrator.

Personal information: information or an opinion about an identified or reasonably identifiable person, including contact details, location, health information and identifying images.

Sensitive information: information such as health, disability, racial or ethnic origin, religious beliefs or sexual orientation, where protected by applicable privacy law.

Cyberbullying: repeated or serious harmful conduct using digital technology, including abusive messages, rumours, impersonation, humiliation, image sharing or deliberate online exclusion.

Official Club account: an account, page, group, channel or profile authorised by the Executive Committee to communicate on behalf of the Club.

Disappearing message: a message or image that is designed to be deleted automatically or become inaccessible after a specified period.

5. Core principles

·  The same standards of respect, safety and inclusion apply online as they do in person.

·  Children’s safety and welfare take priority over publicity, convenience or engagement.

·  Only authorised people may communicate or publish content on behalf of the Club.

·  Personal information and images must be handled carefully and consistently with consent arrangements.

·  Adults must maintain appropriate boundaries in all electronic communications with children.

·  People should pause before posting and assume that online content may become permanent and public.

·  Concerns must be reported through appropriate Club channels rather than escalated publicly online.

6. Authorised Club accounts and administrators

The Executive Committee must approve official Club accounts and appoint authorised administrators. Administrators must:

·  use Club-controlled contact details where practicable;

·  use strong, unique passwords and multi-factor authentication where available;

·  ensure at least two authorised adults can access each significant official account;

·  keep administrator access limited to people who require it for their role;

·  remove access promptly when a person leaves or changes role;

·  keep an appropriate record of account ownership, recovery details and authorised users;

·  comply with this policy when posting, moderating, responding or sending messages.

Only the President, Vice President, Secretary or another person expressly authorised by the Executive Committee may make official public statements on behalf of the Club, particularly about complaints, injuries, emergencies, governance matters, disputes or media enquiries.

7. Expected conduct for all users

Everyone covered by this policy must:

·  communicate respectfully, accurately and in a manner appropriate to the audience;

·  support athletes, volunteers, officials and other clubs without humiliating or disparaging anyone;

·  protect personal information, confidential information and Club records;

·  obtain appropriate permission before sharing another person’s image, video, message or personal information;

·  follow reasonable requests from the Club to remove, correct or preserve online content;

·  use approved complaint channels rather than conducting disputes through posts, comments or group chats;

·  report harmful, unsafe or unlawful online conduct promptly.

8. Unacceptable use

Unacceptable conduct includes, but is not limited to:

·  bullying, harassing, threatening, humiliating, intimidating or deliberately excluding another person;

·  racist, sexist, homophobic, transphobic, ableist, sexualised or otherwise discriminatory content;

·  sharing rumours, gossip, knowingly false information or private complaint material;

·  creating fake accounts, impersonating another person, doxxing or publishing contact or location details;

·  posting or forwarding violent, sexual, exploitative, degrading or age-inappropriate content;

·  sharing images or recordings taken in toilets, change areas, medical areas or other private settings;

·  posting an image, recording or livestream that compromises safety, privacy or dignity;

·  criticising, abusing or targeting athletes, coaches, volunteers, officials, competitors or other clubs;

·  using the Club name, logo, uniform or branding in a way that suggests unauthorised endorsement or representation;

·  pressuring a child or another person to communicate privately, conceal messages or delete evidence;

·  retaliating against someone who raises a concern;

·  using artificial intelligence or editing tools to fabricate, sexualise, impersonate or misrepresent a Club participant.

9. Children and young people using social media

Children and young people are expected to use social media in a safe, respectful and age-appropriate way. They should:

·  follow platform age requirements and household rules;

·  avoid sharing their home address, telephone number, passwords, school details, live location or travel arrangements;

·  not accept requests or engage privately with unknown adults;

·  tell a parent, guardian or trusted Club adult about messages that are frightening, sexual, threatening, secretive or uncomfortable;

·  save evidence by screenshot where safe, block or mute harmful accounts, and avoid responding or forwarding harmful material;

·  ask permission before posting images or information about teammates.

For children You do not have to manage an online problem alone. Stop replying, move to a safe place, save the evidence if you can, and tell a parent, guardian, coach, age manager, Child Safety Officer or another trusted adult. Keep telling a trusted adult until someone helps you.

 

10. Electronic communications between adults and children

Adults must maintain transparent and professional boundaries when communicating with children in connection with Club activities.

·  Official communication should use an approved Club platform or group channel wherever practicable.

·  A parent or guardian must be included in, copied into or able to access direct electronic communications with a child.

·  One-to-one private messaging between a Club adult and a child should not occur except in a genuine emergency or where reasonably necessary for immediate safety. Any such communication must be brief, appropriate and disclosed to a parent, guardian or authorised Club officer as soon as practicable.

·  Disappearing-message functions must not be used for official Club communications with children.

·  Adults must not request secrecy, exchange sexualised content, engage in flirtatious communication or communicate at unreasonable hours without a legitimate safety or operational reason.

·  Adults must not add children to personal social-media accounts, initiate private social contact or use gaming platforms to create unsupervised Club-related contact.

·  Communications should relate to athletics, scheduling, safety, participation or another legitimate Club purpose.

Where a child initiates an inappropriate or highly personal conversation, the adult must respond supportively without promising secrecy, avoid extended counselling, preserve relevant information and refer the matter promptly to the parent, guardian, Child Safety Officer or another appropriate authority, having regard to any safety risk.

11. Group chats and online groups

Club related groups involving children must be designed and administered to provide transparency and adult oversight.

·  At least two responsible adults should administer or be able to access a Club-related group involving children.

·  A responsible adult must monitor Club related chats or groups involving participants under 16.

·  Coaches and officials must not establish or participate in child-only Club group chats without appropriate parent or guardian visibility.

·  Group membership must be limited to people who have a legitimate reason to participate.

·  Members who leave the Club, team or role must be removed promptly where continued access is unnecessary.

·  Administrators may moderate or remove content and temporarily restrict participation to protect safety or maintain the purpose of the group.

·  Official announcements should not be dependent on children having personal social-media accounts. Parents and guardians must have access to essential information through an appropriate alternative channel.

Removing a person from a group for legitimate administrative, safety or conduct reasons is not ordinarily bullying. Deliberately excluding a person to humiliate, punish, isolate or control them may breach this policy.

12. Images, video, livestreaming and photography

Images and recordings can identify children and reveal locations, routines and personal information. The Club and its members must therefore act cautiously.

·  The Club must use current registration and consent information before publishing identifiable images of children.

·  A child’s wishes should be respected even where a parent or guardian has provided general consent.

·  Do not publish a child’s full name together with a live location, accommodation details, transport arrangements or other information that creates a safety risk.

·  Images must show participants appropriately dressed and engaged in legitimate Club activities.

·  Do not photograph or record in toilets, change rooms, treatment spaces or other areas where privacy is expected.

·  Livestreaming should be approved by the Club and managed so that private conversations, medical situations, personal information and children who should not be filmed are not captured.

·  Personal photography by parents or spectators must comply with venue rules, consent arrangements and reasonable directions from officials.

·  A person must stop filming or photographing when directed for a legitimate safety, privacy or operational reason.

The Club may publish competition results and achievement information where this is reasonably connected with participation and consistent with registration, governing-body and consent arrangements. Sensitive health or personal circumstances must not be published without specific authority.

13. Personal accounts and references to the Club

Members may express personal views, but they must not present those views as the Club’s position or use their Club connection to engage in harmful conduct.

·  Use a clear personal disclaimer where there is a reasonable risk that views may be attributed to the Club.

·  Do not disclose confidential committee, complaint, disciplinary, medical, financial or safeguarding information.

·  Do not post while angry about a selection, result, officiating decision or complaint. Use the applicable review or complaint channel.

·  Do not use the Club logo, letterhead or official images for commercial, political or fundraising purposes without authorisation.

·  Posts made while wearing Club uniform or at Club activities may be associated with the Club even when published on a personal account.

14. Club branding, sponsorship and commercial content

The Club name, logo, uniform designs, official photographs and other branding may only be used in accordance with Executive Committee approval and any sponsor, licensing or governing-body requirements.

·  Do not create unofficial merchandise, fundraising pages, competitions or sponsorship promotions using Club branding without approval.

·  Do not imply that the Club endorses a product, service, political view, campaign or personal business without authority.

·  Sponsored or promotional posts on official accounts must be approved and clearly identified where required.

·  Children must not be used in commercial content without appropriate consent and safeguarding consideration.

15. Privacy, confidential information and security

Club administrators and members must take reasonable steps to protect personal and confidential information.

·  Use group distribution tools or blind-copy functions where appropriate rather than exposing personal email addresses.

·  Do not publish membership lists, medical details, emergency contacts, birth dates, addresses or private telephone numbers.

·  Check recipients before sending messages or attachments.

·  Do not forward internal communications outside their intended audience without authority.

·  Report compromised accounts, misdirected communications or unauthorised disclosures promptly to the President or Secretary.

·  Delete or return Club information when a role ends, subject to lawful record-retention requirements.

16. Artificial intelligence, edited and synthetic content

Artificial intelligence and editing tools must not be used in a way that harms, deceives or exploits Club participants.

·  Do not create or share synthetic images, audio or video that impersonate, sexualise, ridicule or falsely depict another person.

·  Do not upload confidential Club information or identifiable information about children to public AI services without authority and an appropriate privacy assessment.

·  Materially altered images or generated content used by the Club must not mislead viewers about an athlete’s performance, identity or endorsement.

·  Any suspected deepfake, impersonation or fabricated harmful content should be preserved and reported immediately.

17. Moderation and removal of content

The Club may moderate official online spaces and take reasonable steps to protect participants and its operations. This may include:

·  removing or hiding content;

·  closing comments or limiting replies;

·  issuing a direction to stop posting or communicating;

·  restricting, muting or removing a user from an official group;

·  preserving evidence before content is removed;

·  referring content to a platform, governing body or external authority.

Moderation action is not necessarily a disciplinary finding. Where the Club proposes further disciplinary action, the applicable Constitution, policy and procedural-fairness requirements must be followed.

18. Reporting online concerns

A concern may be reported verbally or in writing to:

·  the Club Child Safety Officer: [insert name and contact details];

·  the Club Member Protection Information Officer, if appointed: [insert details];

·  the President, Secretary or another uninvolved Executive Committee member;

·  a coach or age manager, who must promptly pass the report to the appropriate Club officer;

·  Athletics NSW, Australian Athletics, Sport Integrity Australia, Police, eSafety or a child-protection authority where appropriate.

Where safe, preserve evidence before blocking, deleting or reporting content. Useful evidence may include screenshots, screen recordings, usernames, URLs, dates, times, message threads and the names of witnesses. Do not circulate evidence more widely than necessary, particularly where it contains sexual, exploitative or sensitive material.

Urgent safety Call 000 if a person is in immediate danger. Do not download, copy or redistribute suspected child-abuse material. Preserve available identifying information and seek immediate advice from Police or the appropriate authority.

 

19. Club response

The Club will manage reports consistently with its Acceptable Behaviour, Bullying and Harassment Policy and Complaints and Disciplinary Procedure. Depending on the circumstances, the Club may:

·  assess immediate safety, child-protection and external reporting requirements;

·  request removal, correction or preservation of content;

·  separate participants or restrict contact as an interim measure;

·  notify a parent or guardian where appropriate;

·  refer content to the relevant platform or eSafety;

·  conduct or commission an impartial investigation;

·  apply an authorised and proportionate outcome;

·  refer the matter to Athletics NSW, Australian Athletics, Sport Integrity Australia, Police or another authority.

The Club cannot guarantee that content can be permanently removed from the internet or from another person’s device, but it will take reasonable steps within its authority.

20. Possible outcomes and disciplinary action

Where a breach is substantiated, action permitted by the Constitution and applicable rules may include:

·  education, guidance or a formal reminder of expectations;

·  a request or direction to remove, correct or retract content;

·  a written warning or behaviour agreement;

·  removal from an official online group or administrator role;

·  restrictions on communication, photography, recording or attendance;

·  temporary suspension or exclusion;

·  termination of membership or permanent exclusion, where authorised;

·  referral to a governing body, platform or external authority.

The response will take account of age, maturity, seriousness, impact, intention, repetition, power imbalance, prior conduct, safeguarding risk, cooperation and consistency with previous decisions. Very young children will ordinarily be managed through immediate education, redirection, supervision and parental involvement.

21. Confidentiality and procedural fairness

Information will be handled sensitively and shared only with people who reasonably need it to assess or manage the concern, protect safety, provide procedural fairness, obtain advice or comply with legal or governing-body obligations. The Club cannot promise absolute confidentiality.

Before a final disciplinary finding is made, the respondent will ordinarily receive the substance of the allegations and a reasonable opportunity to respond, subject to urgent safety action, child-protection obligations and directions from external authorities.

A complaint is not false or malicious merely because it is not substantiated or because there is insufficient evidence to make a finding.

22. Record keeping

The Club will securely retain appropriate records of official accounts, authorised administrators, significant reports, evidence, decisions and actions. Access will be limited to authorised people and records will be retained in accordance with legal, insurance, governing-body and operational requirements.

23. Responsibilities

Athletes and members: use technology safely and respectfully, protect privacy and report concerns.

Parents and guardians: support safe online habits, supervise children appropriately, respect consent arrangements and use Club complaint channels rather than public escalation.

Coaches, age managers and volunteers: maintain adult-child boundaries, use approved channels, model appropriate conduct and pass reports promptly to an appropriate Club officer.

Account administrators: secure accounts, moderate consistently, preserve significant evidence and act only within their authority.

Executive Committee: approve official accounts, maintain access controls, oversee implementation, manage complaints and review this policy.

Child Safety Officer / MPIO: provide information and support, assist safe reporting and refer matters through the appropriate pathway without acting outside their role.

24. Communication, training and review

·  This policy will be made available to members and families.

·  A child-friendly online-safety summary should be provided or displayed each season.

·  Committee members, coaches, age managers and account administrators should receive periodic training on safeguarding, privacy, cyberbullying and evidence preservation.

·  The Executive Committee will review this policy annually and after any serious online incident, material complaint, technology change or governing-body policy update.

25. Contact and emergency information

Club Child Safety Officer	[Insert name, phone and email]
Member Protection Information Officer	[Insert name, phone and email]
President / Secretary	Emma Heuston, President - 0403 500 787 Ed Levack, Secretary - 0439 417 720
Emergency	000
NSW Child Protection Helpline	132 111
Sport Integrity Australia	1300 027 232 / use the online reporting pathway

 

Annexure A - Child-friendly online safety summary

Be kind. Be safe. Tell an adult. Online behaviour connected with athletics must be respectful. You have the right to feel safe online and at the Club.

What is not okay?

·  sending mean, threatening or sexual messages;

·  making fake accounts or pretending to be someone else;

·  sharing embarrassing photos, videos or private messages;

·  leaving someone out again and again to hurt them;

·  posting racist, sexist, sexual or other cruel comments;

·  asking a child to keep messages secret from parents or trusted adults;

·  sharing someone’s address, phone number or live location;

·  getting angry with someone because they asked for help.

What should you do?

·  Stop replying and move away from the screen.

·  Tell a parent, guardian, coach, age manager, Child Safety Officer or another trusted adult.

·  Take a screenshot if it is safe, but do not forward harmful content to friends.

·  Block or mute the account where appropriate.

·  Do not meet an online contact without a parent or guardian.

·  Keep telling a trusted adult until someone helps you.

Remember

You are not in trouble for asking for help. You do not have to confront the person. Adults at the Club must not ask you to keep Club-related messages secret from your parent, guardian or another trusted adult.

 

Annexure B - Parent and guardian guide

Parents and guardians play an important role in supporting safe, respectful and age-appropriate online participation.

·  Know which platforms and Club-related groups your child uses.

·  Check platform age requirements and use appropriate privacy and safety settings.

·  Encourage your child to tell you about uncomfortable, sexual, threatening or secretive messages.

·  Avoid publicly naming or criticising children, volunteers, officials or other families.

·  Do not publish complaint allegations or disciplinary information online.

·  Ask before posting images of other children and comply with Club consent arrangements.

·  Preserve evidence of harmful conduct and report it privately to the Club.

·  Contact Police or emergency services where there is an immediate safety threat.

Before posting Would this be respectful if said face-to-face? Do I have permission? Could this identify or endanger a child? Am I using the correct complaint channel? Would I be comfortable with this remaining public permanently?

 

Annexure C - Official account and group administration checklist

☐Executive Committee approval recorded for each official account or group.

☐At least two authorised adult administrators appointed where practicable.

☐Club-controlled email or recovery details used where available.

☐Strong unique password and multi-factor authentication enabled.

☐Administrator register maintained and access reviewed each season.

☐Former office holders and unnecessary members removed promptly.

☐Group purpose, membership and moderation rules clearly stated.

☐Parent or guardian access available for groups involving children.

☐Disappearing messages disabled or avoided for official communications.

☐Consent information checked before publishing identifiable child images.

☐No live location, accommodation or sensitive personal information published.

☐Procedure established for screenshots, incident evidence and secure records.

☐Escalation contacts confirmed for Club officers and external authorities.

☐Account administrators trained on this policy and child-safe communication.