Effective Date: 9 December 2026
Child Protection Policy
Policy Summary
This policy outlines procedures for dealing with suspected abuse and neglect of children, both inside and outside our organisation. It provides guidelines for staff and facilitators. It also provides guidance for The Vine House who are working directly with young people under the age of 17.
All staff and Facilitators are expected to be familiar with this policy.
This policy is consistent with Oranga Tamariki and Police guidelines, and future revisions will be checked for consistency with these organisations.
Purpose, scope and principles
This policy is our organisation’s commitment to protect vulnerable children from abuse and neglect through its actions, activities and staff.
Our policy recognises the important role and responsibility of all of our staff and facilitators in the protection of children by identifying and responding to suspected child abuse or neglect and appropriately responding to concerns about the wellbeing of a child.
All staff and facilitators have a responsibility to discuss any child protection concerns, including suspected abuse or neglect, with their senior leaders (normally the TVH Trust Board) or the designated person for child protection.
Senior leaders or the designated person for child protection have a responsibility to ensure that the appropriate authority is notified when a staff member or facilitator has a belief that a child has been or is likely to be, abused or neglected. This extends to ensuring that all known information about the child, young person and their family/whānau is shared in full with the appropriate authority, to determine the most appropriate response.
This policy is intended to protect all children staff and facilitators may encounter – including siblings, the children of adults accessing services and any other children encountered by staff and Facilitators.
We are committed to:
ensuring that all staff and facilitators are able to identify the signs and symptoms of potential abuse and neglect and are able to take appropriate action in response and will do so;
supporting all staff and facilitators to work in accordance with the policy, to work with partner agencies and community organisations to ensure child protection policies are consistent and of high quality and to always comply with relevant legislative responsibilities;
sharing information in a timely way and discussing any concerns about an individual child with colleagues, the senior leaders or the designated person for child protection;
promote a culture where staff and facilitators feel confident to constructively challenge poor practice and raise issues of concern without fear of reprisal;
meeting all existing statutory and contractual obligations, including matters relating to employment.
Definitions
Abuse – the harming (whether physically, emotionally or sexually), ill-treatment, neglect or deprivation of any child. This can include:
Physical abuse – any acts that may result in the physical harm of a child or young person. It can be, but is not limited to: bruising, cutting, hitting, beating, biting, burning, causing abrasions, strangulation, suffocation, drowning, poisoning, and fabricated or induced illness.
Sexual abuse – any acts that involve forcing or enticing a child to take part in sexual activities, whether or not they are aware of what is happening. Sexual abuse can be, but is not limited to:
Contact abuse: touching breasts, genital/anal fondling, masturbation, oral sex, penetrative or non-penetrative contact with the anus or genitals, encouraging the child to perform such acts on the perpetrator or another, involvement of the child in activities for the purposes of pornography or prostitution.
Non-contact abuse: exhibitionism, voyeurism, exposure to pornographic or sexual imagery, inappropriate photography or depictions of sexual or suggestive behaviours or comments.
Emotional abuse – any act or omission that results in adverse or impaired psychological, social, intellectual and emotional functioning or development. This can include:
Patterns of isolation, degradation, constant criticism or negative comparison to others. Isolating, corrupting, exploiting or terrorising a child can also be emotional abuse.
Exposure to family/whānau or intimate partner violence.
Neglect – the persistent failure to meet a child’s basic physical or psychological needs, leading to adverse or impaired physical or emotional functioning or development. Neglect is the most common form of abuse, and although the effects may not be as obvious as physical abuse, it is just as serious. Neglect can be:
Physical (not providing the necessities of life, like a warm place, food and clothing).
Emotional (not providing comfort, attention and love).
Neglectful supervision (leaving children without someone safe looking after them).
Medical neglect (not taking care of health needs).
Educational neglect (allowing chronic truancy, failure to enrol in education or inattention to education needs).
Child – any child or young person aged under 17 years, and who is not married or in a civil union.
Child protection – activities carried out to ensure that children are safe in cases where there is suspected abuse or neglect or the risk of abuse or neglect.
Designated person for child protection – the manager/supervisor or designated person responsible for providing advice and support to staff and Sports Chaplains where they have a concern about an individual child or who want advice about the child protection policy.
Disclosure – information given to a staff member or Sports Chaplain by the child, parent or caregiver or third party in relation to abuse or neglect.
Oranga Tamariki – the agency responsible for investigating and responding to suspected abuse and neglect and for providing a statutory response to children found to be in need of care and protection.
New Zealand Police – the agency responsible for responding to situations where a child is in immediate danger and for working with Oranga Tamariki in child protection work, including investigating cases of abuse or neglect where an offence may have occurred.
Children’s workforce/children’s workers – people who work with children, or who have regular contact with children, as part of their roles.
Remain Youth Program – The community arm of TVH
TVH – The Vine House Trust Board.
Staff and Facilitators – paid and volunteer staff. People(s) who run the program with children.
Guidance on identifying possible abuse or neglect
All staff and Facilitators will be made aware of indicators of potential abuse and neglect as part of their orientation and training.
As part of this training staff will be encouraged to:
consider overall wellbeing and the risk of harm to the child, rather than feeling that they have to define or categorise the type of abuse or neglect.
act on suspected abuse and neglect, even when the symptoms or patterns of symptoms are subtle, while avoiding adhering to stereotypes and making assumptions.
recognise that it is normal to feel uncertain, but that it is still important to voice concerns when they recognise that something is wrong, especially if they notice a pattern, or several signs that make them concerned.
Understand that every situation is different and that it’s important to consider all available information about the child and their environment before reaching conclusions. For example, behavioural concerns may be the result of life events, such as divorce, accidental injury or the arrival of a new sibling. Decisions should not be made in isolation, but should be discussed with colleagues, senior leaders or the designated person for child protection, as appropriate.
Indicators of potential abuse include:
Physical signs (e.g., unexplained injuries, burns, fractures, unusual or excessive itching, genital injuries, sexually transmitted diseases).
Developmental delays (e.g., small for their age, cognitive delays, falling behind in school, poor speech and social skills).
Emotional abuse/neglect (e.g., sleep problems, low self-esteem, obsessive behaviour, inability to cope in social situations, sadness/loneliness and evidence of self-harm).
Behavioural concerns (e.g., age-inappropriate sexual interest or play, fear of a certain person or place, eating disorders/substance abuse, disengagement/neediness, aggression).
The child talking about things that indicate abuse (sometimes called an allegation or disclosure).
Indicators of potential neglect include:
Physical signs (e.g., looking rough and uncared for, dirty, without appropriate clothing, underweight).
Developmental delays (e.g., small for their age, cognitive delays, falling behind in school, poor speech and social skills).
Emotional abuse/neglect (e.g., sleep problems, low self-esteem, obsessive behaviour, inability to cope in social situations, sadness/loneliness and evidence of self-harm).
Behavioural concerns (e.g., disengagement/ neediness, eating disorders/substance abuse, aggression).
Neglectful supervision (e.g., out and about unsupervised, left alone, no safe home to return to).
Medical neglect (e.g., persistent nappy rash or skin disorders or other untreated medical issues).
Staff and facilitators will be made aware that they can access more detailed guidance via Oranga Tamariki’s website: https://www.orangatamariki.govt.nz/
This information will be regularly reviewed to ensure that it is updated to reflect changing understandings of good practice.
Guidance on responding to suspected abuse or neglect and other concerns
If we believe a child is in immediate danger, we will contact the police on 111.
If a child discloses abuse or if there are concerns about abuse or neglect we will contact Oranga Tamariki on 0508 FAMILY (326 459) or contact@ot.govt.nz to discuss appropriate next steps.
We provide the following guidelines if a child discloses abuse:
Listen to the child. Disclosures by children are often subtle and need to be handled with particular care, including an awareness of the child’s cultural identity and how that affects interpretation of their behaviour and language.
Reassure the child. Let the child know that they:
Are not in trouble.
Have done the right thing.
Ask open ended prompts – e.g., “What happened next?”
Do not interview the child (in other words, do not ask questions beyond open prompts for the child to continue).
Do not make promises that can’t be kept, e.g., “I will keep you safe now”.
If the child is visibly distressed provide appropriate reassurance and re-engage in appropriate activities under supervision until they are able to participate in ordinary activities.
If the child is not in immediate danger re-involve the child in ordinary activities and explain what you are going to do next.
If the child is in immediate danger contact the Police immediately.
As soon as possible formally record the disclosure. Record:
Word for word, what the child said.
The date, time and who was present.
We provide the following guidelines for recording and notifying Oranga Tamariki of suspected child abuse or neglect:
Formally record:
Anything said by the child.
The date, time, location and the names of any staff or Sports Chaplains that may be relevant
The factual concerns or observations that have led to the suspicion of abuse or neglect (e.g., any physical, behavioural or developmental concerns).
The action taken by your organisation.
Any other information that may be relevant. Relevant information can inform any future actions.
Discuss any concern with the supervisor or the designated person for child protection. No decisions should be made in isolation.
Notify Oranga Tamariki promptly if there is a belief that a child has been, or is likely to be abused or neglected. Oranga Tamariki will:
Make the decision to inform the parents or caregivers in consultation with your organisation.
Advise what, if any, immediate action may be appropriate, including referring the concern to the Police.
Oranga Tamariki are responsible for looking into the situation to find out what may be happening, whether they need to work with the family or to put them in touch with people in their community who can help.
Securely store:
The record of the concern.
A record of any related discussions, (including copies of correspondence, where appropriate).
A record of any advice received.
The action your organisation took, including any rationale.
This concern with any earlier concerns, if the notification is based on an accumulation of concerns (rather than a specific incident).
We will build relationships with other services in the community, so that we can partner with them in identifying and addressing needs of children that do not amount to abuse and neglect. These could include school pastoral care staff, club wellbeing officers, local churches, marae,
family/whānau counselling agencies, budget services, and mental health and drug and alcohol services.
Additional guidance on allegations or concerns about staff and Facilitators
All staff and facilitators must:
provide consent for us to obtain their Police record
sign the Vine House Trust Board’s Code of Conduct
Be endorsed and supported by the Vine House Trust Board as a suitable person to be a Staff and Facilitator to working with young people.
The above, including the individual’s Police record, must be obtained and reviewed before that person is authorized to work with children under 17 in our organisation.
The same general process used for recording allegations or concerns about third parties will be used for staff, while recognising that employees must be treated properly and fairly and employers must act in good faith. Addressing the needs of the child will be our first priority.
We will follow a prompt and fair process that complies with all relevant moral and legal obligations.
The decision to follow up on an allegation of suspected abuse or neglect against an employee should be made in consultation with Oranga Tamariki and the Police. This is to ensure that any actions taken do not undermine any investigations being conducted by the external agencies.
If it is a child making the allegation or raising the concern, or the allegation/concern regards a child accessing our youth program, that child will not be exposed to unnecessary risk. This may mean suspending an employee from their duties, subject to the requirements of the applicable employment contract and relevant legal obligations. At the very least the child and the staff member will be separated.
If, after discussion with Oranga Tamariki and/or the Police, there is a need to pursue an allegation as an employment matter, we will advise the person concerned, inform them that they have a right to seek legal advice and provide them with an opportunity to respond. They will also be informed of their right to seek support from the relevant union/representative body. We will follow ordinary disciplinary policies, guided by the employment contract/collective employment contract and relevant statutory obligations.
Historical allegations will be responded to in the same way as contemporary ones, with the same priority. All allegations or concerns will be investigated fully, regardless of the resignation or termination of the staff member or the facilitator concerned.
Staff and facilitators can raise concerns about the conduct of other staff members and facilitator with their Senior leaders. Their concerns will be fully investigated, and they will be protected according to the Protected Disclosures Act 2000.
http://www.ombudsman.parliament.nz/what-we-do/protecting-your-rights/protected-disclosures- whistle-blowing
The Vine House will work together with individual’s supporting local community organisations to provide support to all staff or facilitators affected by allegations. We will ensure that different people provide support to the staff member or facilitator receiving the allegation and to the staff member or facilitator against whom the allegation is made.
We will not use ‘settlement agreements’, where these are contrary to a culture of child protection, for example allowing a staff member or facilitator to agree to resign provided that no disciplinary action is taken. Where the conduct at issue concerns the safety or wellbeing of a child, use of such agreements is contrary to a culture of child protection.
Confidentiality and information sharing
We will make our staff and facilitators aware of relevant sections of the Privacy Act 1993 and the Oranga Tamariki Act 1989 regarding information sharing to keep children safe when abuse or suspected abuse is reported or investigated:
Under sections 15 and 16 of the Oranga Tamariki Act, any person who believes that a child has been, or is likely to be, harmed physically, emotionally or sexually, or ill-treated, abused, neglected or deprived may report the matter to Oranga Tamariki or the Police and, provided the report is made in good faith, no civil, criminal or disciplinary proceedings may be brought against them.
Staff and facilitators may disclose information under the Privacy Act/Health Information Privacy Code where there is good reason to do so – such as where there is a serious risk to individual health and safety.
Advice will be sought from Oranga Tamariki and/or the Police before identifying information about an allegation is shared with anyone other than the senior leaders or a designated person for child protection.
Professional development and safe practice
Facilitators will be trained in the skills necessary to recognise and respond to suspected abuse and neglect.
Staff will be informed about the content of the Child Protection Policy as part of their orientation. Skills needed to implement the policy will be included in performance management and professional development programmes.
We will promote professionalism in working with children, clearly establish roles and expectations of adult behaviour with children, and encourage staff to keep their professional and personal lives separate.
Staff and Facilitators will be trained to:
Work with children in a public place and with the full knowledge and consent of their parents/caregivers whenever possible;
Understand what is considered appropriate and inappropriate physical contact, including different cultural understandings of this;
Have appropriate safeguards in place if they are hosting children in their home or transporting them by car;
Communicate appropriately with children, including the use telecommunications technology and social media;
Avoid inappropriate relationships with children, including over-familiarity, providing gifts, and fostering infatuation.
To avoid staff and facilitators being alone with children, all staff and facilitators should examine the opportunities or possible situations where staff and facilitators may be alone with children. Wherever possible an open-door policy for all spaces should be used.
Where a child requires physical assistance, e.g., if they are intellectually or physically disabled, staff and facilitators will seek training in appropriate procedures.
All staff and facilitators will avoid being alone when transporting a child, unless an emergency requires it.
Related documentation and review
This policy will be reviewed at least once every three years.
Reviews will incorporate the views of staff, managers and leaders within the organisation and seek to gauge the accessibility, relevance and usefulness of the policy. They will consider any serious incidents that have occurred, and review how effective the policy was at responding to them. They will also consider developments in child protection theory and any additional guidance produced by government agencies.