2. Scope

This policy applies to all business owners, employees, contractors, volunteers, and any other individuals working under the Bubblegum Jukebox name across all workshop locations in New South Wales.

3. Working with Children Checks (WWCC) & Contractor Requirements

• Mandatory Clearance: Every staff member, contractor, or volunteer engaging in child-related work for Bubblegum Jukebox must hold a valid, verified NSW Working with Children Check (WWCC).

• Verification: Bubblegum Jukebox will verify all WWCC numbers via the Service NSW portal before any individual commences work.

• Record Keeping: We maintain a secure registry tracking WWCC numbers, expiry dates, and verification outcomes.

• Contractor Insurance: All independent contractors engaged by Bubblegum Jukebox are strictly required to hold and maintain their own current Public Liability Insurance. Proof of currency must be provided to the business prior to delivering any workshop sessions.

4. Drop-off, Pick-up, and Attendance Management

To ensure children are accounted for at all times and only leave our care with authorised individuals, Bubblegum Jukebox enforces a strict sign-in and sign-out process:

• Mandatory Sign-In/Out: A parent, guardian, or authorised adult must physically sign each child in upon arrival and out at the conclusion of the workshop. Children are not permitted to leave the venue unaccompanied.

• QR Code System: Attendance, drop-off, and pick-up tracking are managed digitally. Adults are required to complete the check-in and check-out process via our designated QR Code System on-site.

• Carpooling Requirements: We recognise that families often coordinate transport. If an adult is carpooling and picking up multiple children, they are required to sign out every child through the form.

5. Code of Conduct, Supervision & Public Safety

To maintain a secure environment during workshops and protect children from unvetted individuals, all Bubblegum Jukebox personnel must adhere to the following standards:

• Active Supervision: Children must be actively supervised at all times during activities, transitions, and toilet breaks.

• Protection from the Public & Venue Staff: Children must be protected from interactions with members of the public and unauthorised individuals. If venue staff, contractors, or external individuals enter the workshop space, Bubblegum Jukebox staff will keep them separate from the children. These individuals are strictly prohibited from interacting, talking to, or engaging with the children.

• 1-on-1 Situations: Avoid being left completely alone with a single child out of sight of others. Always maintain visibility.

• Physical Contact and Consent: Physical contact must be strictly professional, age-appropriate, and relevant to the teaching activity. Hugging children requires full consent from the child and is required to be entirely appropriate for the context.

• Digital & Online Safety: In our enrolment form parents can give consent to children being filmed or photographed during the workshop for promotional purposes. Staff must strictly adhere to the preferences indicated on these forms, and private messaging or connecting with workshop participants on personal social media accounts remains prohibited.

6. Bathroom and Amenities Safety

Because workshop venues often utilise shared public or building amenities that are accessible by adults, Bubblegum Jukebox enforces a strict bathroom safety protocol:

• The Buddy System: Children are strictly required to use a "buddy system" during the program. No child is permitted to go to the bathroom alone; they must always be accompanied by a designated peer buddy.

• Staff Monitoring: Staff must maintain a log or awareness of which children have left the room and ensure they return promptly. For younger cohorts, a staff member will escort the buddy group to the perimeter of the bathroom to monitor the area.

7. Excursions and Park Visits

When taking children outside the main workshop venue (e.g., walking down the road to a local park), Bubblegum Jukebox enforces strict safety protocols:

• Public Boundary Management: While at the park, staff will establish a clear, supervised boundary for the workshop activities. The rules regarding public protection apply strictly: no member of the public or park user is permitted to interact or engage with the children under our care.

• Risk Assessments: A formal, documented risk assessment must be completed for the specific route and park destination prior to the excursion. This assessment must identify hazards (e.g., road crossings, water hazards, public shared spaces) and outline mitigation strategies. 

• Parental Permission: Authorisation from a parent or guardian is mandatory before a child can participate in any park visit. This is typically collected via the enrolment form.

• Supervision Ratios: Staff-to-child ratios are implemented for all off-site movements to guarantee safe road crossings and effective monitoring in open public spaces. 1 staff member per 15 children. 

• Essential Kit: Staff must carry a mobile phone, emergency contact details for all participating children, any required personal medication (e.g., EpiPens), and a fully stocked portable first aid kit.

8. Management and Administration of Regular Medication

To ensure the health and safety of children with ongoing health requirements (e.g., ADHD, anxiety, or ongoing illness), Bubblegum Jukebox maintains strict boundaries around medication safety:

• Written Instructions Required: Parents/guardians must explicitly detail all regular medication needs in the enrolment form. They must also provide clear, written medical instructions.

• Staff Responsibility for Administration: To prevent accidental misuse, misplacement, or unsafe consumption, children are not permitted to be responsible for holding or taking their own regular medication. Bubblegum Jukebox staff are responsible for securely storing and administering all medication.

• Packaging and Labelling: Medication will only be accepted and administered if it is provided to staff in its original packaging, within its expiry date, and with a clear pharmacy dispensing label stating the child’s name, exact dosage, and timing.

• Second-Person Check: When administering any medication, a second staff member must independently verify the "5 Rights" (Right child, Right medication, Right dose, Right route, and Right time) and witness the administration.

• Log Maintenance: Every instance of medication administration must be documented immediately in our Medication Record Form.

9. First Aid, CPR, and Anaphylaxis Training

Bubblegum Jukebox recognises its duty of care to respond promptly and effectively to medical emergencies, injuries, or sudden illnesses:

• Mandatory Qualifications: At least one designated staff member present at every workshop must hold current, approved qualifications in:

  • HLTAID012 (Provide First Aid in an Education and Care Setting) or equivalent.

  • Cardiopulmonary Resuscitation (CPR) - refreshed annually.

  • Anaphylaxis and Asthma management training.

• Medication and Action Plans: Parents must provide written Medical Action Plans (e.g., ASCIA Action Plans) and clearly labelled, in-date medication (such as EpiPens or asthma inhalers) upon enrolment if their child has a known medical condition.

• Incident Documentation: Any administration of first aid or medical management must be recorded in an Incident, Injury, Trauma and Illness Record and signed by both the attending staff member and the parent/guardian at pickup.

10. Identifying and Reporting Child Harm

All Bubblegum Jukebox staff are trained to look out for signs of physical, emotional, or sexual abuse, neglect, or grooming.

• Internal Escalation: Any suspicion, disclosure, or allegation of harm must be documented immediately and reported directly to the Bubblegum Jukebox Business Director.

• External Reporting (Mandatory Reporting): If a child is suspected to be at Risk of Significant Harm (ROSH), a report will be made immediately to the NSW Department of Communities and Justice (DCJ) via the Mandatory Reporter Guide or by calling the Child Protection Helpline.

• Emergency Situations: If a child is in immediate danger, emergency services (000) will be contacted without delay.

11. Inclusion and Diversity

Bubblegum Jukebox recognises and respects the diverse needs of all children. We actively promote an environment that is safe and welcoming for:

• Aboriginal and Torres Strait Islander children.

• Children from culturally and linguistically diverse backgrounds.

• Children with disabilities or additional neurodivergent needs.

• LGBTQIA+ children and youth.

12. Complaints and Feedback Processes

• Child-Focused Approach: We support children to voice their concerns. Bubblegum Jukebox staff will take any complaint or grievance raised by a child seriously.

• Parental Communication: Parents and guardians will be notified promptly of any incidents, behavioural concerns, or injuries occurring during a workshop.

13. Review and Continuous Improvement

This policy is a living document for Bubblegum Jukebox. It will be reviewed annually or sooner if NSW child protection legislation or operational guidelines change.