Policies

  • PARTICIPANT DISCLAIMER for GROUP SOUND & CACAO MEDITATION JORNEY SESSION & LIABILITY WAIVER

     Sound & Cacao Meditation Journey techniques use sound, vibration, breathwork and intention to gently transition a person from his / her / their normal waking state of consciousness to a highly relaxed state of consciousness.

    As a Cacao Journey facilitator and Sound Therapy practitioner, I am not a licensed health professional. As such, I will not diagnose, prescribe substances, perform medical treatment, or interfere with the treatment of qualified physician or other licensed medical professional. The services Blüte Sound Bath Meditation & Therapy offers are considered complementary to traditional Western and Eastern medical practices.

    Each session lasts approximately 90 minutes. During this time various instruments will be played to encourage a deep state of relaxation where a person’s own healing abilities may be activated.

    Please note that part of the session involves the placement of a Practitioner’s Challis near the body which gives off very high or very low-pitched sounds.

    If you have reason to believe that the Practitioner’s Challis and the sound it makes may cause discomfort, pain, or injury, please advise the facilitator before the session begins.

    Disclosure about Cacao

    100% ceremonial cacao is prepared in such a way that, the properties of it alone increases blood flow to the brain by 30-40%, and the actual oxygen in the blood is also increased by 20%. Along with this and the meditations and healing offered in this journey, you can greatly expand the energy of the heart center for deeper awareness, healing, joy and creativity. 

    I ask that if you have high blood pressure, heart issues, allergic to chocolate, are pregnant, or are prone to severe anxiety or are on antidepressant or any other medication, that you do not consume the full amount of cacao served in these journeys. I require you to let me know in advance of a cacao journey.

    By attending the Sound & Cacao Meditation Journey Session, you acknowledge and agree to the following terms and conditions:

    1. You are voluntarily participating in this session and understand that it involves the use of sound, vibration and breathwork which may cause physical or emotional discomfort.

    2. You are aware that sound bath/journey meditation / therapy and breathwork is not a substitute for medical treatment.

    3. You have NO health or psychological conditions that might affect your participation in the sound & cacao meditation journey.

     4. You have NO current or previous heart conditions (including, but not limited to, heart attack, irregular or rapid heartbeat). Or, if you DO have a current or previous heart condition, you will be refraining from ingesting cacao. 

    5. You are NOT taking MAOI-based antidepressants. Or, if you are taking MAOI-based antidepressants, you will consult your medical provider before ingesting cacao, and during the journey, you will start by only ingesting half of the ceremonial dose indicated in the preparation instructions and use your own judgement and discretion as to whether to ingest more.

     6. If you are pregnant, breastfeeding, or trying to conceive, please inform the facilitator before participating. Cacao contains caffeine and theobromine, which may affect pregnancy.

    Sound vibration may also affect pregnancy. As this session will include having oils directly placed onto your skin, pregnant participants will be asked to refrain from this portion of the experience as some oils may trigger contractions or other complications. Pregnant participants should consult their healthcare provider before attending and may receive modified portions or alternative options. I recommend avoiding participation in the first trimester without medical clearance. 

    7. You take full responsibility for your physical and emotional well-being during the session and release the organiser, facilitator, and venue from any liability for any injury, harm, or damage that may occur as a result of your participation.

    8. You agree to disclose any pre-existing medical conditions or disabilities that may be affected by the use of sound and vibration, in advance to bluete.soundbaths@gmail.com and to inform the facilitator immediately if you experience any discomfort during the session.

    9. You understand that the session may include the use of photographic or audio/video recording equipment and that your image or voice may be captured and used for promotional purposes.

    Please advise your facilitator if you do not wish to be in any photographs or videos. The facilitator will make sure to ask for your verbal consent before taking any photographs or videos.

    10. Payment,Cancellation & Refund Policy

    Due to limited spaces available, a full payment is due at the time of your booking.

    We recognise that sometimes unexpected changes in circumstances mean that people are unable to proceed with a session as they had planned.

    Therefore, cancellations before 48 hours are refundable or can be transferred to another session.

    Cancellations within 24 hours are non-refundable.

    Exceptions are discretionary and may be made in cases such as bereavement or sickness (including Covid-19 self-isolation or local lockdown), or other reasonably unforeseen circumstances. 

    All such requests must be made in writing to bluete.soundbaths@gmail.com within 48 hours of the session start date.

    If a session is cancelled by Blüte Sound Bath Meditation & Therapy, you will receive a full refund.

    If a session is rescheduled by Blüte Sound Bath Meditation & Therapy and you cannot make the new date, you will receive a full refund. Blüte Sound Bath Meditation & Therapy reserves the right to cancel sessions if there are insufficient numbers or other circumstances which necessitate cancellation (i.e. lockdown or other unacceptable risks).

    WAIVER OF LIABILITY

    This waiver and release of liability includes, without limitation, any discomfort, injury, or adverse effects which may occur as a result of: a) participation in sound bath / journey sessions, including exposure to various sound frequencies, vibrations, and acoustic instruments; b) slipping, tripping, or falling while on the premises or while traveling to or from the sound bath session; c) any physical or emotional responses to the sound healing experience, including but not limited to dizziness, nausea, emotional release, or sensory sensitivity.

    PRIVACY NOTICE

    No information about any client will be discussed or shared with any third party without written consent of the client or parent/guardian if the client is under 18.

    By booking the event, you acknowledge that you have read and agreed to these terms and conditions and are participating at your own risk.

  • PARTICIPANT DISCLAIMER FOR A PRIVATE FULL CACAO JOURNEY SESSION & LIABILITY WAIVER

    Cacao Journey use Sound, vibration, breathwork and intention to gently transition a person from his / her / their normal waking state of consciousness to a highly relaxed state of consciousness is used during a Sound Journey. 

    As a Cacao Journey facilitator, Sound Therapy and Reiki practitioner, I am not a licensed health professional. As such, I will not diagnose, prescribe substances, perform medical treatment, or interfere with the treatment of qualified physician or other licensed medical professional. The services Blüte Sound Bath Meditation & Therapy offers are considered complementary to traditional Western and Eastern medical practices.

    Each session lasts approximately 75 minutes. However please allow up to 90 minutes for your session. This ensures you receive the complete benefits without feeling hurried through the process.

    During this time a shamanic drum, Tibetan bowl, gong, tingsha bells and relaxing music will be played to encourage a deep state of relaxation where a person’s own healing abilities may be activated.

    Please note that part of the session involves the placement of a Tibetan bowl near the body which gives off very high or very low-pitched sounds. Other instruments might be also played near the body.

    If you have reason to believe that the Tibetan bowl or other instruments and the sound they make may cause discomfort, pain, or injury, please advise the facilitator before the session begins.

    Disclosure about Cacao

    100% ceremonial cacao is prepared in such a way that, the properties of it alone increases blood flow to the brain by 30-40%, and the actual oxygen in the blood is also increased by 20%. Along with this and the meditations and healing offered in this journey, you can greatly expand the energy of the heart center for deeper awareness, healing, joy and creativity. 

    I ask that if you have high blood pressure, heart issues, allergic to chocolate, are pregnant, or are prone to severe anxiety or are on antidepressant or any other medication, that you do not consume the full amount of cacao served in these journeys. I require you to let me know in advance of a cacao journey.

    By attending the Cacao Journey Session, you acknowledge and agree to the following terms and conditions:

    1. You are voluntarily participating in this session and understand that it involves the use of sound, vibration and breathwork which may cause physical or emotional discomfort.

    2. You are aware that cacao journey and breathwork is not a substitute for medical treatment.

    3. You have NO health or psychological conditions that might affect your participation in the cacao journey.

    4. You have NO current or previous heart conditions (including, but not limited to, heart attack, irregular or rapid heartbeat). Or, if you DO have a current or previous heart condition, you will be refraining from ingesting cacao.

     5. You are NOT taking MAOI-based antidepressants. Or, if you are taking MAOI-based antidepressants, you will consult your medical provider before ingesting cacao, and during the journey, you will start by only ingesting half of the ceremonial dose indicated in the preparation instructions and use your own judgement and discretion as to whether to ingest more.

     6. If you are pregnant, breastfeeding, or trying to conceive, please inform the facilitator before participating. Cacao contains caffeine and theobromine, which may affect pregnancy.

    Sound vibration may also affect pregnancy. As this session will include having oils directly placed onto your skin, pregnant participants will be asked to refrain from this portion of the experience as some oils may trigger contractions or other complications. Pregnant participants should consult their healthcare provider before attending and may receive modified portions or alternative options. I recommend avoiding participation in the first trimester without medical clearance. 

    7. You take full responsibility for your physical and emotional well-being during the session and release the organiser, facilitator, and venue from any liability for any injury, harm, or damage that may occur as a result of your participation.

    8. You agree to disclose any pre-existing medical conditions or disabilities that may be affected by the use of sound and vibration, in advance to bluete.soundbaths@gmail.com and to inform the facilitator immediately if you experience any discomfort during the session.

     9. You understand that the session may include the use of photographic or audio/video recording equipment and that your image or voice may be captured and used for promotional purposes.

    Please advise your facilitator if you do not wish to be in any photographs or videos. The facilitator will make sure to ask for your verbal consent before taking any photographs or videos.

    10. Payment,Cancellation & Refund Policy

    Due to limited spaces available, a full payment is due at the time of your booking.

    This also guarantees your booking for the pre-discussed date/time.

    I recognise that sometimes unexpected changes in circumstances mean that people are unable to proceed with a session as they had planned.

    Therefore, cancellations before 48 hours are refundable or can be transferred to another session.

    Cancellations within 24 hours are non-refundable.

    Exceptions are discretionary and may be made in cases such as bereavement or sickness (including Covid-19 self-isolation or local lockdown), or other reasonably unforeseen circumstances. 

    All such requests must be made in writing to bluete.soundbaths@gmail.com within 48 hours of the session start date.

    If a session is cancelled by Blüte Sound Bath Meditation & Therapy, you will receive a full refund.

    If a session is rescheduled by Blüte Sound Bath Meditation & Therapy and you cannot make the new date, you will receive a full refund. Blüte Sound Bath Meditation & Therapy reserves the right to cancel sessions if there are circumstances which necessitate cancellation (i.e. lockdown or other unacceptable risks).

    WAIVER OF LIABILITY

    This waiver and release of liability includes, without limitation, any discomfort, injury, or adverse effects which may occur as a result of: a) participation in cacao journey sessions, including exposure to various sound frequencies, vibrations, and acoustic instruments; b) slipping, tripping, or falling while on the premises or while traveling to or from the cacao journey session; c) any physical or emotional responses to the cacao journey experience, including but not limited to dizziness, nausea, emotional release, or sensory sensitivity.

    PRIVACY NOTICE

    No information about any client will be discussed or shared with any third party without written consent of the client or parent/guardian if the client is under 18.

    By booking the event, you acknowledge that you have read and agreed to these terms and conditions and are participating at your own risk.

  • PARTICIPANT DISCLAIMER FOR A 1:1 REIKI - THE USUI SYSTEM OF NATURAL HEALING SESSION & LIABILITY WAIVER

    Reiki (pronounced RAY-key) means universal life energy in Japanese.

    The art of Reiki is a system of gentle vibrational healing that was established by Dr. Usui from

    Japan in the late 19th century and is becoming increasingly popular in the western world.

    Reiki can greatly improve health and wellbeing by working on the physical, mental, emotional, and spiritual level at the same time.

    Reiki treats the whole person, revitalising the body’s own healing potential by restoring greater balance and allowing the natural life force to flow more freely. 

    Reiki is practiced with gentle hands-on, or by simply working the energy above the body, while lying on the massage table fully clothed. Reiki can be used to reduce physical and emotional pain, to calm the mind and experience deep relaxation on all levels as well as improve immune and nervous system functioning.

    Crystals help to focus our energy and our thoughts. They can also raise our vibration and energy levels. A selenite crystal is used in the Reiki session as it is believed to offer various physical, emotional and spiritual benefits. These include promoting peace and calm, clearing blocked energy, enhancing clarity, and aiding in emotional healing. Selenite is also associated with spiritual growth, connecting to higher consciousness, and promoting self-discovery. 

    Selenite is known for its ability to clear stagnant or negative energy from the body and environment, promoting a sense of lightness and vitality.

    The client may perceive a pulsing or tingling sensation, a feeling of warmth and comfort or a sense of releasing previously blocked emotions as the energy flows through the practitioner's hands to the client.

     WAIVER OF LIABILITY

    This waiver and release of liability includes, without limitation, any discomfort, injury, or adverse effects which may occur as a result of: a) participation in Reiki sessions, including exposure to sound and vibrations; b) slipping, tripping, or falling while on the premises or while traveling to or from the Reiki session; c) any physical or emotional responses to the Reiki experience, including but not limited to dizziness, nausea, emotional release, or sensory sensitivity.

    By booking a Reiki session, you acknowledge and understand that Energy Healing is NOT a substitute for medical and other health care treatments. You also understand that the practitioner does not diagnose conditions or claim to cure specific illnesses. They neither prescribe substances or perform medical treatment, nor interfere with the treatment of a licensed medical professional. It is recommended that you see a licensed physician or licensed health care professional for any physical or psychological ailment you have.

    You will not hold the practitioner liable for any pain or distress, physical or emotional, which may arise in the course of my treatments with her.

    You understand that you may experience 'healing reactions' during the 24 to 48 hours following the services provided. You also understand that the body has the ability to heal itself and to do so, complete relaxation is often beneficial.

    You acknowledge that long-term imbalances in the body sometimes require multiple sessions in order to facilitate the level of relaxation needed by the body to heal itself.

    PRIVACY NOTICE

    No information about any client will be discussed or shared with any third party without written consent of the client or parent/guardian if the client is under 18.

    By booking this session, you acknowledge that you have read and agreed to these terms and conditions and are participating at your own risk

  • CHILD SAFETY STANDARDS POLICY 

    1. POLICY STATEMENT

    This Child Safety Policy demonstrates our unwavering commitment to creating and maintaining a child-safe environment for all children and young people (under 18 years) who participate in our sound bath / journey meditation sessions or / and SoulNar Chakra Meditation for Kids program. We are committed to complying with Victoria's 11 Child Safe Standards and ensuring the safety, wellbeing, and protection of all children from harm and abuse.

    2. SCOPE

    This policy applies to:
    - All Sound Bath / Journey Meditation sessions where children under 18 may be present.

    - All SoulNar Chakra Meditation for Kids program sessions.

    - All SoulNar Sound Healing Energy Therapy sessions.

    - All Cacao Circle / Journey sessions.
    - All interactions with children and their families/caregivers.
    - All physical and online environments related to the business.
    - Any volunteers or assistants who may occasionally help with sessions.

    3. COMMITMENT TO THE 11 CHILD SAFE STANDARDS

    Standard 1: Cultural Safety for Aboriginal Children
    Our Commitment: We acknowledge and respect the cultural identity of Aboriginal children and young people.

    Implementation:
    - We recognise the unique cultural needs of Aboriginal children.
    - We commit to providing culturally appropriate services.
    - We will consult with local Aboriginal communities when serving Aboriginal children.
    - Cultural safety information is displayed in our practice space.

    Standard 2: Leadership and Governance
    Our Commitment: Child safety is embedded in our business leadership and culture.

    Implementation:
    - The practitioner takes personal responsibility for child safety.
    - Child safety is prioritised in all business decisions.
    - Regular review of policies and practices.
    - Clear accountability for child safety outcomes.

    Standard 3: Children's Empowerment and Participation
    Our Commitment: Children are empowered to understand their rights and participate in decisions affecting them.

    Implementation:
    - Children are informed about their right to feel safe.
    - Age-appropriate explanations of sound bath meditation processes are provided.
    - Children's comfort levels are regularly checked during sessions.
    - Children can speak up if they feel uncomfortable.
    - Clear communication that children can stop participation at any time.

    Standard 4: Family and Community Involvement
    Our Commitment: Parents/caregivers are informed and involved in promoting child safety.

    Implementation:
    - Parents/caregivers must provide informed consent for children's participation.
    - Clear communication about session content and practitioner approach.
    - Parents/caregivers are encouraged to stay during sessions with children under 12.
    - Open communication channels with families about any concerns.
    - Information about child safety policies is readily available to families.

    Standard 5: Equity and Diverse Needs
    Our Commitment: We uphold equity and respect diverse needs in our practice.

    Implementation:
    - Services are accessible to children with disabilities.
    - Cultural, religious, and linguistic diversity is respected.
    - Individual needs and circumstances are considered.
    - Reasonable adjustments are made to accommodate different needs.
    - No discrimination based on any protected characteristics.

    Standard 6: Suitable People
    Our Commitment: The practitioner is suitable and supported to reflect child safety values.

    Implementation:
    - Current Working with Children Check (WWCC) held and displayed.
    - Regular professional development in child safety awareness.
    - Personal commitment to child safety principles.
    - Clear understanding of appropriate boundaries with children.
    - Any assistants or volunteers will also hold current WWCC.

    Standard 7: Complaints and Concerns Process
    Our Commitment: We have child-focused processes for handling complaints and concerns.

    Implementation:
    - Clear, accessible complaint process displayed in practice space.
    - Multiple ways for children and families to raise concerns.
    - Prompt, thorough investigation of any concerns.
    - Support provided to children and families during complaint processes.
    - External reporting procedures clearly outlined.

    Standard 8: Training and Education
    Our Commitment: Ongoing education and training in child safety.

    Implementation:
    - Regular participation in child safety training and workshops.
    - Staying current with best practices in child safety.
    - Understanding of child development and trauma-informed approaches.
    - Knowledge of mandatory reporting requirements.
    - Annual review and update of child safety knowledge.

    Standard 9: Safe Physical and Online Environments
    Our Commitment: Our environments promote safety and minimise risk of harm.

    Implementation:
    - Physical space is safe, clean, and appropriate for children.
    - Clear sight lines maintained during sessions.
    - Appropriate lighting and ventilation.
    - Instruments and equipment are safely stored and maintained.
    - Online communications (if any) follow strict safety protocols.
    - Photography/recording only with explicit parental / caregivers consent.

    Standard 10: Regular Review and Improvement
    Our Commitment: Regular review and continuous improvement of child safety practices.

    Implementation:
    - Annual review of this policy and all procedures.
    - Regular self-assessment against Child Safe Standards.
    - Seeking feedback from families and children.
    - Implementing improvements based on reviews and feedback.
    - Documenting all reviews and improvements.

    Standard 11: Documentation and Policies
    Our Commitment: Clear policies and procedures document our child-safe approach.

    Implementation:
    - This comprehensive Child Safety Policy.
    - Clear procedures for reporting concerns.
    - Incident reporting and management procedures.
    - Code of conduct for interactions with children.
    - Record keeping and privacy procedures.

    4. MANDATORY REPORTING

    As a practitioner working with children, I understand my legal obligations under Victorian law to report suspected child abuse to:
    - Victoria Police: 000 (emergency) or 131 444 (non-emergency)
    - Child Protection: 131 278
    - Child FIRST/The Orange Door: 1800 319 353

    5. CODE OF CONDUCT

    Appropriate Behaviour:
    - Maintain professional boundaries at all times.
    - Respect children's physical and emotional boundaries.
    - Use appropriate, non-threatening language.
    - Maintain appropriate physical distance.
    - Ensure sessions are conducted in appropriate spaces.

    Inappropriate Behaviour (Prohibited):
    - Any form of physical, emotional, or psychological abuse.
    - Inappropriate physical contact.
    - Private communication with children outside parent/caregiver presence.
    - Sharing personal information inappropriately.
    - Any behaviour that could be construed as grooming.

    6. RISK MANAGEMENT

    Identified Risks:
    - One-on-one contact with children.
    - Physical proximity during sessions.
    - Darkened room environments.
    - Relaxed/vulnerable states during meditation.

    Risk Mitigation Strategies:
    - Parent/caregiver presence encouraged for children under 12.
    - Clear communication about session processes.
    - Maintaining appropriate physical boundaries.
    - Adequate lighting maintained during sessions.
    - Open-door policy where practical.

    7. INCIDENT REPORTING

    Any incidents, concerns, or allegations will be:
    - Documented immediately and thoroughly.
    - Reported to appropriate authorities within 24 hours.
    - Communicated to parents/caregivers (unless this increases risk).
    - Followed up with appropriate support services.
    - Reviewed to prevent future occurrences.

    8. INFORMATION SHARING AND PRIVACY

    - Personal information about children is kept confidential.
    - Information is only shared when required by law or for child safety.
    - Secure storage of all records and documentation.
    - Parents/caregivers have access to information about their children.
    - Clear consent processes for any information sharing.

    9. COMMUNICATION AND PROMOTION

    This policy will be:
    - Made available to all families before first session.
    - Displayed prominently in practice space.
    - Reviewed regularly with families.
    - Updated and communicated when changes occur.
    - Available on website and in promotional materials.

    10. REVIEW AND EVALUATION

    This policy will be reviewed annually or following any incident. The review will consider:
    - Effectiveness of current procedures.
    - Feedback from children and families.
    - Changes in legislation or best practice.
    - Any incidents or concerns that have arisen.
    - Opportunities for improvement.

    11. CONTACT INFORMATION

    Business Practitioner: Jessica Mak  

    Phone: 0490 124 686  
    Email: bluete.soundbaths@gmail.com
    Working with Children Check Number: 0234982A

    Emergency Contacts:
    - Victoria Police: 000
    - Child Protection: 131 278
    - Kids Helpline: 1800 55 1800
    - Commission for Children and Young People: (03) 8601 5884

    ---

    Declaration: I, Jessica Mak commit to upholding this Child Safety Policy and ensuring the safety and wellbeing of all children who participate in sound bath meditation sessions.

    Date: 22/06/2025

    Next Review Date: 22/06/2026

    Version: 1.0

  • WORKING WITH CHILDREN CHECK POLICY

    1. POLICY STATEMENT

    Blüte Sound Bath Meditation & Therapy is committed to ensuring the safety and wellbeing of all children who participate in our sound bath, meditation, and wellness programs. This policy outlines our requirements and procedures for Working with Children Checks (WWCC) in accordance with the Working with Children Act 2005 (Vic) and Working with Children Regulations 2016 (Vic).

    All persons engaged in child-related work within our business must hold a valid Working with Children Check or be exempt under the legislation.

    2. SCOPE AND APPLICATION

    This policy applies to:
    - All employees (paid staff)
    - Volunteers
    - Contractors and subcontractors
    - Students on placement
    - Board members or committee members (if applicable)
    - Any other person who has direct contact with children through our services

    3. DEFINITIONS

    Child: A person under the age of 18 years.

    Child-related work: Work that usually involves direct contact with a child where that contact is not directly supervised by another person, or work in a position where the person has authority over children.

    Direct contact: Physical contact or face-to-face contact with a child, or contact by post, telephone, email or other electronic communication with a child.

    Working with Children Check (WWCC): A screening process that assesses a person's suitability to work or volunteer with children.

    Child-related work categories relevant to our business:
    - Coaching or tuition services (wellness coaching, meditation instruction)
    - Entertainment services for children
    - Counselling services (if provided)
    - Health services (wellness services)
    - Childcare services (if children attend independently)

    4. WWCC REQUIREMENTS

    4.1 Who Needs a WWCC

    Employee Check (paid positions):
    - All paid staff who have direct contact with children.
    - All paid staff in positions of authority over children.
    - All paid staff who work alone with children without direct supervision.

    Volunteer Check (unpaid positions):
    - All volunteers who have direct contact with children.
    - All volunteers in positions of authority over children.
    - All volunteers who work alone with children without direct supervision.

    Student Check:
    - Students on work placement who will have direct contact with children.

    4.2 Who is Exempt

    The following persons are exempt from requiring a WWCC:
    - Parents/guardians participating in activities with their own child.
    - Children under 18 years of age (though they may voluntarily obtain one).
    - Police officers.
    - Registered teachers with current Victorian Institute of Teaching registration.
    - Persons visiting for less than a few days.
    - Persons in direct supervision situations where another WWCC holder provides direct supervision at all times.

    4.3 Close Contact Relatives


    Parents, step-parents, grandparents, and other close family members of a child participating in our programs are exempt when:
    - They are only involved in activities with their related child present.
    - Their involvement is occasional and not in a formal role.
    - They are not in a position of authority over other children.

    5. WWCC PROCEDURES

    5.1 Pre-Employment/Engagement.


    Before commencing work or volunteering:
    1. Verify if the role requires a WWCC.
    2. Sight and copy valid WWCC card.
    3. Verify WWCC status online at www.workingwithchildren.vic.gov.au.
    4. Record WWCC details in personnel file.
    5. Ensure person understands their obligations under the WWCC.

    5.2 WWCC Application Process


    For persons who need to obtain a WWCC:
    1. Direct them to apply online at www.workingwithchildren.vic.gov.au
    2. Provide application reference number if required.
    3. Interim approval may allow commencement with direct supervision.
    4. Full WWCC card must be provided once received.
    5. Cannot commence unsupervised work until full WWCC received.

    5.3 Ongoing Verification


    - WWCC status checked every 6 months via online verification.
    - Annual reminder sent to all WWCC holders about renewal requirements.
    - Staff/volunteers must notify us immediately of any changes to WWCC status.
    - Regular audits of WWCC compliance across all personnel.

    6. RECORD KEEPING

    6.1 Required Records


    For each person requiring a WWCC, maintain:
    - Copy of WWCC card (front and back).
    - WWCC application number and date.
    - Online verification records with dates.
    - Renewal dates and reminders.
    - Any correspondence regarding WWCC matters.
    - Documentation of exemptions where applicable.

    6.2 Record Storage and Security


    - WWCC records stored securely with restricted access.
    - Electronic records password protected.
    - Physical records locked in secure filing.
    - Access limited to authorised personnel only.
    - Records retained for minimum 3 years after person ceases engagement.

    6.3 Privacy and Confidentiality


    - WWCC information treated as confidential.
    - Information only shared with authorised personnel.
    - No disclosure of WWCC details to unauthorized persons.
    - Compliance with Privacy and Data Protection Act 2014 (Vic).

    7. ROLES AND RESPONSIBILITIES

    7.1 Management & Administration Responsibilities


    - Verify WWCC requirements for all new positions.
    - Conduct pre-engagement WWCC checks.
    - Maintain accurate WWCC records.
    - Monitor WWCC renewal dates.
    - Conduct regular online verifications
    - Ensure all positions are assessed for WWCC requirements.
    - Implement and maintain WWCC procedures.
    - Provide training and information to staff about WWCC obligations.
    - Conduct regular compliance audits.
    - Report serious incidents to relevant authorities.

    7.2 Staff and Volunteer Responsibilities


    - Obtain appropriate WWCC before commencing child-related work.
    - Maintain valid WWCC throughout engagement.
    - Notify management immediately of any changes to WWCC status.
    - Comply with all conditions and requirements of their WWCC.
    - Report any concerns about other staff/volunteers' WWCC compliance.

    8. SPECIFIC WWCC SCENARIOS FOR SOUND BATH MEDITATION BUSINESS

    8.1 Regular Sessions with Children Present


    WWCC Required for:
    - Lead practitioners conducting sessions with children present.
    - Assistant practitioners with direct child contact.
    - Reception/administrative staff interacting directly with children.
    - Cleaning staff working during program hours.

    WWCC Not Required for:
    - Parents/guardians attending with their own children.
    - Practitioners only working with adults.
    - Maintenance staff working outside program hours.
    - Delivery personnel with no child contact.

    8.2 Family Sessions


    WWCC Required for:
    - All practitioners leading or assisting in family sessions.
    - Staff providing guidance or instruction to children.
    - Staff responsible for child safety during sessions.

    Special Considerations:
    - Parents accompanying their own children are exempt.
    - Siblings attending together - practitioners still need WWCC.
    - Mixed family groups require WWCC for all staff.

    8.3 Online/Virtual Sessions


    WWCC Required for:
    - Practitioners conducting live online sessions with children.
    - Staff providing one-on-one virtual guidance to children.
    - Administrative staff with direct online contact with children.

    WWCC Not Required for:
    - Pre-recorded content without live interaction.
    - Technical support staff without direct child contact.
    - General customer service without child-specific contact.

     9. NON-COMPLIANCE PROCEDURES

    9.1 WWCC Application Delays

    If WWCC application is delayed:
    - Person may work under direct supervision only.
    - Must be supervised by valid WWCC holder at all times.
    - Cannot be left alone with children under any circumstances.
    - Maximum supervision period of 3 months.

    9.2 WWCC Suspension or Cancellation


    If a person's WWCC is suspended or cancelled:
    - Immediate cessation of child-related work.
    - Investigation of circumstances.
    - Reporting to relevant authorities if required.
    - Review of person's continued engagement with organisation.

    9.3 Failure to Obtain Required WWCC


    - Cannot commence child-related work.
    - Alternative non-child-related duties if available.
    - Termination of engagement if no alternative available.
    - Clear documentation of reasons for action.

    10. TRAINING AND AWARENESS

    10.1 Induction Training


    All new staff and volunteers receive training on:
    - WWCC requirements and obligations.
    - Our WWCC policy and procedures
    - How to verify WWCC status.
    - Reporting requirements and procedures.
    - Consequences of non-compliance.


    11. MONITORING AND REVIEW

    11.1 Compliance Monitoring
    - Monthly checks of WWCC renewals and expiry dates.
    - Quarterly verification of all active WWCCs.
    - Annual comprehensive audit of WWCC compliance.

    11.2 Policy Review
    - Annual review of WWCC policy and procedures.
    - Update following legislative changes.
    - Incorporate feedback from staff and stakeholders.
    - Continuous improvement based on best practices.

    12. REPORTING AND NOTIFICATION

    12.1 Mandatory Notifications
    We must notify the WWCC Unit if:
    - We become aware of relevant criminal charges against a WWCC holder.
    - We have reasonable belief a person poses a risk to children.
    - We become aware of serious allegations against a WWCC holder.

    13. CONTACT INFORMATION

    Working with Children Check Unit
    Phone: 1300 652 879
    Email: enquiries@workingwithchildren.vic.gov.au
    Website: www.workingwithchildren.vic.gov.au

    Commission for Children and Young People
    Phone: 1300 782 978
    Email: childsafestandards@ccyp.vic.gov.au

    Department of Justice and Community Safety
    Child Protection and Family Services
    Phone: 1300 360 391

    14. APPENDICES

    Appendix A: WWCC Verification Checklist
    - [ ] Position assessed for WWCC requirement
    - [ ] Valid WWCC card sighted and copied
    - [ ] Online verification completed and recorded
    - [ ] WWCC details entered in personnel records
    - [ ] Renewal reminder system activated
    - [ ] Person informed of ongoing obligations

    Appendix B: WWCC Renewal Reminder Template
    "This is a reminder that your Working with Children Check expires on [DATE]. Please ensure you apply for renewal at least 3 months before expiry to avoid any interruption to your work/volunteering with our organisation."

    Appendix C: Position Risk Assessment Template
    Position**: [Position Title]
    Direct Contact with Children: Yes/No
    Unsupervised Contact: Yes/No
    Authority over Children: Yes/No
    WWCC Required: Employee Check/Volunteer Check/Not Required
    Assessment Date: [Date]
    Reviewed By: [Name and Title]

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    Policy Approval


    This policy was approved by Jessica Mak on 22/06/2025

    Date: 22/06/2025

    Next Review Date: 22/06/2026

    Version: 1.0