Expectations For Participation in LMS Activities

As a participant with LMS, I will:

• Show respect toward my peers and adults and provide support and encouragement during rehearsals, performances, and LMS events.

• Consider the impact of my online communications. I will be kind and only say something about someone that I would feel comfortable saying to their face.

• Cooperate with others and adhere to agreed rules and expectations.

• Listen actively and follow directions given by supervisors and production staff.

• Accept feedback and guidance with a positive attitude.

• Rehearse and practise outside of scheduled rehearsal times as required.

• Make every effort to arrive on time.

• Share ideas constructively and respectfully.

• Speak up in a positive and respectful way if I feel worried or concerned about something.

• Remain quiet and attentive while the Director or Production Team are speaking.

• Take responsibility for the security and care of my personal belongings.

• Remain free from the effects of drugs and alcohol during rehearsals, performances, and LMS events.

Responsibilities of Parents and Guardians

As a parent or legal guardian, I will:

• Respect the rights, dignity, and intrinsic worth of every person, regardless of age, ability, gender, religious affiliation, or cultural background.

• Acknowledge and support the decisions made by the LMS Committee and Production Team, and encourage my child to do the same.

• Encourage my child’s efforts, contributions, and performance rather than focusing solely on outcomes.

• Raise any concerns or questions directly with the appointed Head Chaperone, whose contact details will be provided.

• Ensure my child’s availability for all scheduled rehearsals, unless prior notification has been given before auditions.

• Ensure my child arrives punctually and notify the Head Chaperone promptly if they are unable to attend.

• Read, complete, and return documentation requested by LMS within the specified timeframe.

• Ensure that either I or an authorised adult (with identification) collects my child promptly at the conclusion of any rehearsal, performance, LMS activity, or in the event of illness.

• Ensure my child is appropriately dressed for each rehearsal, performance, or LMS activity.

• Refrain from engaging in unfair, disrespectful, or discriminatory behaviour toward any child, volunteer, staff member, or participant.

• Only access rehearsal or backstage areas where explicit permission has been granted by the LMS Production Team.

• Uphold and comply with LMS’s general Code of Conduct and Child Safety Policy.

Scope

This policy applies to any adult (18+) engaged by the Launceston Musical Society (LMS) who may interact with children during LMS activities. This includes:

• Volunteers in leadership, administration, technical, and creative roles

• Production personnel: actors, chaperones, stage crew, ushers

• Contractors and sub-contractors working on LMS events

• Any other adult involved in LMS who may be present with children

Definition of "child": any individual aged 17 or younger.

Why this matters:
LMS is legally and ethically responsible for ensuring child safety under the Child and Youth Safe Organisations Act 2023 (Tas) and related legislation. This scope ensures that everyone who may come into contact with children understands their role in creating a safe, inclusive, and responsive environment.

Legal Foundations

This policy complies with the following legislation and government guidelines:

• Child and Youth Safe Organisations Act 2023 (Tas) — establishes legal obligations for child safety, including mandatory standards

• Children, Young Persons and Their Families Act 1997 (Tas) — outlines child protection measures and mandatory reporting

• Registration to Work with Vulnerable People Act 2013 (Tas) — requires background checks for those working with children

• National Principles for Child Safe Organisations — endorsed by COAG, promoting best practices in child safety across Australia.

We follow the 10 Tasmanian Child and Youth Safe Standards and actively uphold the Universal Principle for Aboriginal Cultural Safety.

Our Promise to Children

Children involved with LMS deserve an environment that is safe, nurturing, and inclusive. LMS pledges to:

• Prevent harm through proactive supervision, training, and communication

• Empower children to participate, speak up, and seek support

• Respond swiftly and respectfully to any incident or concern

• Our zero tolerance includes:

• Physical abuse (e.g. hitting, pushing, violent threats)

• Emotional abuse (e.g. shaming, threats, bullying, exclusion)

• Sexual abuse (e.g. inappropriate contact or comments)

• Neglect (e.g. failing to provide safety, support, nourishment)

All LMS spaces must be free from harm, intimidation, or discrimination.

Child Participation, Empowerment Equity, Inclusion & Cultural Safety

Under Standard 2 and Standard 4, we empower children by:

• Involving them in creating rules for backstage and rehearsal behaviour

• Providing confidential surveys for post-production feedback

• Displaying visual flowcharts that explain how to report concerns

• Offering materials in age-appropriate formats (e.g. illustrated posters, simple checklists).

• Welcoming and accepting of all identities.

Chaperones and volunteers are trained to listen actively, validate children’s experiences, and follow up appropriately.

•  Provide adapted rehearsal materials for children with disability or neurodivergence

• Ensure children who identify as LGBTIQ+ feel welcome and supported

We actively challenge exclusionary behaviour, stereotyping, and bias.

Safe Recruitment Practices

In alignment with Standard 5, we safeguard our volunteer team by:

• Requiring valid Working with Children Registration for all child-facing roles

• Conducting reference checks for chaperones and supervisors

• Reviewing suitability annually, especially for high-trust roles

• Keeping a secure database of all compliance documentation

Role descriptions clearly spell out child safety expectations and legal duties.

Volunteer Training & Support

Complying with Standard 7, LMS provides:

• Induction covering legal responsibilities, abuse indicators, and support tools

• Ongoing education in child safety

Volunteers are encouraged to ask questions, seek advice, and learn continuously.

Supervising Children Effectively

We follow Standard 8 by ensuring:

• Each child-facing production has a designated Head Chaperone

• New chaperones shadow experienced supervisors before taking full responsibility

• Chaperones have access to digital tools for reporting and guidance

• We maintain safe ratios (e.g. 1 adult per 8 children depending on age)

No adult should ever be alone with a child in private or unsupervised settings.

Code of Conduct for Volunteers

Required by the Child and Youth Safe Organisations Act, our Code outlines:

• Respectful conduct at all times

• Physical contact only when necessary and permitted

• Prohibition of aggressive or suggestive language

• Duty to report observed or suspected harm

Volunteers must sign and adhere to the Code before engaging in LMS activities.

Clear and Timely Communication

To support families and build trust (Standard 3), LMS:

• Provides access to child safety policy covering roles, contacts, and expectations

• Shares production schedules, rehearsal updates, and reporting instructions

• Makes Head Chaperone contact details available to parents and children

• Encourages open conversation about safety and wellbeing at all levels

All documents are designed to be clear, friendly, and easy to understand.

How to Raise a Concern

In accordance with Standard 6 and legal mandates:

• Complaints can be verbal, written, or submitted anonymously

• All serious issues (especially physical or sexual abuse) are reported to the police

• Concerns about the Head Chaperone are escalated to LMS’s Administrator or President

• No one is penalised for making a complaint or expressing concern 

Risk Management and Prevention

In line with Standard 8, we:

• Conduct pre-production risk audits of venues, routines, and schedules

• Track hazards in the LMS Risk Register and update mitigation strategies

• Create safer environments with things like soft lighting, break spaces, and hydration stations

Children’s safety and comfort drive every planning decision.

Oversight, Feedback, and Review

As required by Standards 9 and Standard 10, LMS ensures:

• A Head Chaperone is appointed for every child-inclusive production

• Feedback is gathered regularly and anonymously

• Incidents and outcomes are documented in our internal review system

• This policy is reviewed every two years, or sooner after serious incidents or legal changes