QAGTC Incident Reporting Procedure

1. Purpose

The purpose of this procedure is to ensure that incidents arising during, or in connection with, QAGTC activities are:

• identified and reported promptly;
• responded to in a child-focused and culturally safe manner;
• assessed to protect people from immediate or ongoing harm;
• documented accurately and confidentially;
• referred to external authorities where required;
• investigated fairly and appropriately; and
• reviewed to support continuous improvement.

This procedure supports QAGTC’s implementation of the Queensland Child Safe Standards, including requirements for child-focused complaint processes, safe physical and online environments, risk management and continuous improvement. [qfcc.qld.gov.au], [qfcc.qld.gov.au]

2. Scope

This procedure applies to:

• State Committee members;
• branch committee members;
• volunteers;
• contractors, presenters and facilitators;
• parents and carers;
• children and young people;
• conference and activity attendees; and
• any person acting for, or participating in an activity conducted by, QAGTC.

It applies to incidents associated with:

• children’s activities and enrichment programs;
• branch activities;
• conferences, workshops and professional learning;
• online meetings, webinars and digital platforms;
• QAGTC communications and social media;
• travel or movement organised as part of an activity;
• venues used by QAGTC; and
• conduct occurring outside an event that has a clear connection with QAGTC.

3. Guiding principles

QAGTC will manage incidents in accordance with the following principles.

3.1 Safety first

The immediate safety and wellbeing of children and other affected persons take priority over administrative, reputational or organisational considerations.

3.2 Child-focused response

Children and young people will be:

• listened to;
• treated with dignity and respect;
• informed about what will happen next in developmentally appropriate language;
• supported to participate in decisions affecting them where appropriate; and
• protected from retaliation, intimidation and unnecessary repeated questioning.

3.3 Cultural safety

Responses will respect the cultural identity and needs of Aboriginal and Torres Strait Islander children and families. Where appropriate, culturally safe support or advice will be sought.

3.4 Timely action

Incidents will be reported and assessed as soon as practicable. Urgent matters will be acted upon immediately.

3.5 Confidentiality

Information will be shared only with people who need it to:

• protect a child or another person;
• meet a legal obligation;
• manage or investigate the incident; or
• provide appropriate support.

3.6 Procedural fairness

A person who is the subject of an allegation will ordinarily be informed of the substance of the allegation and given an appropriate opportunity to respond. This may be delayed where disclosure could increase risk, compromise an external investigation or interfere with the protection of a child.

4. What is an incident?

An incident is an event, allegation, disclosure, concern, injury, near miss or pattern of behaviour that:

• caused harm;
• could reasonably have caused harm;
• placed a person at risk;
• breached QAGTC policy or its Code of Conduct; or
• may require action by QAGTC or an external authority.

An incident does not need to be proven before it is reported.

5. Types of incidents

5.1 Child safety incidents

These may include:

• a disclosure or allegation of abuse, neglect, exploitation or grooming;
• inappropriate physical contact;
• inappropriate communication with a child;
• serious or repeated breaches of professional boundaries;
• bullying, harassment, discrimination or intimidation;
• a child expressing fear of a particular person or situation;
• inadequate supervision;
• unauthorised departure or a missing child;
• exposure to unsafe or harmful material;
• a serious breach of the Child Safe Policy or Code of Conduct; or
• concerns about misconduct by a committee member, volunteer, contractor, presenter or attendee.

5.2 Health and safety incidents

These may include:

• injury or illness;
• a medical emergency;
• an allergic reaction;
• a fall, collision or other accident;
• unsafe equipment or facilities;
• an evacuation;
• severe weather exposure; or
• a near miss that could have resulted in injury.

5.3 Behavioural incidents

These may include:

• bullying or exclusion;
• threatening or aggressive conduct;
• serious disruption;
• property damage;
• discriminatory conduct;
• repeated failure to follow safety directions; or
• behaviour that places the participant or others at risk.

5.4 Online safety incidents

These may include:

• cyberbullying;
• unauthorised private communication between an adult and a child;
• inappropriate messages, images or content;
• unauthorised screenshots or recordings;
• sharing personal information without consent;
• unauthorised access to an online activity;
• impersonation or account misuse;
• privacy or data breaches; or
• online grooming or exploitation concerns.

5.5 Near misses

A near miss is an event that did not result in injury or harm but could reasonably have done so. Near misses must be reported where they reveal a weakness in supervision, planning, equipment, venues, online controls or organisational procedures.

6. Roles and responsibilities

6.1 QAGTC State Committee

The State Committee is responsible for:

• overseeing compliance with this procedure;
• appointing an Incident Manager where required;
• ensuring serious incidents are appropriately escalated;
• monitoring incident trends;
• implementing corrective actions; and
• reviewing the effectiveness of QAGTC’s safeguards.

6.2 QAGTC President

Unless another person is formally appointed, the President will act as the primary escalation point for serious incidents and child safety concerns.

The President is responsible for:

• assessing serious incidents;
• ensuring immediate risks are managed;
• obtaining external advice where necessary;
• ensuring notifications are made where required;
• appointing an appropriately independent investigator; and
• reporting de-identified trends and outcomes to the State Committee.

If the President is the subject of the allegation, the matter must be referred to the Vice-President or another uninvolved State Committee member.

6.3 Branch and event leaders

Branch and event leaders must:

• ensure local volunteers understand reporting requirements;
• respond to immediate safety concerns;
• notify the President or designated Child Safety Contact;
• preserve relevant information and evidence; and
• complete, or arrange completion of, an Incident Report Form.

6.4 All QAGTC personnel

All committee members, volunteers, contractors, presenters and facilitators must:

• prioritise immediate safety;
• report incidents and concerns promptly;
• cooperate with risk assessments and investigations;
• preserve confidentiality;
• avoid conducting their own informal investigation; and
• follow directions intended to protect children or other participants.

7. Immediate response

When an incident occurs, the person responding must take the following steps.

Step 1: Protect

Take reasonable action to protect the child or other affected person from immediate harm.

This may include:

• stopping an activity;
• separating a child from an alleged source of risk;
• moving participants to a safe location;
• arranging supervision by a suitable adult;
• removing an individual from duties or access to children; or
• securing an online meeting or removing a participant from a platform.

Step 2: Obtain emergency assistance

Call Triple Zero (000) where:

• a child or another person is in immediate danger;
• urgent medical assistance is required;
• a life-threatening situation exists;
• a serious criminal offence may be occurring; or
• immediate police or emergency service attendance is needed.

Queensland Government guidance directs people to call Triple Zero where a child is in immediate danger or a life-threatening situation. [families.qld.gov.au]

Step 3: Provide first aid or support

Provide first aid within the responder’s level of training and arrange further medical attention where required.

Do not move a seriously injured person unless necessary to protect them from further danger.

Step 4: Notify the responsible QAGTC leader

Notify the event leader, branch leader, President or designated Child Safety Contact as soon as possible.

Step 5: Preserve information

Where safe and lawful:

• retain relevant emails, messages or screenshots;
• preserve attendance records;
• identify witnesses;
• secure relevant documents or equipment; and
• record the facts while they are fresh.

Information must not be distributed more widely than necessary.

8. Responding to a disclosure by a child

If a child discloses harm or concerning conduct, the receiver should:

1. remain calm;
2. listen carefully;
3. allow the child to use their own words;
4. reassure the child that they have done the right thing by speaking;
5. explain that the information may need to be shared with people who can help;
6. ask only open and necessary questions, such as “Can you tell me what happened?”;
7. avoid expressing disbelief, blame, shock or judgement;
8. avoid confronting the person who is the subject of the disclosure;
9. make a factual record as soon as possible, including the child’s own words; and
10. report the disclosure immediately through the appropriate pathway.

The receiver must not:

• promise complete secrecy;
• conduct an investigation;
• press the child for unnecessary details;
• repeatedly question the child;
• contact the alleged person to seek an explanation; or
• attempt to mediate a child safety allegation.

9. Internal reporting timeframes

Immediate notification

The following must be reported to the President or designated Child Safety Contact immediately, or as soon as safely possible:

• allegations or disclosures of child abuse or neglect;
• grooming concerns;
• serious professional boundary breaches;
• sexualised or exploitative conduct;
• a missing child;
• serious injury or medical emergency;
• police, ambulance or Child Safety involvement;
• a serious online safety incident;
• any incident presenting continuing risk; or
• conduct that may need to be reported under the Queensland Reportable Conduct Scheme.

Same-day notification

Other significant incidents should be reported internally on the day they occur or become known.

Written report

An Incident Report Form should normally be completed within 24 hours, or as soon as reasonably practicable.

A delay in completing documentation must not delay action necessary to protect a child.

10. External reporting

QAGTC will report incidents to external authorities where required or where this is reasonably necessary to protect a child.

10.1 Queensland Police Service

Contact police where:

• immediate police assistance is required;
• an offence may have occurred;
• there is a threat to a child or another person;
• evidence may need to be secured; or
• police advice is required.

For emergencies, call 000. For non-urgent police assistance, contact Policelink on 131 444. Queensland guidance identifies police as the appropriate contact where a child is in immediate danger or a criminal offence may have occurred. [qld.gov.au], [families.qld.gov.au]

10.2 Child Safety Services

A report should be made to Child Safety where there is a reasonable suspicion that a child may be in need of protection, including where the child has suffered, is suffering, or is at unacceptable risk of significant harm and may not have a parent able and willing to protect them. [families.qld.gov.au]

Outside normal business hours, the Child Safety After Hours Service Centre can be contacted on 1800 177 135. [families.qld.gov.au]

10.3 Blue Card Services

QAGTC may be required to notify or provide information to Blue Card Services where an incident raises concerns about:

• a person’s eligibility to work or volunteer with children;
• a person working without a required Blue Card;
• a restricted person undertaking child-related work;
• inappropriate behaviour by a Blue Card holder; or
• QAGTC’s compliance with its Blue Card obligations.

Organisations regulated by the Blue Card system must maintain required records and comply with screening and safeguarding obligations. [qld.gov.au], [qld.gov.au]

10.4 Queensland Reportable Conduct Scheme

The Queensland Reportable Conduct Scheme commenced on 1 July 2026 and requires entities covered by the scheme to report and investigate certain allegations of child abuse or misconduct involving their personnel. [qfcc.qld.gov.au], [qfcc.qld.gov.au]

QAGTC must determine whether it is a reporting entity under the legislation. If QAGTC is covered by the scheme, the head of the entity must follow the statutory notification and reporting requirements.

These include:

• an initial notification within three business days of becoming aware of a reportable allegation or conviction;
• an interim report within 30 business days; and
• a final report as soon as the investigation is complete. [qfcc.qld.gov.au], [qfcc.qld.gov.au]

The Reportable Conduct Scheme does not replace reporting obligations to police, Child Safety, Blue Card Services or another regulator. [qfcc.qld.gov.au]

11. Informing parents and carers

QAGTC will ordinarily inform a child’s parent or carer of an incident affecting their child as soon as practicable.

Notification may be delayed or withheld where:

• the parent or carer may be involved in the alleged harm;
• notification could increase risk to the child;
• police, Child Safety or another authority advises against notification;
• notification could compromise an investigation; or
• another lawful reason applies.

Where possible, QAGTC will explain:

• what occurred;
• the immediate response;
• any medical or safety action taken;
• the next steps;
• available supports; and
• the contact person for further information.

12. Incident assessment and classification

The Incident Manager will assess:

• the nature and seriousness of the incident;
• actual and potential harm;
• whether risk is ongoing;
• the needs and views of the affected child;
• the suitability of immediate controls;
• external reporting requirements;
• whether specialist advice is needed;
• whether an investigation is required; and
• whether other participants may be at risk.

Incidents may be classified as:

Level 1: Minor

Examples include minor first-aid incidents, low-level behavioural matters and administrative issues that are resolved promptly without ongoing risk.

Level 2: Significant

Examples include moderate injuries, bullying, repeated Code of Conduct breaches, significant online incidents, substantial supervision failures or conduct requiring formal management.

Level 3: Critical or child safety incident

Examples include suspected abuse, grooming, exploitation, serious injury, missing children, serious professional misconduct, police involvement or circumstances presenting immediate or ongoing danger.

Child safety incidents must not be classified as minor merely because the allegation has not yet been substantiated.

13. Interim risk management

While an incident is being assessed or investigated, QAGTC may:

• increase supervision;
• change duties or reporting arrangements;
• prevent private contact with children;
• restrict access to records, platforms or premises;
• direct a person not to attend an activity;
• temporarily stand down a volunteer or office bearer;
• cancel or modify an activity;
• engage an independent person to manage the matter; or
• introduce additional physical or online safety controls.

Interim action is protective and does not, by itself, represent a finding that an allegation is substantiated.

Risk assessment and management should continue throughout the response and investigation process, rather than being treated as a one-off action. [qfcc.qld.gov.au], [qfcc.qld.gov.au]

14. Investigation

An internal investigation may be undertaken where:

• the incident is not being wholly managed by an external authority;
• an organisational response is required;
• facts need to be established; or
• QAGTC must determine whether its policies or Code of Conduct were breached.

An investigation must:

• be appropriately authorised;
• be conducted by someone sufficiently independent and competent;
• have clearly defined terms of reference;
• be child-focused and culturally safe;
• avoid interfering with police, Child Safety or regulatory processes;
• protect relevant information;
• provide appropriate procedural fairness; and
• result in documented findings and recommendations.

Where necessary, QAGTC will engage an appropriately qualified external investigator.

QAGTC will follow any direction from police, Child Safety or another regulator about delaying or limiting internal investigation activity.

15. Possible outcomes

Depending on the circumstances, outcomes may include:

• no further action;
• clarification or informal resolution;
• additional supervision;
• changes to activity arrangements;
• education, coaching or training;
• a formal warning;
• removal from an activity;
• suspension or termination of a volunteer role;
• removal from a committee or branch position in accordance with QAGTC’s rules;
• cancellation or restriction of membership;
• exclusion from future events;
• changes to policies, procedures or risk controls;
• referral to an external authority; or
• disciplinary or legal action.

The outcome will be based on available evidence, child safety considerations, organisational rules and any applicable legal requirements.

16. Support for affected persons

QAGTC will take reasonable steps to support:

• the affected child or young person;
• parents and carers;
• witnesses;
• volunteers or members affected by the incident; and
• the person who raised the concern.

Support may include:

• identifying a trusted contact person;
• providing information about the process;
• modifying participation arrangements;
• facilitating culturally appropriate support;
• providing information about external support services; or
• checking on wellbeing after the incident.

QAGTC will take reasonable steps to prevent victimisation or retaliation against any person who reports a concern in good faith.

17. Incident Report Form

The report should include, where known:

• date, time and location;
• name and contact details of the reporter;
• names and roles of people involved;
• names of witnesses;
• factual description of what occurred;
• the child’s own words where a disclosure was made;
• injury, harm or potential harm identified;
• immediate action taken;
• first aid or medical attention provided;
• parent or carer notification;
• internal notifications;
• external reports made;
• evidence or records preserved;
• ongoing risk controls;
• follow-up actions;
• person responsible for each action; and
• review or closure date.

Reports must distinguish clearly between:

• direct observations;
• information reported by another person;
• the reporter’s concerns; and
• decisions or actions subsequently taken.

18. Record keeping and confidentiality

Incident information will be:

• accurate and sufficiently detailed;
• stored securely;
• accessible only to authorised persons;
• retained in accordance with applicable legal, insurance and organisational requirements;
• protected from unauthorised alteration or deletion; and
• disclosed only where authorised or required.

Child safety records must not be stored solely in the personal email account, device or cloud storage of an individual committee member or volunteer.

Where records may be relevant to legal, regulatory or investigative processes, they must not be destroyed, altered or deleted.

19. Review and corrective action

Following an incident, QAGTC will consider:

• whether immediate controls were effective;
• whether the incident was foreseeable;
• whether supervision was adequate;
• whether screening, induction or training was sufficient;
• whether venue or online safeguards were appropriate;
• whether policies were understood and followed;
• whether similar risks exist elsewhere;
• the views of children and families where appropriate; and
• what corrective actions are required.

Corrective actions will be allocated to a responsible person and given a completion date.

QAGTC will use de-identified incident information to identify patterns, strengthen safeguards and support continuous improvement. Child-safe organisations are expected to manage risks and respond to concerns quickly and effectively. [qfcc.qld.gov.au]

20. Incident register

QAGTC will maintain a confidential Incident Register recording:

• incident reference number;
• date reported;
• incident category and level;
• branch, activity or event;
• responsible Incident Manager;
• external notifications;
• status;
• key actions;
• outcome; and
• closure and review date.

The State Committee should review de-identified incident trends at least annually. Critical incidents should be reported to the Committee at the earliest appropriate opportunity.

21. Breach of this procedure

Failure to report an incident, deliberate concealment, retaliation against a reporter, interference with an investigation, unauthorised disclosure or falsification of records may constitute serious misconduct.

Such conduct may result in:

• removal from an activity;
• suspension or termination of a volunteer role;
• removal from office in accordance with QAGTC’s governing rules;
• cancellation or restriction of membership; or
• referral to an external authority.

22. Related QAGTC documents

• QAGTC Risk Management Procedure
• Child Safe Standards Framework
• Child Safe Policy
• Code of Conduct
• Complaints Management Procedure
• Volunteer Screening Procedure
• Incident Reporting Procedure
• Online Safety Protocols

23. Review

This procedure will be reviewed:

• at least every two years;
• following a critical child safety incident;
• following a significant change to legislation;
• following an adverse finding by an authority;
• where incident trends indicate that changes are needed; or
• at the direction of the QAGTC State Committee.