The 4 Critical Actions to identify and respond to child abuse are:
⬣ Identify | ⬤ Refer | ⯀ Support | ▲ Report
Child abuse can take many forms. See types of child abuse and what to look for.
At all times while you are completing the 4 Critical Actions, you must document your actions.
Keep clear notes about incidents, disclosures and allegations of child abuse. Make sure your records are detailed and easy to understand.
- Document your school’s actions in line with your school’s record management policy. For government schools, this is the Department of Education’s record management policy.
- If the situation does not meet the threshold for a report, you still need to document the incident, disclosure or allegation. You should include the reasons for your decision.
- You can use optional identifying and responding to child abuse templates to keep records. These templates help you record your actions and report to the relevant authorities.
- Store all notes or records in a secure place. Make sure to apply the relevant access controls.
Records relating to incidents, disclosures and allegations of child abuse
Records storage, security and access
Ministerial Order 1359 says all schools must create, maintain and dispose of records about child safety and wellbeing in accordance with the Public Record Office Victoria Recordkeeping Standards. This includes minimum retention periods.
All records need to be kept in safe and secure locations. This ensures they stay intact and accessible. The appropriate access controls should also be in place.
All schools must:
- create a policy or statement that outlines how your school will manage records to meet the required standards. For Government schools, this is the records management – school records policy.
- make sure records relevant to child safety and wellbeing are created, maintained and disposed properly. You must follow your school’s record management requirements.
- follow the family violence record keeping guidance for advice on storing information and tools related to family violence
- make sure school staff and volunteers know what they need to do for sharing information and keeping records.
Child and Family Violence Information Sharing Schemes
Schools must also keep records when using the Child Information Sharing Scheme and the Family Violence Information Sharing Scheme. There are different record keeping requirements for each scheme.
For details on record keeping, see tools for staff who use CISS and FVISS.
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