Essential safeguarding principles for staff and volunteers working with youth in church and performing arts programmes
Golden Rules for Brief Encounters
When You Cross Paths
Whether arriving as a young person is leaving rehearsal or passing backstage, always keep interactions brief, appropriate, and observable. Stay in open, visible spaces and maintain professional boundaries whilst showing Christian kindness.
NSW: Incidental Contact and Child-Related Work
Understanding the WWCC Framework
Under the NSW Working with Children Check (WWCC) framework, not all contact with children automatically requires a worker to hold a WWCC. What matters is whether contact with children is "more than incidental to the work" — meaning it is frequent, part of regular duties, or central to the role.
According to the Office of the Children's Guardian in NSW:
A WWCC is required if the role involves children where contact with them is more than incidental to the work, such as regular face-to-face interaction or ongoing involvement with young people. Conversely, if the work does not involve more than incidental contact with children, it may not be classified as child-related work for the purpose of the WWCC requirement.
The official guidance explains:
- Child-related work includes services or roles where the contact with children is usual, ongoing, face-to-face and central to the role.
- If a person's involvement with children is occasional and incidental to their main duties, such contact does not automatically make their role "child-related work" under NSW law.
Further policy resources clarify this point: Child-related work generally involves direct contact with children that is part of or more than incidental to the work. Roles that only occasionally include these types of interactions — for example, a guest speaker with brief, supervised contact — may not meet the definition of child-related work under the WWCC.
What This Means in Practice
In a Christian arts organisation context:
Incidental contact — such as briefly passing a young person backstage, greeting them when arriving or leaving, or moving through a shared space — is generally understood as brief, short-term, and not part of regular duties. It is not typically considered "child-related work" requiring a WWCC under NSW legislation. However:
✔ This distinction does not replace your organisation's own child-safe procedures.
✔ You must still follow your child-safe code of conduct, supervision requirements, and reporting procedures when engaging with youth at rehearsals or events.
✔ Incidental contact should remain open, visible, and appropriately bounded according to policy, even if WWCC is not legally required for that interaction.
Different Requirements for Youth Programs Team
Important: This guidance applies to staff and volunteers whose contact with youth is incidental to their primary role. Those working directly on the youth programs team have different requirements — they are engaged in child-related work and must hold a valid Working with Children Check as their role involves regular, ongoing, face-to-face contact with young people that is central to their duties.
Sources (NSW Government & Policy Guidance)
- Child Protection (Working with Children) Act 2012 (NSW) New South Wales Government. Child Protection (Working with Children) Act 2012 (NSW). Current version available at: https://legislation.nsw.gov.au/view/html/inforce/current/act-2012-051
(See Part 2 and section 6 for the definition of child-related work and when contact with children is more than incidental to the work.)
- NSW Office of the Children’s Guardian – Working With Children Check Guidance Office of the Children’s Guardian (NSW). Who needs a Working With Children Check? Available at: https://ocg.nsw.gov.au/working-children-check/who-needs-check
(This guidance explains when a WWCC is required and clarifies that the requirement applies where contact with children is more than incidental to the role.)
- Children’s Guardian Act 2019 (NSW) New South Wales Government. Children’s Guardian Act 2019 (NSW). Current version available at: https://legislation.nsw.gov.au/view/html/inforce/current/act-2019-025
(This Act establishes the NSW Child Safe Standards and the regulatory framework overseen by the Office of the Children’s Guardian.)
Core Safeguarding Principles
Visibility is Key
Remain in open, visible spaces at all times. Never be alone with a minor in enclosed or private areas.
Keep It Professional
Keep conversations related to the programme or event. Brief greetings in passing are appropriate and kind.
Maintain Boundaries
Do not exchange personal contact details or communicate privately outside approved channels.
Appropriate Physical Contact
Physical contact should be minimal and appropriate. A high five after a successful performance may be suitable if you have appropriate rapport with that young person—such as seeing them several times and sharing a connection through playing the same instrument.
However, avoid any physical contact that could be misconstrued. When in doubt, err on the side of caution and maintain professional distance whilst still showing warmth and encouragement.
Showing Christ's Love Appropriately
Warmth Within Boundaries
You can demonstrate Christian love and kindness whilst maintaining professional boundaries. Friendly greetings, words of encouragement about their musical progress, and genuine interest in their wellbeing all show care without crossing into inappropriate intimacy.
Remember: professional doesn't mean cold—it means appropriate, observable, and respectful of the young person's dignity and safety.
Be Genuine
Show sincere care
Stay Visible
Keep interactions observable
Protect Always
Prioritise their safety
Communication Guidelines
In-Person Conversations
Keep discussions brief when passing. Focus on programme-related topics such as rehearsal schedules, upcoming performances, or musical feedback.
Digital Communication
Never exchange personal mobile numbers, social media contacts, or email addresses. All communication must go through approved organisational channels only.
Private Messaging
Do not communicate privately with young people outside official programme platforms. This protects both you and them.
If a Young Person Raises a Concern
Listen Calmly
Do Not Investigate
Report Immediately
If a youth shares a concern or personal issue with you, listen with compassion but take immediate action. Your role is to receive the information, not to investigate or resolve it yourself.
Critical Response Steps
Listen Calmly
Give the young person your full attention. Don't interrupt or ask leading questions. Simply receive what they're telling you with compassion and respect.
Do Not Investigate
Your responsibility is not to verify facts or investigate claims. This could compromise formal safeguarding procedures and potentially harm the young person.
Never Promise Confidentiality
Be honest from the start: you cannot keep this information confidential if it relates to their safety. Explain that you must share it with someone who can help.
Report Immediately
Contact the designated Child Safety Officer straight away. If you don't know who this is, ask a core team member on the day. Document what was said as soon as possible.
Emergency Situations
Immediate Danger
If there is immediate danger to a young person's safety or wellbeing, contact emergency services without delay. Then inform the Child Safety Officer as soon as safely possible.
Trust your instincts—it's always better to err on the side of caution when a young person's safety is at stake.
Your Role: Protecting and Supporting
By maintaining clear boundaries and following these guidelines, you create a safe, Christ-centred environment where young people can thrive. Your commitment to appropriate behaviour protects vulnerable youth whilst allowing you to positively impact their lives through music and faith.
Remember: Always maintain visibility, model appropriate behaviour, and prioritise the safety and wellbeing of every young person in your care. When in doubt, ask the Child Safety Officer for guidance.