April 28th, 2026
SAJCL Child Safe Environments Policy and Code of Conduct
This policy has been prepared by members of the committee of the South Australian Junior Chess League (SAJCL). For the purpose of this document, the term ‘Volunteers’ refers to all elected officers of the committee, event staff and that of our affiliated State organisation the South Australian Chess Association (SACA).
Purpose
The South Australian Junior Chess League is committed to the safety and welfare of children and young people to who we provide service. We understand our legal responsibility to assess risk and minimise harm and have developed this policy in accordance with DHS guidelines to ensure that the children and young people who attend our events are protected.
We adhere to this policy in planning junior chess events and activities with ensuring that it contributes to our junior players feeling equal, respected and safe while perusing enjoyment and success in chess. We are committed to maintaining a child safe and child-friendly environment where all children and young people feel valued and are each encouraged to reach their full potential. Volunteers must meet the requirements set out in this policy.
This policy complies with the Children and Young People (Safety) Act 2017, the Child Safety (Prohibited Persons) Act 2016 and aligns with the National Principles for Child Safe Organisations.
Statement of commitment to the safety and protection of Children and Young People
The SAJCL will demonstrate all reasonable steps are taken to ensure Volunteers, Coaches and Officials that are in supervisory roles are suitable to work with children and receive necessary ongoing training, support and development about working with children and young people.
All Volunteers will be expected to sign a copy of the SAJCL Codes of Conduct and be familiar with this policy. Our Volunteers are required to have a current, not prohibited Working with Children Check (WWCC) which is processed through the Department of Human Services. This aims to minimise the risk for the potential of Volunteers causing unacceptable risk to children.
The DHS Screening Unit will look at criminal history, child protection information and other information when considering these Working with Children Checks. This minimises Volunteer-related risk to our players. The DHS Volunteer checks are free in South Australia to Volunteers, but can only be used for purposes of volunteering as defined here: “A person who willingly gives their time for the common good without financial gain (Source: Volunteering SA and NT)
In circumstances where volunteer roles receive an honorarium, such as Arbiters/Directors of Play (DOP), these members are required to pay for their Working with Childrens Check. They are also required to provide a National Police Check and undertake Responding to Risks of Harm, Abuse and Neglect – Education and Care providing all certificates prior to service.
Scope
The South Australian Junior Chess League (SAJCL) is a volunteer run organisation offering ACF and FIDE rated chess tournaments and rating opportunities to children and young people in South Australia. We are affiliated with the South Australia Chess Association (SACA) for which we share their venue, resources and some selected tournaments. SACA is our state organisation and a member organisation to the Australian Chess Federation (ACF) however, SAJCL oversee junior chess within the state of South Australia.
The South Australian Junior Chess League operates from the “Chess Centre” which is shared by our state body organisation; The South Australian Chess Association. Tournaments are separately run over the calendar year by the South Australian Chess Association and the South Australian Junior Chess League; however, children and young people have the opportunity to attend tournaments held by The South Australian Chess Association for further FIDE/ACF rating opportunity and wider playing experience. In these opportunities, the South Australian Junior Chess League is to maintain that all children are directly supervised in compliance to this policy.
Some chess players attend tournaments interstate to play in the Australian Teams Chess Championships or in individual events overseen by the Australian Chess Federation. In these situations the children and young people are under the direct care of their parents and that of the hosting chess organisation. It is imperative that any representative from the SAJCL that attend these events maintain compliance to this policy while in attendance. Policy adherence will apply if future development with SAJCL is to include considerations for escorting children and young people to these events.
Our Inter-school competitions are frequently hosted at Private and Public School venues in collaboration with the Chess Centre. This is to meet the requirements of our member school teams and allow for the growing volume of participants. Parents are to escort players to and from these events and are either to remain in the playing arena or have their child/team supervised by a school or SAJCL nominated representative for each team or participant for the duration of the event.
We are to maintain safe venue capacities for our players and spectators. Considerations are frequently made around this when planning Interschool competitions inclusive of SACA events. For this reason we utilise schools and alternative venues when necessary, working in partnership overseeing the protection of our State Junior players when attending and hosting tournaments. This also includes annual tournaments overseen by the Australian Chess Federation, such as the Australian Junior Chess Championships, the Australian Schools Teams Chess Championships, or other tournaments hosted through ACF Member organisations ACT (ACTCA), NSW (NSWCA), SA (SACA), TAS (TCA), QLD (CAQ), VIC (CV), WA (CAWA).
This policy applies to all persons present at SAJCL events, including but not limited to Volunteers, Coaches, Arbiters, Directors of Play, and Primary and Secondary Teachers who directly oversee children and young people within our organisation (collectively referred to as volunteers throughout this document). All persons listed must have the following in order to fulfil their respective roles:
- DHS Working with Children Check (WWCC)
- Reporting Abuse and Neglect (RAN) Training/Mandatory Reporting
- Read and signed Creating Child Safe Environments
- Read and signed Codes of Conduct
Other requirements for volunteers may include the following if overseeing these particular roles:
- First Aid Certificate
- Covid Marshall Certification (and capacity management plans addressed if relevant as per the direction of the South Australian Government and SA Health)
- A Member Protection Information Officer’s (MPIO) training to effectively handle complaints and disputes.
Sensitive documents for volunteers and players are to be filed securely, confidentially disposed of after purpose and confidentiality maintained while in our possession.
Children and young people’s participation
The SAJCL will provide opportunity for young players to participate in the ongoing development of our policy. Feedback forms or a junior players advisory committee/council/forum can be established to give young people a voice and integrate their ideas. We aim to foster improved compliance and familiarity with policy and improved outcomes to player satisfaction with regard to their chess experience.
Children are expected to play by the rules, respecting the other players and we educate young players with principles of chess etiquette and dispute processes to maintain fairness during games. Considerations must be made for age appropriate tournament structure, planning and realistic expectations of young players.
We maintain a safe playing and coaching environment. We encourage players to be actively involved in providing feedback and ensure they are supported to report any concerns or abuse. We listen to any concerns raised by children, young people, or their families or carers; provide feedback to children, young people and families on the actions being taken to address concerns raised.
Code of conduct
The SAJCL Codes of Conduct apply to Players, Coaches, Volunteers and Spectators. The Codes of Conduct are established to embody our Child Safe Policy and make clear that the safety and protection of children and young people are of paramount importance to the SAJCL and everyone ones responsibility. The SAJCL Codes of Conduct can be found on our website sajuniorchess.org and within the player venue. These Codes have been developed to reflect the specific expectations of all who are present at our events and in promoting chess etiquette. Plain language has been used for easy understanding by children and those of other language backgrounds. A brief summary of these codes are as follows.
Codes of Conduct for Players
Players are expected to conduct themselves in a sporting and fair manner at all times. Each player is expected to demonstrate good chess etiquette and sportsmanship. Maintain a positive environment that fosters greater quality of chess playing in players. While not every circumstance can be addressed, this code seeks to identify general areas of conduct which are inappropriate and liable to disciplinary action being taken. The nature of the disciplinary action may vary depending on the deemed level of misconduct.
Codes of Conduct for Coaches
Coaches must ensure awareness and continued compliance with the SAJCL child safe policy. Maintain their mandatory responsibilities and maintain a safe coaching environment for children and young people. Ensure that any contact is appropriate and that coaching is undertaken only when a parent or other adult is present or in clear sight.
Coaches are to avoid developing special relationships with players, showing favouritism or special treatment to players. Coaches are to model appropriate behaviour at all times. Maintain appropriate communication through parents, not directly with children and young persons.
Coaches are to relate to Arbiters in a courteous and polite way. Operate within the rules and spirit of chess, assisting players to understanding that playing by the rules is their responsibility. Coaches are to support player participation over results. Congratulate all participants regardless of the game outcomes. Applaud good performance and effort from all individuals and teams.
Codes of Conduct for Volunteers
Volunteers understand that caring for children and young people brings additional responsibilities. All volunteers of this organisation are responsible for promoting the safety and wellbeing of children. Adhering to this child safe policy and taking responsible steps to ensure the safety and protection of children and young people.
Volunteers must remember to be positive role models. Set clear boundaries about appropriate behaviour between volunteers and the children. Ensuring another adult is always present or in sight when conducting one to one activities. Listening and responding quickly to views and concerns of children and young people. Being alert to people who may be at risk and appropriate reporting processes as outlined in this policy.
Codes of Conduct for Spectators.
Spectators are to remember that children participate for their own enjoyment; participation is to be supported above achievement. Spectators are to encourage and model that children play by the rules, respect other players and settle disputes without hostility. Spectators are to support and not display disapproval for mistakes. Respect Arbiters decisions, show respect for property and the playing environment. Respect the rules of chess in promoting a quiet environment. Spectators are to maintain a respectful spectator distance with no interference or interaction with players during competition. Phones or other electronics are to be on silent or turned off during play. Applaud good performance and effort from all individuals and teams regardless of game outcomes. Display appropriate behaviour and boundaries between themselves and children, alert promptly and appropriately of any concerns regarding children and young people.
Breaches or suspected breaches of the Code of Conduct should be reported as soon as practicable to management either in person, or via email at president@sajuniorchess.org.
Breaches or suspected breaches of the Code of Conduct will be taken seriously and dealt with quickly, fairly and transparently. Any worker who breaches the Code of Conduct will face disciplinary action and depending on severity of the breach, the worker may have their employment terminated.
Recruitment processes for volunteers
Recruitment is made through Nominations at committee meetings and the AGM. The SAJCL encourages the chess community to attend the Annual General Meeting and encourages volunteers to nominate themselves or other suitable candidates to join our committee. The recruitment process is as follows:
1st stage Volunteer application process/Nomination
2nd stage committee review/Election of Officers
3rd Mandatory checks performed in line with this policy
4th Volunteer record maintained on the SAJCL Volunteer Registry
In accordance with the Child Safety (Prohibited Persons) Act 2016, our organisation is registered with the DHS Screening Unit and we link all Working with Children Checks (WWCC) to our registration.
All persons running the organisation (e.g. committee members etc) and all volunteers in the organisation over the age of 14 years, even if not providing services directly to children or young people, must hold a current, not prohibited WWCC issued by the Screening Unit of the Department of Human Services. All workers must provide evidence of their WWCC prior to employment and renew the WWCC every 5 years. We will verify the accuracy of all WWCCs in the DHS Screening unit portal as required by law.
We will immediately contact the Department of Human Services Screening Unit when we become aware of assessable information regarding any person involved with our organisation, including any serious criminal offence, child protection information, or disciplinary or misconduct information.
Supervision, training, development and support provided for volunteers
All Volunteers must have the following in order to fulfil their respective roles:
- Reporting Risk of Harm, Abuse and Neglect (RRHAN) Training/Mandatory Reporting and refresh this training every 3 years
- Read and signed Creating Child Safe Environments
- Read and signed Codes of Conduct
Other requirements for volunteers may include the following if overseeing these particular roles:
- First Aid Certificate
- Covid Marshall Certification (and capacity management plans addressed if relevant as per the direction of the South Australian Government and SA Health)
- A Member Protection Information Officer’s (MPIO) training to effectively handle complaints and disputes.
The SAJCL Volunteer Registry will identify when documents were last obtained and sighted and due dates for maintaining compliance. Notification of policy updates must be advised to Volunteers/ members via emails as to any other training updates. It is the mutual obligation of the volunteer to maintain these credentials to continue volunteering for the SAJCL.
Reporting and responding to a reasonable belief that a child or young person is or may be at risk of harm
We aim to ensure that children and young people are safe from harm and risk of harm. Section 17 of the Safety Act defines ‘harm’ to mean physical or psychological harm (whether caused by an act or omission), including harm caused by sexual, physical, mental or emotional abuse or neglect.
All SAJCL Volunteers are Mandatory Reporters. SAJCL Volunteers must be able to identify and respond to suspected harm or risk of harm to children and young people, this includes knowing how to report.
As mandatory notifiers we have a legal obligation to inform the Child Abuse Report Line of suspicion of harm or risk of harm to children and young people on reasonable grounds, as soon as possible.
All adult volunteers (even if not a mandated reporter) have a legal obligation to report child sexual abuse by another volunteer to the police and to protect a child from sexual abuse by another volunteer. Failure to meet these obligations may be considered a criminal offence.
Volunteers must remain mindful when a child makes a disclosure of harm, that child will be feeling very vulnerable. We must be careful to remain calm and in control of our own responses so that the child can feel reassured that they have done the right thing to tell somebody. The child needs to feel reassured that you are willing to listen and want to try to help. Below is a brief reminder of how to respond in this instance during and/or after disclosure about being harmed or at risk of harm.
You should:
Listen carefully
Tell the child that you believe them
Take what the child says seriously
Reassure the child that the harm is not their fault
Tell the child that you are pleased to have been told
Tell the child this has happened to other kids and some adults do wrong things
Tell the child you will do your best to support them
Tell them that you need to tell someone who can help them
Use the child’s own words.
Remember:
The child may be experiencing a crisis
Control your own emotions of panic or shock
Don’t make promises that can’t be kept (such as not telling someone)
Never push the child to give details, your role is to listen to what the child tells you
Do not ask leading questions or attempt to investigate what has been said.
If it is an emergency call 000 immediately.
Child Abuse Report Line (CARL)
To report/notify suspicion that a child or young person is, or may be, at risk of harm, telephone the Child Abuse Report Line (CARL) 13 14 78. The report line is available 24 hours a day.
All serious concerns must be reported/notified via the CARL telephone report line and not via the e-CARL online reporting system. Serious concerns include when you suspect a child or young person is in imminent or immediate danger of:
- serious harm
- serious injury
- chronic neglect
- or when the concerns are for an infant under 12 months old
- or when the concerns are for a child or young person who is in the care of the department.
To make a report/notification online you must register and login to the online child protection reporting system. For help, see the Instructions for using the online child protection reporting system.
See Preparing to report/notify suspected harm to children and young people for details on what to provide in a report.
Complete the DCP Notifications Checklist and record the Notification ID provided by CARL at the end of the call.
For more information about what you need to include in your report, see Preparing to report/notify suspected harm to children and young people.
Correctly submitting online notifications (e-CARL)
It is important to note that draft online child protection notifications/reports must be submitted for the Child Abuse Report Line staff to be able to assess the information. Any notifications/reports that remain in a draft state will not be assessed by the Child Abuse Report Line until they have been submitted. To ensure you have correctly submitted your online child protection notification/reports, please log in to the system and check that the notification/report is not a draft. Notifiers/reporters will receive two email reminders to complete and submit their online notification/report after creating the draft. All draft notifications will automatically be marked as cancelled/not required 21 days after the date it was created.
Reporting further information to an earlier report/notification
If you become aware of further information, you must add to the report/notification you have made by re-contacting the Child Abuse Report Line 13 14 78.
If a worker is reported to CARL or SAPOL for causing harm or risk of harm to a child or young person, they will be removed from any role that involves working with any child or young person until authorities have concluded their investigation.
Following a report to CARL or SAPOL we will support the child or young person by:
- referring the child, young person or their family to other appropriate services
- continuing to provide a service to the child, young person and their family and monitor their circumstances.
Reporting and responding to complaints and feedback
Providing opportunities for complaints and feedback ensures that children, young people and their families feel valued and respected and enables us to improve the quality of our service. Children, young people and their families are informed that they can provide feedback or make a complaint when they join the organisation.
Compliments, complaints or feedback can be provided verbally to any volunteer or direct to the committee via email at president@sajuniorchess.org.
We will deal with all complaints and feedback received promptly, sensitively and fairly. We will:
- listen to the complaint/feedback
- the person receiving the complaint will make a record of it if received verbally
- advise the time expected for an outcome
- if a volunteer receives a complaint, they must forward it to the committee as soon as possible
- the committee will respond to the complainant with an outcome in a timely manner
- clearly document and securely store decisions and actions taken in response to complaints and feedback
- make sure that procedural fairness is followed at all times.
If the child, young person or their family is not happy with the outcome from the complaints process they can contact:
- Health and Community Services Complaints Commissioner. Tel: 8226 8666
- Australian Human Rights Commission Online: www.humanrights.gov.au Tel: 1300 656 419
- South Australian Equal Opportunities Commission (for complaints relating to discrimination) Online: www.eoc.sa.gov.au Tel: 08 8207 1977.
Risk Management
Supervision
Events are advertised for our competitions showing the times that children can be dropped off and the tournament schedule times along with the times rates of play for each tournament. Children must be supervised by SAJCL volunteers for the duration of the tournament between the specified times, two volunteers are to remain in pairs outside of the event schedule until all children have been collected. These volunteers are to avoid being alone with a child and always remain in an open environment in view of others. Ensure that at least one parent is present at any coaching session or chess event so that a volunteer is never left alone and unsupported to supervise a child or children.
Sign in/Sign out
All junior chess players are required to check in at the registration desk prior to tournament commencement. At registration we will require payment, the phone numbers for both parents and an additional in case of emergency contact.
Volunteers promote the wellbeing and safety of children by adhering to the sign in procedures and advise that children are to be collected from within the playing venue. Children are not to be outside the venue or crossing to the car park without their own parent or guardian present. Children and young persons are not to leave the playing venue at all until their parent has been sighted by the volunteers providing care.
Consent to leave
Parents of young people 15 years and over can complete a ‘permission to leave’ form that will allow SAJCL to accept parent arrangements of students walking to and from the Chess Centre unsupervised. A parent must also give the details of a personal contact to authorise that their child has permission to go home with another family.
Medication and Allergies
Medication and management plans are to be provided at sign in and dietary considerations provided by the parent if child is to be purchasing lunch during at our event. Medications will need to be provided at sign in with all specified documentation in an appropriately labelled bag with child’s name on it.
If a child has a known allergy or illness which includes type1 diabetes, asthma and anaphylaxis, parents will be required to provide an up-to-date medication management plan from their doctor for their child’s condition along with their medication.
The management plan will be handled confidentially for the duration of the event and given back to the parent on collection at the end of the event. Ideally it is encouraged that parents remain with their child for the duration of our event in any high risk circumstances.
Parents will need to assist our organisation in updating and communicating any medical, allergies or dietary requirements of the participant ahead of the tournament. This assists our staff with routine ordering of pizzas or canteen foods.
Behaviour
Children will be briefed on expectations at the commencement of a tournament and be gently reminded where necessary to exhibit appropriate behaviour. Any form of bullying will not be tolerated by children and young persons, parents, coaches or SAJCL volunteers. If an incident occurs, an ‘incident report’ form is completed by relevant parties and presented to the President for review. If necessary, an action plan and follow up of the incident will occur. All parties involved will be notified of the situation and outcome.
Children with complex needs or at risk of being unable to regulate themselves emotionally will need a parent or guardian to remain with them for the duration of the tournament and cannot be left unsupported in our volunteer care.
Children who unexpectedly exhibit challenging behaviour during our events will be protected from hurting themselves or others but will have emergency contacts phoned to attend and the child may be required to go home.
Lunch, Pizza orders and Canteen
No nuts or nut products are to be brought into the venue as these pose a high allergy risk to some children.
Parents are encouraged to provide their child with a healthy variety of snacks and lunch to eat throughout the day. Be mindful that diet can have a positive of negative impact on energy and brain function and chess is mentally demanding. Children should have access to their own water throughout the day. Water can be consumed during chess rounds when contained in a bottle. Food is not to be eaten during chess play for allergy, hygiene and etiquette purposes.
Parents have the option to order pizza for their child at registration. Children will receive 2 serves of pizza. There are vegan, gluten free (not celiac) or vegetarian options available on request. Please notify if your child has any allergies or food requirements at registration. Canteen will be available between rounds for children to purchase a variety of drinks, chips, noodles, chocolates and lollies. Cash payment only available.
Toilets
Adults and children are to use separately designated toilets at venues where available. These will be clearly identified so that children can safely access toilets at our tournaments and events. At the chess centre it is encouraged that children use the singular toilet cubicle, or ‘ladies’ toilet for additional privacy and safety.
Communication
All volunteers are mandated to read and sign a copy of this policy prior to commencement of service and will be advised through email when there is an update. All other persons involved in SAJCL events such as players, parents, coaches and spectators are to be made aware of this policy upon registration and/or arrival to SAJCL events. The full policy will be made available upon request or via the sajuniorchess.org website along with the SAJCL Code of Conduct policies for easy public access. Policies will have an opportunity for review and at the Annual General Meeting or during our scheduled committee meetings. Feedback will also be welcomed and considered from the junior chess community with how we revise our policies.
Policy review
This child-safe environments policy is to be reviewed at a minimum of once every 5 years. This includes Working with Children Check obligations, and lodgement of a Child Safe Environments compliance statement with the Department of Human Services, lodging a new statement each time policies are reviewed and updated.
Where it is believed the requirements of this policy are not being met, the President should be informed and necessary actions or reporting made to ensure these requirements are maintained. Our organisation recognises its legal obligations in maintaining compliance with the child safe provisions of the Children and Young People (Safety) Act 2017.
References
Working with Children and Young People Code of Conduct
Department of Humans services guideline to writing a policy
https://www.childprotection.sa.gov.au/reporting-child-abuse/indicators-abuse-or-neglect
Child Protection Policy
https://www.childprotection.sa.gov.au/__data/assets/pdf_file/0003/921288/DCP-Notification-checklist.pdf
DanceAUS Group Pty Ltd. Child Protection and Code of Conduct Policy
https://www.childprotection.sa.gov.au/reporting-child-abuse/report-child-abuse-or-neglect