CHILD SAFEGUARDING & PROTECTION POLICY
Junior Creative Academy & Bookclub
Effective Date: 12 October 2026
Policy Owner: Junior Creative Academy & Bookclub
Safeguarding Contact: hello@juniorcreativebookclub.om
Jurisdiction: Republic of South Africa
1. Policy Statement
At Junior Creative Academy & Bookclub, the safety, dignity, wellbeing and protection of every child are fundamental to our educational approach.
We are committed to creating a safe, inclusive and supportive learning environment in which children can develop their academic abilities, creativity, confidence and communication skills without fear of abuse, exploitation, discrimination, neglect or inappropriate conduct.
Our safeguarding responsibilities extend to all educational activities, including online tutoring, Bookclub sessions, literacy programmes, academic support, virtual consultations and digital communication.
The best interests of the child are a primary consideration in every decision affecting their safety and wellbeing.
Junior Creative Academy & Bookclub adopts a zero-tolerance approach to child abuse, exploitation, grooming, harassment and deliberate neglect.
All employees, tutors, contractors, volunteers and other individuals working with learners must comply with this policy.
2. Legislative Framework
This policy is informed by the following South African legislation:
The Constitution of the Republic of South Africa, 1996
Section 28 establishes children’s rights, including protection from maltreatment, neglect, abuse and degradation. It also provides that a child’s best interests are of paramount importance in every matter concerning the child.
Children’s Act 38 of 2005
The Children’s Act provides the framework for the care and protection of children, including reporting certain forms of abuse and neglect.
Section 110 establishes mandatory reporting duties for specified professionals and workers when they conclude on reasonable grounds that a child has experienced certain forms of abuse or deliberate neglect.
Criminal Law (Sexual Offences and Related Matters) Amendment Act 32 of 2007, as amended
This legislation protects children and other vulnerable persons against sexual offences, exploitation and grooming.
Section 54 requires a person who has knowledge, reasonable belief or suspicion that a sexual offence has been committed against a person covered by the provision to report it immediately to a police official.
Protection of Personal Information Act 4 of 2013 (POPIA)
POPIA regulates the processing of personal information, including children’s personal information.
Sections 34 and 35 provide additional protection for children’s information and specify circumstances in which its processing is permitted, including with prior consent from a competent person.
This policy must be read together with the academy’s Terms and Conditions, POPIA Privacy Notice and applicable learner registration agreements.
3. Scope of Application
This policy applies to:
- All registered learners under the age of 18.
- Parents and legal guardians.
- Tutors, educators and academic support staff.
- Administrative and management personnel.
- Contractors and volunteers.
- Individuals providing services on behalf of the academy.
- Online classes, consultations and educational events.
Every person working with learners is expected to maintain appropriate professional boundaries and prioritise children’s safety.
4. Our Safeguarding Principles
Junior Creative Academy & Bookclub operates according to the following principles.
4.1 Best Interests of the Child
Decisions affecting learners must prioritise their safety, dignity, developmental needs and wellbeing.
4.2 Equal Protection
All learners are entitled to protection regardless of race, gender, disability, language, religion, socioeconomic circumstances or educational ability.
4.3 Respect and Dignity
Learners must be treated respectfully.
Humiliation, intimidation, degrading punishment and abusive language are prohibited.
4.4 Child Participation
Children should be encouraged to express concerns, ask questions and communicate when they feel uncomfortable or unsafe.
Their concerns must be taken seriously and addressed in an age-appropriate manner.
4.5 Accountability
All staff members share responsibility for identifying safeguarding concerns and following the academy’s reporting procedures.
5. Recruitment and Screening of Tutors
Junior Creative Academy & Bookclub is committed to ensuring that individuals working with children are suitable for their responsibilities.
Before appointing tutors or other personnel who will have access to children, the academy will undertake appropriate recruitment and safeguarding checks.
These include identity verification, reference checks, relevant qualification verification and legally required suitability screening.
The academy will conduct applicable checks against:
National Child Protection Register — Part B
This register identifies individuals declared unsuitable to work with children.
National Register for Sex Offenders
This register is used to help prevent individuals legally disqualified from working with vulnerable persons from being placed in positions of trust.
South African authorities identify employer screening obligations under the Children’s Act and sexual offences legislation.
Tutors must also acknowledge and agree to the academy’s safeguarding policy and professional code of conduct before commencing work.
6. Professional Conduct and Boundaries
All tutors and personnel must maintain professional relationships with learners.
Acceptable Conduct
Tutors and staff must:
- Communicate respectfully and professionally.
- Maintain appropriate educator–learner boundaries.
- Use approved communication and learning platforms.
- Follow confirmed class schedules.
- Respect learners’ privacy and personal circumstances.
- Report safeguarding concerns promptly.
- Communicate with parents through authorised channels.
Prohibited Conduct
The following conduct is strictly prohibited:
- Sexual, romantic or otherwise inappropriate relationships with learners.
- Sexualised comments, jokes or conversations.
- Grooming or attempts to establish inappropriate emotional dependency.
- Bullying, intimidation or harassment.
- Physical, emotional or verbal abuse.
- Requesting inappropriate photographs or personal information.
- Sharing sexually explicit or otherwise inappropriate material.
- Private communication with learners outside authorised educational channels.
- Arranging unauthorised meetings with learners.
- Sharing learner information without proper authorisation.
Breaches may result in suspension, disciplinary action, termination of engagement and reporting to relevant authorities.
7. Online Learning and Digital Safeguarding
Junior Creative Academy & Bookclub delivers educational services through online platforms.
We recognise that virtual learning requires additional safeguards to protect children.
7.1 Approved Learning Platforms
Online lessons must take place through academy-approved platforms, such as Zoom or another authorised learning platform.
Tutors must not independently move learners to personal accounts or unapproved communication channels.
7.2 Online Class Security
The academy will implement appropriate security measures, including:
- Controlled meeting access.
- Private meeting links.
- Waiting rooms or equivalent access controls where available.
- Appropriate screen-sharing permissions.
- Restrictions on unauthorised participants.
- Secure handling of meeting information.
7.3 Parent and Guardian Awareness
Parents or guardians must be informed of the platforms used for online learning.
They should know the learner’s class schedule, assigned tutor and how to contact the academy.
For younger learners, parents or guardians are encouraged to provide age-appropriate supervision.
7.4 Private Communication
Tutors may not initiate personal conversations with learners unrelated to educational activities.
Educational communication should take place through approved academy channels.
Parents or guardians should be included in, or have appropriate visibility over, communications concerning their children.
7.5 Recording Online Lessons
Lessons must not be recorded without appropriate prior authorisation and a lawful basis for processing the recording.
Where recording is necessary, the academy must explain:
- Why the recording is required.
- Who may access it.
- How it will be stored.
- How long it will be retained.
- How learners’ privacy will be protected.
Recording consent must be appropriately documented where required.
Unauthorised screenshots, recordings and distribution of learner images are prohibited.
8. One-on-One Tutoring
Junior Creative Academy & Bookclub provides individualised educational support, including one-on-one tutoring.
To protect learners during individual sessions:
- Lessons must be scheduled through authorised academy systems.
- Parents must have access to their child’s timetable.
- Tutors must use approved learning platforms.
- Sessions must remain educational and professional.
- Tutors must not arrange secret or unauthorised meetings.
- Any safeguarding concerns arising during a lesson must be reported.
The academy may implement proportionate supervision and quality assurance procedures, subject to privacy and consent requirements.
9. Recognising Child Abuse and Safeguarding Concerns
Safeguarding concerns may involve physical abuse, emotional abuse, sexual abuse, exploitation, grooming, neglect, bullying or online harm.
Possible warning signs may include unexplained injuries, sudden changes in behaviour, expressions of fear, disclosures of inappropriate contact or indications that a child is being threatened or exploited.
These signs do not automatically establish that abuse has occurred.
Staff must respond appropriately and refer concerns to authorised safeguarding personnel and relevant authorities where required.
10. Responding to a Child’s Disclosure
If a learner discloses abuse or expresses concerns about their safety, the staff member receiving the information must:
- Remain calm and listen carefully.
- Take the disclosure seriously.
- Reassure the child that speaking up was appropriate.
- Avoid blaming or judging the learner.
- Avoid leading questions or conducting an investigation.
- Explain that information may need to be shared with people responsible for protecting them.
- Record the disclosure accurately using the child’s own words where possible.
- Follow the safeguarding reporting procedure immediately.
Staff must never promise absolute confidentiality.
A child’s immediate safety takes priority over internal administrative procedures.
11. Reporting Safeguarding Concerns
All staff members must promptly report safeguarding concerns to the academy’s designated Child Safeguarding Officer.
However, internal reporting does not replace or delay any legal obligation to report directly to the appropriate authorities.
Where a child is in immediate danger, emergency assistance must be sought without delay.
Reports involving suspected sexual offences must be made to the South African Police Service in accordance with applicable law.
Reports concerning abuse, deliberate neglect or children in need of care and protection must be referred to the appropriate authorities as required by the Children’s Act.
The academy will cooperate with authorised investigations and will not attempt to substitute its own investigation for that of the relevant authorities.
12. Confidentiality and Protection of Learner Information
The academy recognises that learner information is sensitive and must be handled responsibly.
Information relating to a learner’s identity, educational development, safeguarding concerns and personal circumstances must be protected.
Access must be restricted to authorised individuals who require the information for legitimate educational, safeguarding or administrative purposes.
Personal information may be disclosed where required or permitted by law, including where necessary to protect a child or comply with a reporting obligation.
13. Learner Progress Reports and Parent Dashboard
Junior Creative Academy & Bookclub uses digital systems to manage learner progress and educational reporting.
Tutors may submit lesson reports containing:
- Attendance information.
- Topics covered.
- Learning objectives.
- Progress assessments.
- Areas requiring additional support.
- Homework and recommendations.
- Tutor observations.
All reports must be accurate, professional, respectful and relevant to the learner’s educational development.
Lesson reports are subject to administrative review and approval before becoming visible on the parent dashboard.
Parents or guardians may access approved reports relating to their own children.
Tutors must not include unnecessary sensitive personal information or unsupported medical or psychological diagnoses in progress reports.
Safeguarding concerns must be reported through the safeguarding procedure rather than relying solely on ordinary academic progress reporting.
14. Photography, Video and Media Consent
Junior Creative Academy & Bookclub may occasionally wish to use photographs, videos or examples of learner achievements for educational or promotional purposes.
Identifiable learner images, recordings or work must not be used for public promotional purposes without an appropriate lawful basis and any required parent or guardian consent.
Consent for marketing or promotional use must be separate from ordinary enrolment consent.
Parents or guardians may withdraw consent for future promotional use, subject to applicable legal limitations.
The academy will not publish personal information that unnecessarily exposes a learner to privacy or safety risks.
15. Bullying, Harassment and Discrimination
Junior Creative Academy & Bookclub does not tolerate bullying, harassment or discrimination.
This includes behaviour occurring:
- During online classes.
- In group discussions.
- Through educational messaging platforms.
- During Bookclub activities.
- Through interactions connected to academy programmes.
Reports of bullying or harassment will be assessed promptly.
Appropriate protective and corrective action will be taken, considering the seriousness of the incident and the needs of the children involved.
16. Parent and Guardian Responsibilities
Parents and guardians play an important role in maintaining a safe learning environment.
They are expected to:
- Provide accurate registration information.
- Keep emergency contact details updated.
- Ensure age-appropriate supervision during online learning.
- Inform the academy of relevant safety or learning support needs.
- Encourage respectful online behaviour.
- Report concerns involving tutors, learners or academy activities.
- Respect the privacy of other learners.
- Avoid sharing private class links or learner information without authorisation.
Parents and guardians are encouraged to communicate openly with the academy about concerns affecting their child’s safety or wellbeing.
17. Allegations Against Tutors or Staff
Any allegation involving inappropriate conduct by a tutor, employee, contractor or volunteer will be treated seriously.
The academy will take appropriate steps to protect the child, which may include temporarily restricting the individual’s contact with learners while the matter is assessed.
Where required, allegations will be reported to the appropriate authorities.
Internal disciplinary procedures must not interfere with criminal investigations or statutory child protection processes.
The academy will maintain appropriate confidentiality and procedural fairness while prioritising children’s safety.
18. Safeguarding Records
Safeguarding incidents, disclosures and reports must be documented accurately and securely.
Records should include:
- The date and time of the concern.
- The identity of the person reporting.
- A factual description of the concern.
- The child’s own words, where relevant.
- Immediate protective actions taken.
- Referrals or reports made to authorities.
- Subsequent actions and outcomes.
Records must be stored securely with access limited to authorised personnel.
Retention and disposal must comply with applicable legal obligations and the academy’s privacy and records-management procedures.
19. Safeguarding Training
The academy will provide appropriate safeguarding guidance and training to individuals working with learners.
Training will address:
- Recognising signs of abuse and exploitation.
- Responding to disclosures.
- Reporting obligations.
- Professional boundaries.
- Online learning safety.
- Learner confidentiality.
- Responsible handling of children’s personal information.
Training should be refreshed periodically and whenever significant legal or operational changes occur.
20. Policy Implementation and Review
Junior Creative Academy & Bookclub is responsible for implementing and maintaining this policy.
The policy will be reviewed at least annually and whenever material changes occur in applicable legislation, educational operations or safeguarding risks.
All staff members must be informed of relevant changes.
21. Safeguarding Contact Information
Safeguarding concerns may be reported to:
Junior Creative Academy & Bookclub
Designated Child Safeguarding Officer: [Insert name]
Email: hello@juniorcreativebookclub.om
For immediate danger, contact the South African Police Service or the appropriate emergency service.
For suspected abuse, neglect or sexual offences, contact the relevant statutory authorities without delay.
22. Commitment to Child Protection
Junior Creative Academy & Bookclub believes every child deserves an educational environment where they feel safe, respected, supported and empowered to learn.
We are committed to maintaining appropriate safeguarding standards, responding responsibly to concerns and working with parents, guardians and relevant authorities to protect the children entrusted to our educational programmes.
The safety and wellbeing of every learner will always take priority.
Website Enrolment Consent
I recommend including the following required checkbox in your WooCommerce enrolment form:
☐ Child Safeguarding Acknowledgement
I confirm that I am the parent or legal guardian of the learner being registered, or am otherwise legally authorised to enrol the learner. I acknowledge that I have read and understood Junior Creative Academy & Bookclub’s Child Safeguarding & Protection Policy, including its provisions concerning online learning, learner safety, professional conduct and safeguarding reporting.
Link the words Child Safeguarding & Protection Policy to the full policy.
Important steps before publishing
The policy establishes commitments, but the academy must also put them into practice. In particular:
- Appoint a Child Safeguarding Officer. Identify who receives concerns and who acts when the officer is unavailable or is the subject of an allegation.
- Complete tutor screening. Establish procedures for National Child Protection Register and National Register for Sex Offenders checks before tutors work with learners.
- Implement a reporting procedure. Create an internal incident form and a clear process for reporting to authorities. Internal approval must never delay legally required reporting.
- Secure Jotform and WordPress. Safeguarding reports should be stored separately from ordinary lesson feedback. Only authorised personnel should have access.
- Train tutors. Every tutor should sign the policy and understand their reporting obligations before teaching.
Also confirm whether your contact email should be hello@juniorcreativebookclub.com rather than the .om address supplied earlier.
Legal review: This is a policy draft informed by South African legislation, not certification of legal compliance. Before adoption, have a South African legal professional familiar with child protection review it, particularly the reporting, screening and data-handling procedures.