Responsible Recruitment for Safer Environments

Commitment to Child Safety

Creating a safe environment for children within our clubs is paramount. Pony Club Australia® rigorously vets all individuals—whether paid or volunteering—who work with children before their engagement. We mandate a comprehensive recruitment and screening process for all child-related roles to ensure the highest standards of safety.

PCA’s Recruitment and Screening Process

Pony Club Australia® is dedicated to ensuring the safety of children and young people through a rigorous recruitment process. Below is an overview of the key components:

• Child-Related Positions: Roles that involve or may involve contact with children, either directly or due to the nature of the position, undergo a thorough recruitment and screening process.

• Position Descriptions: Clear criteria are developed to mitigate risks associated with child safety.

• Advertising: All child-related positions include the statement: “Pony Club Australia® is committed to protecting Children from harm. We require all applicants working with Children to undergo an extensive screening process prior to appointment.”

• Interviews: Applicants participate in at least one interview, preferably in person or via videoconference. Interviews include questions assessing the applicant’s suitability to work with children.

• Working with Children Checks (WWCC): Mandatory checks as per state and territory laws. For more details, refer to our Frequently Asked Questions.

• National Criminal History Record Checks: Depending on jurisdictional requirements, preferred candidates may need a national criminal history record check (police check) in addition to or where WWCC thresholds are not met.

• International Criminal History Record Checks: Applicants who have resided overseas for 12 months or more in the last ten years must provide an international criminal check.

• Compliance Monitoring: Club, zone, state, or national bodies ensure all personnel in child-related roles maintain current WWCC as per state and territory legislation.

• Reference Checks: At least two reference checks are conducted to assess the suitability of the preferred applicant.

• Qualification and Registration Checks: Educational or professional qualifications and registrations are verified where applicable for preferred applicants.

• Minors: If a person under 18 is appointed to a child-related position, we comply with relevant WWCC legislation, conduct appropriate screening, ensure awareness of child safeguarding policies, and gather information on pre-existing relationships affecting child participants.

All volunteers and coaches must hold a valid Working with Children Check (WWCC). Learn more.

Frequently Asked Questions: Working with Children Checks (WWCC)

What is a Working with Children Check (WWCC)?

A Working with Children Check (WWCC) is a screening process in Australia for individuals who work or volunteer with children. It assesses an applicant’s suitability based on their criminal history, focusing on offences that may pose a risk to children.

How does the WWCC screening process work?

The screening process involves nominated state agencies examining an applicant’s lifetime police information, including criminal charges, offences, findings of guilt, and professional conduct reports. Each state or territory has specific legislation that determines:

• Types of history that may prevent someone from obtaining a WWCC.

• Validity period of the WWCC.

• Who is required to be registered.

Who needs a WWCC in Pony Club®?

Roles in Pony Club® that require a current WWCC registered on the JustGo database include:

• Board/Committee members

• Coaches/Instructors

• Team Managers

Who should consider obtaining a WWCC in Pony Club®?

Any individual holding a position of authority or deemed to be undertaking child-related work as defined in the Safeguarding Children and Young People Policy should consider obtaining a WWCC registered on the JustGo database.

How does the WWCC notification system work?

During the validity period of the WWCC, any criminal offences that would render an individual unsuitable to work with children are notified to their workplace or volunteer organisation. It’s important to notify the appropriate agency of your child-related role. Links for each state’s WWCC application processes:

• Australian Capital Territory

• New South Wales

• Victoria

How do I renew my WWCC?

Check the provided links above for information on renewing your WWCC. Many states offer online portals for updating details and renewing your check.

What are my obligations as a WWCC holder?

WWCC cardholders have obligations that may vary by state. Use the provided links to understand your specific obligations.

Safeguarding Resources

1. Australian Sports Commission E-Learning: Safeguarding Children and Young People in Sport Induction Course The Child Safeguarding in Sport Induction Course is designed for all individuals and organizations bound by the Child Safeguarding Policy. It provides essential knowledge and education to understand and implement the policy effectively.

• Requirement: All Pony Club® board/committee members and coaches must complete this course by January 1, 2025, and submit their completion credential on JustGo.
• Recommendation: This course is recommended for everyone involved in Pony Club.
• Link: Australian Sports Commission E-Learning

2. Child Safe Practices Do’s and Don’ts Booklet The Child Safe Practices aim to identify and prevent harmful behavior toward children in sports, as outlined in the National Integrity Framework’s Child Safeguarding Policy. This supplementary booklet provides practical and actionable advice for anyone delivering programs, services, or activities to children in sports.

• Link: Child Safe Practices Do’s and Don’ts Booklet

3. Sport Integrity Australia Safeguarding Resources Sport Integrity Australia offers resources to ensure participation in Pony Club is safe, supportive, and friendly for everyone. These resources help riders, coaches, club administrators, officials, and guardians understand the importance of safeguarding at all levels of Pony Club®.

• Link: Sport Integrity Australia Safeguarding Resources

4. eSafetyKids Resources The e-Safety Commission has developed a website to help kids stay safe online.

• Link: eSafetyKids Resources

5. PCA Child Safeguarding Club Program The PCA Child Safeguarding Club Program includes a series of online checklists to help clubs identify activities and actions to embed and promote child-safe practices. Access the checklists via the following links:

• Promotion and Communication
• Data and Record Keeping
• Education and Training

6. Game Plan Safeguarding Module Game Plan is a free online platform designed to help sporting clubs of all sizes assess their capabilities in key areas of club administration. It provides valuable insights and tools for ongoing development. Complete the Safeguarding Module to learn how to create, promote, and maintain a child-safe environment at your club.

• Link: Game Plan Safeguarding Module

Our Member Protection Policy sets out clear expectations for behaviour and defines unacceptable conduct (“Prohibited Conduct”). It ensures that all members understand their rights and responsibilities within Pony Club^®. Download the policy Lodge a complaint or report

Training Courses: Sport Integrity Australia:

• Child Safeguarding in Sport Induction Course This course is designed to help you understand Safeguarding Children and Young People in your sport, including the Children and Young People Safe Practices, and how to recognise and respond to possible breaches. This course is required training for club administrators and coaches.

Training Courses: Play By The Rules (PBTR)

• Harassment and Discrimination The PBTR Harassment and Discrimination online course is an interactive course that provides an introduction to discrimination law and discusses the implications of discrimination and harassment on sports clubs and associations. It provides users with an understanding of discrimination and harassment and what to do if an incident occurs.
• Complaint Handling The PBTR Complaint Handling course is designed to help users understand strategies around how to handle complaints appropriately and efficiently. Participants are encouraged to complete both the Child Protection and the Harassment and Discrimination courses prior to this course.
• Inclusive Coaching The PBTR Inclusive Coaching course provides an opportunity for community coaches to develop their own approach and strategies for inclusion. It includes practical case studies and examples of what it means to be inclusive of all people, what inclusion and diversity means for your sport, and what discrimination means under the law.
• Let Kids Be Kids (mini course) The PBTR Let Kids be Kids mini-course addresses poor sideline behaviour at junior sport. Participants will learn what motivates children to participate in sport, how to identify and address poor adult behaviour in a sporting context, and how to take into consideration the views and opinions of children and young people.
• LGBTI+ Inclusive Club The PBTR LGBTI+ course is designed to help sporting organisations adopt a culture that is inclusive of LGBTI+ people. This course will assist participants to define the LGBTI+ inclusion, adopt inclusive language, and address barriers to inclusion in the future.

Training Courses: Pony Club Australia^®

• Pony Club Inclusive Coach Training Pony Club^® is dedicated to creating an inclusive environment where everyone can learn about riding and horse care. This training equips coaches with the skills to support riders with disabilities, ensuring they can fully participate in the Pony Club^® program. Coaches who complete this training will earn 2 CD points, helping them maintain their qualifications.

Resources

• E-Safety Commission Find resources on online behavior and learn how to file a complaint if you experience bullying, harassment, or discrimination online.
• Rider with Special Requirements: Exemption Application Form Pony Club^® is dedicated to ensuring that all riders can fully engage in the Pony Club program within an inclusive and welcoming environment. Riders who need special equipment or accommodations to participate can apply for an Exemption for Special Requirements.

Pony Club Horse Medication Policy

Pony Club Australia^® enforces a strict zero-tolerance policy on doping in sport. We believe in the power of education to ensure our riders, coaches, team managers, parents, officials, and club administrators are well-informed about the proper use of drugs and medicines. By promoting comprehensive education, we aim to uphold the integrity and fairness of equestrian sports while safeguarding the health and well-being of all participants. Download the policy Lodge a complaint or report

COMPLAINTS, DISPUTES & DISCIPLINE POLICY