This policy is intended to operate in Western Australia and must be applied consistently with applicable Western Australian and Commonwealth laws, regulations and safeguarding obligations.
Attendance
- Queens (participants) should arrive/depart within published arrangements.
- Attendance should be recorded as appropriate.
- Parents and Guardians should notify the program of absence or significant delay.
- Unexplained non-arrival should be managed under the program’s escalation process.
- Staff should follow the escalation process below for any unexplained non-arrival, including checking records, attempting contact, notifying the program lead, and escalating to emergency services where there is an immediate safety concern or the Queen cannot be accounted for.
Authorised Collection
Queens should only be released to a Parent or Guardian or person authorised through approved records, unless an alternative arrangement has been expressly confirmed.
Independent Departure
Where independent departure is permitted, appropriate written authorisation and program/venue requirements should be confirmed before implementation.
Late or Non-Collection
Families should notify collection changes early. Staff should follow the escalation process below for late or non-collection, prioritising Queen safety, remaining with the Queen, and using authorised contacts only. Relevant authorities may be contacted where necessary.
Escalation Process
Unexplained Non-Arrival
- Check attendance and booking records: Confirm the Queen was expected, review any absence notifications, late arrival messages, authorised transport arrangements, and recent communication from the family.
- Check the immediate area: Where safe and practical, check the arrival point, reception/sign-in area, usual drop-off location, and any supervised program spaces.
- Contact the Parent or Guardian: Attempt contact using approved contact details. If there is no response, contact authorised emergency contacts in the order recorded.
- Notify the program lead: Escalate internally if the Queen cannot be accounted for promptly, if contact attempts are unsuccessful, or if information indicates a possible safety concern.
- Escalate externally where required: If there is an immediate concern for the Queen’s safety, or the Queen remains unaccounted for after reasonable checks and contact attempts, contact emergency services or other relevant authorities as appropriate.
- Record actions taken: Document the time, staff member responsible, checks completed, contact attempts, advice received, decisions made, and any follow-up required.
Late or Non-Collection
- Keep the Queen supervised: A staff member should remain with the Queen in a safe, supervised location and must not release the Queen to an unauthorised person.
- Attempt contact: Contact the Parent or Guardian using approved contact details, then authorised emergency contacts if needed. Record all attempts and any responses.
- Notify the program lead: Escalate internally if the Queen has not been collected within the expected timeframe, if contact cannot be made, or if staff are concerned about the Queen’s wellbeing.
- Confirm any alternative arrangement: If a different collector is proposed, confirm the person is authorised through approved records or obtain express confirmation from the Parent or Guardian before release, subject to program requirements.
- Escalate externally where required: If no authorised collector can be contacted, collection is significantly delayed, or there is a concern for the Queen’s safety or welfare, contact relevant authorities or emergency services as appropriate.
- Complete incident records: Record the collection time, staff member supervising, contact attempts, authorisations confirmed, decisions made, and any follow-up with the family.
Application Records
The Queen Mode application captures authorised collectors, independent-departure permission, relevant restrictions and effective dates for each Queen.