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Defence Youth Manual Guides

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For further information and assistance contact defence.youth@defence.gov.au

Guide 1: Definitions, Acronyms and Glossary

Introduction

This guide aims to assist personnel to understand the meanings of words and terminology used 
in the Defence Youth Engagement Policy and supporting documents.
This guide contains:

  1. Definitions
  2. Acronyms
  3. Glossary

For a full list of Defence terminology, refer to the Australian Defence Glossary (ADG).

Guide 1: Definitions, Acronyms and Glossary

Definitions

The following terms are defined in the Defence Instruction. The definitions used in the Defence 
Instruction apply to Defence Youth Engagement Policy documents:

  • Accountable officer
  • Administrative policy
  • A person/s engaged under a contract
  • Australian Public Service employee
  • Commander
  • Defence
  • Defence civilian
  • Defence locally engaged employee Defence member
  • Defence personnel
  • Personal information Policy owner
  • Provision
  • Supervisor
  • Technical authority

Guide 1: Definitions, Acronyms and Glossary

Acronyms

AA. Appointing Authority
AAC.  Australian Army Cadets
AAFC. Australian Air Force Cadets
ACE. Army Cadet Exchange
ADF.  Australian Defence Force
ADFA.  Australian Defence Force Academy
AFM. Assistant Firearms Manager
AIMS. Army Incident Management System
ANC. Australian Navy Cadets
APS. Australian Public Service
ARMYSAFE. Army Safety Management System
ARPANSA. Australian Radiation Protection and Nuclear Safety Agency
ASD. Australian Signals Directorate
ASMS. Aviation Safety Management System
ATO. Australian Taxation Office
BSI. Base Standing Instruction
BSM. Base Support Manager
CA. Chief of Army+
CAC. Cadet Advisory Committee
CADFC. Commander Australian Defence Force Cadets
CAF. Chief of Air Force
CALD. Culturally and Linguistically Diverse
CARM. Complaints and Alternate Resolutions Manual
CASA. Civil Aviation Safety Authority
CASMAN. Casualty Manual 
CATC. Combined Army Training Centre
CYEC. Cadet and Youth Executive Committee
CCSF. Commonwealth Child Safety Framework
CDF. Chief of the Defence Force
CDF-W. Ceremonial Drill Firearm – White
CFaR. Cadet Firearms Register
CGB. Cadet Governance Board
CIC. Cadets Identity Cards
CJC. Chief of Joint Capabilities
CL. Commercial Line
CN. Chief of Navy
CO. Commanding Officer
COMD AAC. Commander Australian Army Cadets
ConCERN.  The Youth Safe Confidential Complaint and Event Report/Notification
CP. Child Protection
CPERS. Chief of Personnel
CPT. Careers Promotion Team (ADF Careers)
CVP. Cadet Volunteer Payment
DAH. Defence Approved Helper
DASA. Defence Aviation Safety Authority
DAS Regs. Defence Aviation Safety Regulations
DCAC. Defence Common Access Cards
DEEP. Directorate of Estate Engineering Policy
DEFLOGMAN. Defence Logistics Manual
DDG. Defence Digital Group
DFDA. Defence Force Discipline Act 1982
DGANCR. Director General Australian Navy Cadets and Reserves
DGCADETS-AF. Director General Cadets – Air Force
DHJSSD. Deputy Head Joint Support Services Division
DIO. Defence Insurance Office
DIR. Defence Incident Report
DOTAM.  Directorate of Operations and Training Area Management
DPA.  Defence Practice Area
DPG. Defence People Group
DPGSMS. Defence People Group Safety Management System
DRCA. Safety, Rehabilitation and Compensation (Defence-related Claims) Act 1988
DRSMS. Defence Radiation Safety Management System
DRTEF. Defence Road Transport Exemption Framework
DRTM. Defence Road Transport Manual
DSPF. Defence Security Principles Framework
DTA. Defence Training Areas
DTAMM. Defence Training Area Management Manual
DVA. Department of Veterans’ Affairs
DWEP. Defence Work Experience Program
DYPB. Defence Youth Protection Board
DYPMS. Defence Youth Protection Management System
DYSF. Defence Youth Safety Framework
EAP. Employee Assistance Program
EASA. European Union Aviation Safety Agency
EBC. Enterprise Business Committee
ECC. Environmental Clearance Certification
eDEOP 101. Defence Explosive Ordnance Publication
EDRMS. Electronic Document and Records Management System
EO Regs. Explosive Ordnance Regulations
EOSMS. Explosive Ordnance Safety Management System
FM. Firearms Manager
FQM. Firearms Quality Manager
FSMS. Fuel Safety Management System
GS. General Service
HADFC. Head ADF Cadets
HE. High Explosives
HQ. Headquarters
HQJOC. Headquarters Joint Operations Command
HRCSD. Head Reserve and Cadet Support Division
HRU. Head of Resident Unit
IACE. International Air Cadet Exchange
IAW. In accordance with
ICAO. International Civil Aviation Organisation
ICT. Information and Communications Technology
IHMP. Individual Health Management Plan
IOC.  Instructor of Cadets
IPO. Interim Protection Order
IRMMAN. Incident Reporting and Management Manual
ISCA. International Sea Cadets Association
ISM. Information Security Manual
JCG. Joint Capabilities Group
JCGSMS. Joint Capabilities Group Safety Management System
JMPU. Joint Military Police Unit
KPIs. Key Performance Indicators
LCM. Lead Capability Manager
LEM. Lead Enabling Manager
LGBTQIA+. Lesbian, Gay, Bisexual, Transgender, Queer, Intersex and Asexual
MILPERSMAN. Military Personnel Manual
MLA. Military-Like Activities
MOU. Memorandum of Understanding
MRCA. Military Rehabilitation and Compensation Act 2004
NAA.  National Archives of Australia
NAVYSAFE. Navy Safety Management System
NDTA. Non-Defence Training Areas
NPCSO.  National Principles for Child Safe Organisations
OIP. Orders, Instructions and Publications
OOC. Officer of Cadets
OPA.  Officer Planning an Activity
PTI.  Physical Training Instructor
PO. Protection Order
RAAFSAFE. Royal Australian Air Force Safety Management System
RAS. Risk Assessment Summary
RCSD. Reserve and Cadet Support Division
RTAM. Regional Training Area Managers
SADFO. Senior Australian Defence Force Officer
SAFETYMAN. Defence Safety Manual
SeMPRO. Sexual Misconduct Prevention & Response Office
SEG. Security and Estate Group
SGL. Superannuation Guarantee Levy
SIF.  Supplementary Information Form
SMS. Safety Management System
SOP. Standard Operating Procedures
STEM. Science, Technology, Engineering and Maths
TASMIS. Training Area Safety Management Information System
ToR. Terms of Reference
UB. Unacceptable Behaviour
VCDF. Vice Chief of the Defence Force
WEBMAN. Defence Web Estate Manual
WEC. Work Experience Coordinator
WEM. Work Experience Manager
WHS. Work Health and Safety
WHSMS. Work Health and Safety Management System
WTSS. Weapon Training Simulation System
WWCC. Working with Children Check
WWVP. Working with Vulnerable People
YOUTHMAN. Youth Manual
YOUTHPOLMAN.  Youth Policy Manual
YPE. Youth Protection Event

Guide 1: Definitions, Acronyms and Glossary

Glossary

Abuse of Power or Authority. The inappropriate or unethical use of power or authority attributed to rank and/or position to harass, bully or discriminate a subordinate. Abuse of power or authority can constitute a criminal offence.

The Australian Defence Force Cadets (ADF Cadets). The collective title for the three cadet organisations - the Australian Navy Cadets (ANC), the Australian Army Cadets (AAC), and the Australian Air Force Cadets (AAFC).

ADF Cadets Adults. All Officers of Cadets (OOC), Instructors of Cadets (IOC) and Defence Approved Helpers (DAH) in the ANC, the AAC or the AAFC.

ADF Cadets Procedure. Any type of instruction, standing orders or guideline applicable to the ANC, AAC or AAFC and authorised by the relevant Service Chief or Director-General Cadets / COMD AAC.

ADF Cadets Volunteer Payment (CVP). The CVP is an honorarium; a payment, calculated as a daily amount provided in recognition of the unique contribution adult volunteers (OOC and IOC) make to the ADF Cadets.

ADF Cadet Unit. A physical locality or geographical area where ADF Cadets-related activities are conduct. Consisting of a Training Ship, of the Australian Navy Cadets (ANC), a unit of the Australian Army Cadets (AAC) or a squadron or flight of the Australian Air Force Cadets (AAFC). 

Age of Consent. Legislation which imposes additional restrictions on adults in certain contexts.
Notes:

  1. These laws prohibit any person in a supervisory role from engaging sexually with a person who is under 18, whether or not they are above the age of consent.
  2. These laws exist only in some states.

In addition, please refer to Section 6, Chapter 1. 

Alcohol Indiscretion. Where a youth has consumed alcohol but the civil police have not been involved, or an adult has consumed alcohol or is under the influence of alcohol during a Defence youth program activity.

Alcohol Offence. The unlawful supply of alcohol to youth and/or consumption of alcohol by youth in a licensed premises or public location where the civil police have been involved, or supply of alcohol to youth while in the care of Defence. 

Allegation. A claim or assertion that someone has done something illegal or wrong, typically one made without proof.

Associated Equipment. In relation to a Defence weapon it refers to equipment which accompanies or complements a firearm, including, but not limited to sighting equipment and magazines.

Base Manager. The senior APS position on a base or establishment, responsible for planning and co-ordination of products, services being delivered and supporting base operations in collaboration with the Senior Australian Defence Force Officer (SADFO).

Bullying. A persistent, unreasonable pattern of behaviour directed towards a person or group of persons, which may create a risk to health and safety, including a risk to the emotional, mental or physical health of the person(s). Bullying is classified as persistent harassment and can be physical or emotional. 

Cadet. A young person who has been accepted as a volunteer youth participant in the ANC, the 
AAC and the AAFC.

Cadet Firearms. Defence approved and Commonwealth procured firearms that are used by 
ADF cadet members. Cadet firearms are limited to unit controlled firearms, stored at ADF cadet 
units or in Defence armouries. Cadet firearms are not Defence weapons but are Defence 
assets.

CadetNet. The corporate information system for the ADF cadets. Access online.

Cadet Organisation. Refer to definition The Australian Defence Force Cadets (ADF Cadets) 

Child. In Defence, a person under the age of 18 years is referred to as Youth. See ‘Youth’ definition. 

Child Abuse. Relates to abuse of a person under the age of 18 years (youth). It is intended to have its broadest meaning and includes child sexual abuse or other sexual exploitation, including grooming and unacceptable sexual relationship; physical abuse; emotional/psychological abuse; neglect; and exposure to family/domestic violence.

Child Exploitation Material. Is anything that represents:

  1. the sexual parts of a child
  2. child engaged in an activity of a sexual nature
  3. someone else engaged in an activity of a sexual nature in the presence of a child

Child Sexual Abuse. Refers to the spectrum of coercive and harmful sexual acts perpetrated against children and young people (youth). Such acts include indecent assaults, penetrative assaults (oral, vaginal, and anal), and the production or possession of child exploitation material. Child sexual abuse also includes grooming and unacceptable sexual relationship. Sexual abuse may not always include physical sexual contact and can also include non-contact offences including:

  1. talking to a youth in a sexually explicit way and sexual advances
  2. sending sexual explicit messages or emails to a youth
  3. exposing a sexual body part to a youth
  4. forcing a youth to watch a sexual act (including showing pornography to a youth)
  5. having a youth pose or perform in a sexual manner (including youth Sexual Exploitation)
  6. stalking, voyeurism and peeping-tom.

Child sexual abuse does not always involve force. In some circumstances, a youth may be manipulated into believing that they have brought the abuse on themselves, or that the abuse is an expression of love, through a process of grooming.

Commander. An ADF officer, who by virtue of a delegation or instrument of appointment exercises authority and holds responsibility for assigned Defence personnel and includes an Administrative Commanding Officer (Defence)

Complaint. In the context of Defence youth programs, a complaint is any expression of dissatisfaction about the program, the way it operates, the behaviour of its members or participants or about a particular decision, act or omission and where a response or resolution is expected.

Complainant. The individual person or persons lodging a complaint.

Community Engagement. An interaction between Defence and either a school and/or a community based organisation.

Contact. In the Defence context, this means interaction involving Defence personnel and non-Defence personnel, as part of their normal duties and one or more person/people under the age of 18. Contact is regular, frequent or prolonged, physical, face-to-face, oral communication, written communication or electronic communication, including regular use of social media, and / or includes overnight activities or unobserved supervision.

Contractor. A person engaged by Defence under a contract that represents a business resource and is subject to direct management by Defence. 

Consultant. A person or organisation engaged by Defence under a consultancy contract to undertake a consultancy that meets the following Department of Finance criteria for reporting on AusTender. 

Cyberbullying. The use of information and communication technologies for deliberate hostile behaviour directed at a selected person with an intention to harm, belittle, harass, insult or molest, and can include:

  1. sending offensive, abusive or insulting texts or emails to the person
  2. posting offensive, abusive or insulting messages about the person
  3. assuming the identity of the person and representing them in a negative manner or manner that may
  4. damaging their reputation and relationship with others.

Defence Approved Helper (DAH) A member of the community who volunteers in the ANC, AAC or AAFC. DAHs are not members of the ADF cadets. 

Defence Australian Public Service (APS) Employee. A person employed under the Public Service Act 1999 in the Department of Defence.

Defence Civilian. As defined in section 3 of the Defence Force Discipline Act 1982

Defence Context. Youth protection events/incidents are considered to be in a Defence context if any of the following are true:

  1. the incident/event occurred in a Defence environment
  2. the alleged victim is an ADF member or Defence APS personnel
  3. the alleged respondent is an ADF member or Defence APS personnel or a contractor/volunteer/visitor to Defence.

Defence Environment.  Includes any Defence workplace, premise or facility, or any other location/environment where Defence arrange, undertake or supervise an activity

Defence Establishment. A physical locality or geographical area containing bases, establishments, sites and facilities at and from which Defence-related activities, operations, training or force preparations are managed, conducted, commanded or controlled. It may have a number of bases, naval establishments, sites and facilities attached that are supported by SEG.

The composition of the individual Defence base is defined in its associated Service Level Partnering Agreement.

Defence Member. As defined in the Defence Force Discipline Act 1982.

Defence Personnel. All Australian Public Service employees in the Department of Defence, Defence locally engaged employees, Defence civilians, Defence members and the equivalents from other Defence organisations on exchange to Defence, and - where compliance is specified in the terms of contract – contractors, consultants and outsourced service providers operating in Defence.

Defence Ranges. Any area reserved and normally equipped for practice in weapons delivery and/or shooting at targets. Refer to Land Range Safety Branch

Defence Range Standing Orders. The signed and endorsed Range Standing Orders/Standing Instructions that govern activities on and the procedures for use of Defence and non-Defence ranges. 

Defence Reservist. Members of the Defence Reserves enhance the ADF and contribute to Navy, Army and Air Force resources and support peacekeeping, humanitarian and disaster-relief operations.

Defence Weapon. Any weapon that is owned by Defence to meet the operational, training and support requirements of the permanent and Reserve members of the Australian Defence Force (ADF).Refer to the Defence Security Principles Framework Control 78.1 Weapons Security (paragraph 43)

Defence Youth Program. A Defence supported program that offers a range of safe, challenging and high quality activities to young people across metropolitan and regional areas of Australia, including but not limited to the Australian Defence Force Cadets; Defence Work Experience Program, Young Endeavour Youth Scheme and Indigenous Youth Programs. 

Duty of Care. In the context of YOUTHMAN means the duty to take reasonable care to protect youth from a reasonably foreseeable risk of harm.

Emotional Harassment. When a youth is subjected to unwanted or unwelcome behaviour that a reasonable person, having regard to all the circumstances, would consider offensive, insulting, humiliating or intimidating and includes acts of teasing, meanness or spite, derogatory comments, jokes and gestures, mutual arguments and disagreements (where there is no power imbalance) and disliking someone or social rejection. Emotional harassment can be Isolated (one-off) or persistent in nature, constituting emotional bullying or cyberbullying.

Emotional/Psychological Abuse. When a youth is repeatedly rejected, isolated or frightened by threats and includes hostility, derogatory name-calling and put-downs, and persistent coldness from a person, to the extent that the youth suffers, or is likely to suffer, emotional or psychological harm to their physical or developmental health.

Excluded Activity. Activities that have a degree of risk that would normally result in students not being able to participate in and as defined by state and/or territory Department of Education statutory guidelines.

Exposure to Family/Domestic Violence. When a youth is a witness to, or otherwise exposed 
to the effects of, family/domestic violence. Family/Domestic violence towards a youth and 
exposure to family/domestic violence constitutes child abuse.

External Service Provider. An organisation or individual engaged by Defence that:

  1. represents a business resource and is subject to direct management by Defence
  2. an organisation or individual engaged by Defence to undertake a consultancy that meets 
    the criteria for reporting consultancies on AusTender as defined by the Department of Finance and Deregulation:
    1. the services to be provided involve the development of an intellectual output that assists with Defence decision-making
    2. the output will reflect the independent views of the consultant
    3. the output is the sole or majority element of the contract, in terms of relative value 
      and importance.

Individuals engaged as Defence members or Defence APS employees are not included in this definition.

Familiarisation Activity or Practice. A live firing practice conducted for the purpose of permitting persons, who are not trained or qualified, to fire a cadet firearm or Defence weapon under supervision.

Family/Domestic Violence. Abusive behaviour by a person towards a family member that may 
include:

  1. physical violence or threats of violence
  2. verbal abuse, including verbal threats
  3. emotional or psychological abuse
  4. sexual abuse
  5. financial abuse
  6. social abuse
  7. spiritual abuse.

Government Oversight Body. A law enforcement body, child protection agency or any other organisation established under an Australian law whose functions include or relate to child protection legislation, work, health and safety and/or promotion and protection of the rights, interests and wellbeing of children and young people.

Grooming. When an adult:

  1. communicates (by words and/or conduct) with a youth with the intention of exploiting a 
    youth vulnerabilities to facilitate a youth’s engagement in sexual conduct
  2. communicates with a person who has responsibility for care, supervision or authority over 
    a youth with the intention of grooming the youth in their care. Such persons can include 
    parents, stepparents, legal guardians, carers, teachers, employers and sports coaches.

Grooming includes actions deliberately undertaken with the intention of befriending and establishing an emotional connection with a youth in order to lower their inhibitions and facilitate sexual conduct. Grooming could be used to prevent or discourage youth from disclosing sexual misconduct/abuse, create disbelief to a disclosure or discredit a youth who discloses sexual misconduct/abuse.

Harassment. Unwanted or unwelcome behaviour that a reasonable person, having regard to all the circumstances, would consider offensive, insulting, humiliating or intimidating.

Head of Resident Unit. The senior Defence personnel that lodges at a residential unit on a Defence site.

Health Condition (applies to ADF cadets only). Any health condition (including illness, injury, disease, disability or allergy), whether permanent or temporary, of an ADF cadets member that:

  1. may occur or be aggravated during or by participation in ADF cadets activities
  2. may place limitations on the member’s ability to participate in ADF cadets activities
  3. may increase risk to other participants in ADF cadets activities (for example, because the member has reduced ability to respond to a situation, or the other participant may be put at risk of contracting an infectious disease)
  4. requires the administration of prescription medication other than solely by the member or where the failure to administer may result in death or permanent impairment.

Inappropriate Relationship. Any intimate or sexual relationship between Defence personnel, contractors, consultants or ADF cadets members, regardless of individual state and territory ages of consent and any young person under the age of 18. 

Inappropriate Non-sexual Physical Contact. Unintentional and/or isolated minor unwanted or unwelcome non-sexual physical contact that is not intended to be offensive, insult, humiliate or intimidate but is inappropriate in a youth environment. For example, an isolated contact that lacked judgement.

Inappropriate Non-sexual Remark. An isolated remark that is minor in nature and/or not intended to be offensive, insult, humiliate or intimidate but is inappropriate in a youth environment. For example, an isolated inappropriate joke or comment that lacked judgement.

Inappropriate Sexual Remark. An isolated sexual remark that is minor in nature and/or not intended to be offensive, insult, humiliate or intimidate but is inappropriate in a youth environment. For example, an isolated inappropriate sexual joke or comment that lacked judgement.

Individual Health Management Plan (applies to Defence Youth Program participants and volunteers only). A document written by a qualified health practitioner that provides details of a person’s health condition, treatment and any reasonable adjustments required to accommodate or exclude participation in an activity or program.

Instructor of Cadets (IOC). A person who has volunteered and been accepted as a member of the ANC, AAC or AAFC.

Mandatory Reporting. A term used to describe the legislative requirement for selected groups of people to report suspected cases of child abuse and neglect to government authorities. In Defence all personnel (ADF and APS), contractors, volunteers, visitors and ADF cadets members are mandated to report suspected cases of child abuse and neglect to government authorities.

Military-Like Activity (MLA). An activity (excluding a ceremonial activity involving the use of weapons or firearms) that is performed by the ADF or run primarily for the benefit of ADF Cadets. It must not involve the real or simulated use of force to an enemy or opposition in order to achieve domination over them. MLAs are categorised as:

  1. passive – no physical involvement other than observing others undertaking MLA
  2. active – physically performing MLA tasks.

Minor. A person who is under 18 years of age. In the Defence youth context, the terms minor, child, young person, youth and adolescent are equivalent and interchangeable.

Misconduct. Any action or behaviour that is determined to be a breach of a code of conduct. Misconduct may relate to the use of resources, use of information (whether inappropriate access, disclosure or failure to disclose), failure to adhere to a Defence policy or interaction with other people (including colleagues, stakeholders and members of the public). Misconduct can occur deliberately or inadvertently and can vary in nature and seriousness in addition to the impact it has on other employees and the reputation of Defence.

Natural Justice. The rules and procedures followed by a person or body with the power to settle disputes. Some rules of natural justice are to act fairly, without bias, and the right of all parties to be heard.

Neglect. A failure to provide youth with an adequate standard of nutrition, medical care, clothing, shelter, hygiene or supervision. Neglect may place the youth’s immediate safety and development at serious risk or may not immediately compromise the safety of the youth, but is likely to result in long-term cumulative harm.

Neglect can be:

  1. Isolated, where the neglect is one-off, trivial in nature, temporary and/or accidental
  2. Persistent, where the neglect is more than trivial in nature, continual and/or prolonged
  3. Severe, where the neglect is recurring and/or enduring to the extent that the youth’s health, safety and/or development is, or is likely to be, significantly affected.

Non-Defence personnel. All persons, paid or unpaid, who are not Defence personnel. This includes:

  1. locally engaged employees, contractors, consultants and outsourced service providers 
    operating in Defence where compliance is NOT specified in the terms of contract
  2. ADF cadets, adult volunteers.

Non-Defence Training Areas (NDTA). All land, sea and air, infrastructure and/or facilities not owned by Defence but used by Defence and the ADF cadets for the purpose of delivering routine activities.

Officer of Cadets (OOC). A person who has volunteered and been accepted as a member of the ANC, AAC or the AAFC.

One Cadet. An approach (introduced to address issues identified by the 2015 Royal Commission into Institutional Responses to Child Sexual Abuse) to bring coherence and clearly delineate accountabilities across the ADF cadets environment. Wherever appropriate, the ADF cadets adopt common procedures, assurance, education and training programs within the policy 
parameters.

One Defence Approach. The Defence design principle that aims to create a more unified and integrated organisation, more consistently linked to its strategy and clearly led by its centre. Referred to as the One Defence Approach, it involves fundamental and enduring cultural changes in how Defence works across all parts of the organisation.

Other Discrimination. (excludes sex/gender discrimination). When a person or group of people are treated less favourably than others because of their:

  1. identity, race, culture or ethnic origin
  2. religion
  3. physical characteristics
  4. marital, parenting or economic status
  5. age
  6. ability or disability.

Discrimination interferes with the legal right of all people to be treated fairly and have the same opportunities as everyone else. Discrimination may be isolated (one-off) or persistent in nature.

Outsourced Service Provider. A person or organisation engaged by Defence under a service contract to deliver a specified service or supply, usually against agreed milestones and deliverable requirements.

Parent Service. With respect to Cadets:

  1. the ANC, is the Royal Australian Navy
  2. the AAC, is the Australian Army
  3. the AAFC, is the Royal Australian Air Force.

Personal Information. Personal information, as defined in the Privacy Act, is information or an opinion about an identified individual or an individual who is reasonably identifiable, whether the information or opinion is:

  1. true or not
  2. recorded in a material form or not.
  3. Personal information may also be sensitive information.

Physical Abuse. Any:

  1. physical violence on a youth by any person that causes significant injury/harm
  2. physical injury/harm to a youth that results or could result from the failure of a parent, carer or guardian to adequately protect a youth by exposing them to extremely dangerous or life-threatening situations.

Physical abuse includes beating, shaking, kicking, strangling, scalding, burning, poisoning, 
suffocating and assaulting with weapons.

Physical Harassment. Unwanted or unwelcome physical contact/behaviour (including slapping, pulling or hitting) that a reasonable person, having regard to all the circumstances, would consider offensive, insulting, humiliating or intimidating which may impact the physical health of the person. Physical harassment can be isolated or persistent in nature, constituting physical bullying.

Prohibited Substance. A narcotic substance as defined in the Customs Act 1901, section 1, section 2, section 3 and section 5 on the prohibited substance list, The World Anti-Doping Code Prohibited List and Benzodiazepines including temazepan (normison), diazepam (valium), flunitrazepan (rohypnol) and oxepan (serapax) or any other substance determined to be a prohibited substance by the CDF.

Prohibited Substance Offence. Possessing, dealing, or administering to others a prohibited substance, including instances of food or drink spiking, trafficking or selling any prohibited substance or knowingly associating with individuals who use or are otherwise involved with prohibited substances.

Prohibited Substance Use. When a person administers to himself or herself, or causes or permits to be administered, a prohibited substance. 

Protection Order. For the purpose of YOUTHMAN, a protection order is an order made by a federal, state or territory court, or a member of a state or territory police service, for the protection of one person against another person. Protection orders may be referred to, but not limited to, domestic violence orders, apprehended violence orders, restraining orders and prohibition orders. A protection order includes an interim or provisional order.

Qualification Shoot. A Defence-approved live firing or simulation range practice, other than a familiarisation practice.

Reasonable Suspicion/belief. A state of mind that is less than a belief but more than a mere possibility, based on reasonable grounds, that a youth’s physical safety, health, psychological or emotional wellbeing has been, is being or may be jeopardised. Proof that abuse has occurred is not required before reporting a reasonable suspicion of abuse. 

Records Management Advisors. Provide specialist advice, leadership and coordination in 
relation to records management.

Records Management Specialists. Those who manage and maintain the day-to-day records management activities including system administration and the provision of records management training.

Respondent. The individual person or persons against whom a complaint is made.

Responsible Third Party. In relation to a youth, means a person or body having parental responsibility or guardianship of a youth under the age of 18. Includes legal guardians and specified next of kin. 

SAFEBASE. Defence’s security alert system, used to communicate the threat of violent acts on Defence premises. It is a three tiered system that helps base leaders select appropriate security measures to prepare, deter and respond to an attack or act of violence and to communicate the current threat clearly to all on a Defence establishment.

Sensitive Information. Sensitive information, as defined in the Privacy Act, is personal information that includes information or an opinion about an individual’s:

  1. racial or ethnic origin
  2. political opinions or associations
  3. religious or philosophical beliefs
  4. trade union membership or association
  5. sexual orientation or practices
  6. criminal record
  7. health or genetic information
  8. biometric information.

Generally, sensitive information has a higher level of privacy protection than other personal information.

Senior Australian Defence Force Officer (SADFO). The senior military officer who has oversight and authority on all military operations and matters on a Defence establishment or base. The SADFO is also empowered to issue commands and general orders to Defence members in resident units, transiting or visiting the base for the purposes of discipline, security, emergency or safety matters in respect of the establishment or base.

Sex/Gender Discrimination. When a person is treated less favourably than another person in the same or similar circumstances because of that person’s sex/gender, characteristics of that person’s sex/gender or assumed characteristics of that person’s sex/gender. 

Sexual Exploitation. The actual or attempted abuse of a position of vulnerability, differential power, or trust for sexual purposes including, but not limited to, profiting monetarily, socially, or politically from sexual exploitation of another.

Sexual Harassment. Unwanted or unwelcomed sexual behaviour, which does not constitute sexual abuse that a reasonable person, having regard to all the circumstances, would consider offensive, insulting, humiliating or intimidating. Sexual Harassment includes:

  1. leering/staring
  2. insults of a sexual nature
  3. sexually offensive comments, innuendo, jokes or gestures
  4. sexual comments or questions about a person’s sexual appeal or activities.

Sexual harassment can be Isolated (one-off) or persistent in nature.

Sexual Misconduct. Term used to cover the full spectrum of inappropriate behaviours of a sexual nature, from unacceptable behaviours that are visible and non-criminal, through to criminal behaviours. These behaviours can be committed by force or intimidation, or be unwelcome. Sexual misconduct includes, but is not limited to, sexual discrimination, sexual harassment, sexual offences and the recording, photographing or transmitting of incidents of a sexual nature without the knowledge and consent of all parties. See Defence Sexual Misconduct Policy for further information.

Special Care Provisions. Legislation which imposes additional restrictions on adults in certain contexts. These laws prohibit any person in a supervisory role from engaging sexually with a person who is under 18, whether or not they are above the age of consent. These laws exist only in some states. See https://aifs.gov.au/cfca/publications/age-consent-laws for further information on Special Care provisions in each State.

Trained, in the context of Defence Weapons. ADF Cadets members who have completed the approved training syllabus for the relevant Defence weapon. 

Unacceptable Behaviours. Categorised as a serious youth protection incident. Any offensive, belittling, abusive, inappropriate or threatening behaviour which affects another person or the morale, administration or cohesion of a work place. 

Unacceptable Sexual Relationship. Any sexual relationship between a youth, regardless of whether or not they are over the age of consent and any adult who has responsibility for the care, supervision, safety and/or well-being of the youth including, commanders, managers, supervisors, instructors, health professionals, pastoral carers, counsellors and guardians of youth. Note that:

  1. a youth under the age of 16 cannot consent to any sexual activity
  2. a youth over the age of 16 but under the age of 18 cannot consent to any sexual activity with any person who is in charge of their care, safety or wellbeing.

Workplace Health and Safety (WHS). Has the same meaning as in the Work Health Safety (WHS) Act 2011

Worker. Has the same meaning as in the Work Health Safety (WHS) Act 2011, includes volunteers, participants of Defence youth programs and members of the ADF Cadets program.

Working with Vulnerable People / Children Check. In state and territory jurisdictions which have working with vulnerable people and/or children checks, a clearance is a result which indicates that the applicant is cleared to work with children. In other jurisdictions, the outcome of a National Police Check which discloses no relevant offence, nor any other reason to suspect that the applicant is not suitable to work with children, is the accepted clearance. 

Youth. Anyone under the age of 18, which encompasses child, children, young person, young people, adolescent, minor and any other equivalent term. Youth special care provisions extend to over 18s participating in ADF youth programs.

Youth-on-Youth Unacceptable Behaviour. Any complaint, allegation or incident of unacceptable behaviour of a youth towards another youth.

Youth Protection. Encompasses matters related to protecting all youth from child abuse managing the risk of child abuse, providing support to a youth at risk of child abuse and responding to incidents or allegations of child abuse. 

Youth Protection Complaint. Any verbal or written complaint or allegation of unacceptable behaviour/sexual misconduct, as defined in the Youth Safe Code of Conduct policy, made to or received by any ADF, APS, contractor or volunteer member from any source via any mechanism.

Youth Protection Documentation. Youth protection documentation comprises all youth protection policies, processes, practices, procedures, training packages/resources and guides, 
including:

  1. a. RCSD sponsored Defence Youth Protection Management System (DYPMS), Defence youth protection training packages and documentation and youth protection related guides and other reference material
  2. Group/Service and subordinate level youth protection management orders, instructions and publications, training packages/resources and other guidance material that contextualise implementation of the DYPMS.

Youth Protection Event/Incident. Any event/incident of unacceptable behaviour/sexual misconduct, as defined in the Youth Safe Code of Conduct policy, which adversely affected or had the potential to adversely affect the health, protection or wellbeing of a youth(s).

Youth Protection Policy Breach. The failure to implement or comply with youth protection policy, process, procedure or practice defined in Defence, group/service, command and/or unit orders, instructions, publications or manuals. A policy breach can be:

  1. Significant, where the breach relates to mandatory youth protection risk controls defined in the Defence Youth Protection Management System
  2. Major, where the breach relates to context specific youth protection risk controls
  3. Minor, where the breach relates to administration.

Youth Protection Records. Youth protection records comprise any electronic or hard copy document, record, data or information generated through implementation of the DYPMS, including records relating to:

  1. personnel screening, working with children/vulnerable people checks and codes of conduct
  2. risk assessments
  3. complaints, events, incidents and any associated disclosure of personal information
  4. workplace inspections, audits and surveys
  5. data analysis
  6. meetings, committees, councils and boards
  7. training administration
  8. feedback, forums and other communication.

Unlike youth protection documentation, youth protection records may contain personal information that is subject to Defence Privacy Policy.

Youth-related Work. Supervised or unsupervised work, whether paid or unpaid, that involves face-to-face or physical interaction or oral or written communication via any medium, with one or more youth on behalf of Defence and relates to religious activities and services or activities and services that are provided specifically (only or mainly) for youth.

Youth-Related Work Position. Any ADF, APS, contractor or volunteer position where the incumbent is required to, on behalf of Defence, undertake youth-related work as the primary duty/responsibility of the position or provide overnight care and supervision of youth participating in a Defence youth program or Defence Force recruiting activity.

Youth Safe Code of Conduct. Defines ethical, acceptable and unacceptable youth safe behaviours.

Youth Safe Culture. A youth safe culture is one where youth safe behaviours and practices are understood, displayed and fully integrated by all personnel into every youth related interaction, activity and program.

Youth Safety. The application of the Defence Youth Safety Framework to youth.

Guide 2: Youth Safe Code of Conduct

Introduction

This guide provides information on the youth safe code of conduct. Defence is committed to ensuring the safety and wellbeing of youth who engage with the department. It is expected that adults and youths are respectful and adhere to a standard of behaviour that promotes a youth safe environment and a positive experience to be achieved. 

This guide aims to help personnel:

  1. understand the purpose of a code of conduct
  2. identify who needs to sign a code of conduct

The Defence youth safe code of conduct policy is consistent with the National Principles for Child Safe Organisations. This guide supports the standards and procedures outlined in the Defence Youth Manual for managing a youth safe culture within the Defence environment.

Guide 2: Youth Safe Code of Conduct

What is a Youth Safe Code of Conduct

A youth safe code of conduct defines ethical, acceptable and unacceptable youth safe behaviours and expectations. It provides a mechanism to:

  1. acknowledge the responsibility and record the commitment of a person to adhere to the code of conduct
  2. hold a person to account if they breach the code of conduct

Guide 2: Youth Safe Code of Conduct

Who Needs to Sign a Youth Safe Code of Conduct?

Personnel. All personnel in youth-related work positions must read, understand and sign the Defence youth safe code of conduct (Adult) before undertaking any youth-related work.

Personnel who are undertaking youth-related work, but are not in youth-related work positions, may be asked to sign a youth safe code of conduct prior to engaging in youth-related work.

Scenario
CPL Betts is an Avionics Technician and is not in a Youth Related Work Position. CPL Betts has been tasked to support the ADFA Open Day. He will be assisting at the Blackhawk static display, showcasing the aircraft to the public. It is likely that CPL Betts will engage with youth at the ADFA Open Day. This is known as youth related work.

Signing a code of conduct is not always a requirement when undertaking youth related work. However, CPL Betts’ chain of command considered that signing a youth safe code of conduct is appropriate due to the level of expected engagement with youth and forms part of the risk mitigation strategy for this event.

Youth. Youth who participate in a Defence youth program must read, understand and sign the Defence youth safe code of conduct (Youth) prior to participating in the program.

  1. A participant of a Defence youth program who is 18 years or older should sign the youth safe code of conduct (Youth) version.
  2. It is the responsibility of commanders, managers or supervisors to ensure that youth who are participating in their program/activity have signed code of conduct.

Guide 2: Youth Safe Code of Conduct

Life Cycle of a Youth Safe Code of Conduct

A youth safe code of conduct should be signed prior to the commencement of a youth role or program/activity. A code of conduct may be valid for more than one program/activity. It is recommended that a new code of conduct should be signed at least once every 12 months.

Commanders, managers and supervisors must ensure that a signed copy of the code of conduct is stored in Objective or CadetNet (as appropriate) and that any breach of the code of conduct is managed in accordance with Section 3, Chapter 3.

Guide 2: Youth Safe Code of Conduct

Youth Safe Code of Conduct Examples

The following codes of conducts provide an example of expected behaviour for adults and youths. The codes can be tailored to suit the program or activity and/or if appropriate, incorporated into a broader code of conduct associated with the program. Download the samples provided, and adjust the behaviours to suit the requirements of your program.

  1. Youth Safe Code of Conduct - Adult
  2. Youth Safe Code of Conduct - Youth

Scenario
You are conducting a resilience-building program where youth are likely to share personal stories. You may consider adjusting the youth code of conduct (Youth) to include a behaviour such as: ‘conversations of a personal nature should not be shared outside of the group’. 

Guide 3: Defence Youth Protection Training Guide

Defence Youth Protection Training

The Defence Youth Protection (DYP) training courses educate Defence personnel and non defence personnel on appropriate behaviour, communication, and conduct when interacting with youth, as well as recongnising and preventing abuse and misconduct.

Completion of the youth protection training is required to ensure the safety and wellbeing of young people.

All courses are current for three years and available on LXP and LXP Global. Versions tailored to the ADF Cadets environment are available on CadetNet. 

Guide 3: Defence Youth Protection Training Guide

Available Courses

DEFENCE YOUTH PROTECTION AWARENESS COURSE

The awareness course focuses on foundation knowledge and understanding why youth safety is a priority for Defence.

LXP Course I.D: 00016992
PMKeyS Proficiency Code: P108378

Requirements

  1. ADF Members: ADF members (SERCATs 3-7) are required to complete this course every three years.
  2. Commanders and managers may also expect that members undertake the course based on upcoming operational requirements for risk mitigation
  3. APS Employees: All APS employees in Defence who engage with youth as part of their duties must complete the DYP awareness course every three years.
  4. Integration of this requirement into performance agreements is encouraged, and APS employees may be requested to undertake the course on an as-needed basis
  5. Contractors: Contracts involving interaction with youth should include a provision for contractors to complete the DYP awareness course at the contract's commencement
  6. All adults in the ADF Cadets are required to complete this course every three years. 

Note: The DYP awareness course serves as a prerequisite for the DYP supervisor and manager course.

DEFENCE YOUTH SUPERVISOR AND MANAGER COURSE

The supervisor and manager course is mandatory for Defence personnel supervising, managing, or commanding individuals under the age of 18.

LXP Course I.D: 00017692
PMKeyS Proficiency Code: P129871

Requirements

  1. In a management/supervisor role of under 18 ADF recruits and trainees
  2. In a management/supervisor role of under 18 APS employees during on boarding and initial postings
  3. Personnel with primary responsibilities involving under 18 personnel or youth, such as chaplains, recruiting staff, and Defence family member support roles
  4. Individuals responsible for ADF Cadets, Defence Work Experience Programs, and other Defence youth development programs and activities (e.g. Young Endeavour Youth Scheme, Exercise Proud Warrior, Girls and Indigenous Flight Camps, STEM activities).
DEFENCE YOUTH PROTECTION YOUTH COURSE

The youth course (on LXP for under 18 year olds) is for ADF members and APS employees under 18 years old. 

LXP Course I.D: 00018352
PMKeyS Proficiency Code: P123758

Requirements

Under 18 ADF recruits and APS employees and under 18 ADF cadets are required to complete this course every three years.

Guide 4. Suitability Screening for Working with Youth

Introduction

This guide provides information about selecting the right people to engage with youth on behalf of Defence. By following the guidance, personnel will be equipped to create a safer environment for youth and ensure compliance with relevant policies and regulations.

This guide aims to help personnel:

  1. identify the values and behaviours to consider when selecting staff to work with youth
  2. understand that all staff who work with youth need to be screened – the type of screening required depends on the type of youth engagement
  3. determine when formal screening, such as Working with Children Checks, is required
  4. identify and record a youth-related work position

Military Personnel Policy Manual (MILPERSMAN) provides the procedures for managing ADF personnel under 18.

Guide 4. Suitability Screening for Working with Youth

Key Qualities of Suitable Staff

There is an expectation that Defence personnel will be positive role models for youth. In addition to upholding and demonstrating the Defence values and behaviours, their communication style should be respectful and tailored to the audience.

Before tasking an individual to engage with youth, commanders, managers and supervisors should make an assessment of the individual’s values and behaviours and their interest in the health and wellbeing of youth.

When selecting suitable staff, commanders, managers and supervisors should consider:

  1. the youth protection risks associated with the activity.
  2. the desired outcome/s of the engagement activity.

Guide 4. Suitability Screening for Working with Youth

Determining Type of Youth Engagement

The type of youth engagement determines whether formal screening is required. Formal screening refers to suitability checks undertaken by governing bodies and includes Working with Children/Vulnerable People checks (WWCC/WWVP).

Personnel tasked with incidental or irregular youth engagement work (such as a unit open day) will not require formal screening (i.e WWCC/WWVP). However, before assigning personnel for this type of youth related work, commanders, managers and supervisors should be satisfied that the individual is suited to engage with youth.

Personnel for whom youth related work is their primary role/duty (e.g. supporting a youth program activity such as the Young Endeavour Scheme), who are in a youth-related work position, or who provide overnight supervision of youth, will require formal screening (WWCC/WWVP).

Guide 4. Suitability Screening for Working with Youth

Youth Related Work and Youth-Related Work Position Definition

1. Youth-related work position. A youth-related work position is any APS, ADF, contractor or volunteer position where the incumbent is required to, on behalf of Defence:

  1. undertake youth-related work as the primary duty/responsibility of the position[1]; OR
  2. provide overnight care and supervision of youth participating in a Defence Youth 
    Program or ADF Careers activity.

2. Youth-related work. Youth-related work is supervised or unsupervised work, whether paid or unpaid, that:

  1. involves face-to-face or physical interaction, or oral or written communication via any medium, with one or more youth on behalf of Defence; AND
  2. relates to religious activities and services, or activities and services that are provided specifically (only or mainly) for youth[2].

Within Defence each business area or unit must assess the required level of contact with individuals under 18 for each position or role to determine whether it should be designated as a youth-related work position.

To avoid doubt and assist in identification of youth-related work positions, APS and ADF personnel are not in a youth-related work position if they are:

  1. commanders, managers, supervisors, instructors or the colleagues of, or service providers[3] to, Defence personnel who are youth in a Defence workplace where youth-related work is not the primary duty, function or service provided by the unit/organisation/position
  2. peers of Defence personnel who are youth undertaking education and training
  3. required to support a Defence youth program activity, unless
    1. they are required to provide care and supervision of youth participating in an overnight activity[4], or
    2. providing services to youth is one of the core business functions of the role.

The majority of youth-related work positions will be related to Defence youth programs, ADF Careers contexts, chaplaincy and other support services (see Enclosure 1 for context specific information). 

Once an APS or ADF youth-related work position has been identified, it must be recorded in PMKeyS. For guidance on recording an identified APS or ADF youth-related work position in PMKeyS, refer to Enclosure 2

All ADF Cadets positions held by adult volunteers are youth-related work positions.

Volunteer youth-related work positions are recorded in CadetNet by assigning the appropriate ADF Cadets organisation role (Officer of Cadets, Instructor of Cadets or Defence Approved Helper) to the individual.


[1] A position is not a youth-related work position if any likely interaction/work with youth is incidental (secondary) to the primary duty/responsibility of the position and can generally be observed or monitored by others.

[2] The majority of youth-related work is undertaken in Defence Youth Program and ADF Career Centre contexts.

[3] Including health, psychology, administration, logistics, accommodation and transportation services that are not specifically (only or mainly) provided for youth, but excludes chaplaincy services.

[4] Commanders, managers and supervisors who support a discrete Defence Youth Program activity will be briefed well in advance in relation to youth protection requirements, including the need for WWCC if applicable, by the program/activity sponsor. 

Guide 4. Suitability Screening for Working with Youth

Requirements and Risk Mitigation Strategies

Personnel undertaking youth-related work should be assessed as suitable to engage with youth and complete youth protection training. 

It is recommended that personnel undertaking daytime, incidental and irregular engagement complete at least one of the following risk mitigation strategies:

  1. read and sign an adult version of the youth safe code of conduct
  2. complete additional youth protection training – options include: 
    1. completing refresher training of the Awareness course, if it hasn’t been completed within the last 12 months
    2. completing the Supervisor and Manager course.

Examples of daytime, incidental and irregular youth-related work include volunteering in a service museum, working at a unit open day, talking to Defence Work Experience students about your role, presenting the ADF Long Tan award, being in the catafalque party at a school’s Anzac Day commemorations.

Personnel in youth-related work positions are required to:

  1. undergo formal suitability screening (WWCC/WWVP)
  2. have their position recorded on PMKeyS
  3. sign an adult version of the youth safe code of conduct
  4. complete youth protection training on LXP: OS (ADF/APS), LXP: Global (contractors) or CadetNet (ADF Cadets adult volunteers).

Examples of youth related work positions include some DMFS roles, Defence Work Experience Managers, Young Endeavour Youth Scheme, ADF Career Centre roles, all ADF Cadets adult volunteers.

Guide 5 - Youth Engagement Suitability Flowchart and Matrix provides the requirements in a table format. 

Risk assessments should be conducted to identify and manage potential risks to youth prior to any youth engagement activities. All youth related work should be conducted in view of other adults.

Youth Related Work – informal suitability screening

SCENARIO
Brenda is a transition coach. Her usual role involves assisting ADF members to transition into the civilian workforce. Brenda does not typically work with youth. Brenda is known in her office for being kind, respectful and caring. Another Defence organisation she shares her office space with are planning a ‘Job Ready’ event for teenagers and asked if Brenda could be involved. Brenda’s role in the event is to provide interview tips and techniques to the teenagers. Brenda’s supervisor is happy for her to support this event as Brenda has the attributes to be a positive role model for youth.

As Brenda’s regular role is not a youth related work position, Brenda does not need to have a Working with Children’s Check. However, during the ‘Job Ready’ event she would be undertaking youth related work. Keeping young people safe is a priority, so Brenda followed a few key steps to help keep the youth safe.

Prior to the event Brenda completed Youth Protection Awareness training. As Brenda is an APS employee, she is only required to complete this training if she engages with youth as part of her duties.

Brenda read and signed a Youth Safe Code of Conduct. This risk mitigation strategy outlined expectations of acceptable behaviour. 

Brenda is excited to take part in the workshop. She showed her colleagues the content she had prepared to ensure that it is age-appropriate and engaging.

The workshop was held in the community room. This was a great space for the workshop as there were open lines of sight which meant that the youth, and the supervisors, were easy to see. Brenda delivered her presentation to the youth as her colleagues watched on. This allowed Brenda to be appropriately supported and the youth to be adequately supervised. 

The workshop was successful, with positive engagement from the youth. Brenda proved to be the right person to assist with the workshop, thanks to her respectful nature and the training and safeguards that supported her delivery.

Youth Related Work – formal screening including YR Position annotation

SCENARIO
LS White is posted to ADF Careers as Military Recruiter. As LS White’s positon is a youth related work position he must:

  1. obtain and maintain a Working with Children check or Working with Vulnerable People registration for the state/territory he works in
  2. read, sign and adhere to a Youth Safe Code of Conduct (Adult)
  3. complete Youth Protection Training Courses - Youth Protection Awareness; Defence Youth Supervisor and Manager if applicable.

LS White’s position is recorded in PMKeyS as a youth related work position.

Prior to selecting LS White for his position, his career manager or commander should assess LS White as being suitable to work with youth. Examples of ways this may be done include:

  1. outlining any youth-related experience required for the role and consider if LS White has 
    the experience required
  2. asking LS White youth safe behaviour based questions[5].

[5] Referees from previous managers/supervisors could also be sought if considered appropriate.

Guide 4. Suitability Screening for Working with Youth

Suitability Screening for Youth-Related Work Positions

Screening adults to work or volunteer in youth-related work is mandated under relevant state or territory legislation and policy. Prior to selecting an individual to fill a youth-related work position, it is recommended managers assess the suitability of an individual by reviewing:

  1. the Defence ERP Case Management Solution (DECMS) or any other unacceptable behaviour database, including SENTINEL
  2. the Defence Policing and Security Management System
  3. PMKeyS
  4. the member/employee’s service/employment file
  5. interviews and referee checks
  6. National Police Checks (for ADF Cadets adult volunteers only)

An individual must not be selected for a youth-related work position if they have adverse findings against them that relate to:

  1. protection orders or child custody matters, where the adverse finding relates to an individual’s suitability to work with youth
  2. WWCC/WWVPs, in the circumstances where:
    1. a bar, or interim bar has been applied to the individual
    2. the individual’s WWCC/WWVP has been suspended or cancelled by the issuing authority.

Commanders and managers must use judgement to determine whether a record of past offence prevents an individual from working in a youth-related work position. This includes but is not limited to a criminal or civil offence, or a Defence disciplinary offence or misconduct that demonstrates poor character and/or prior unacceptable behaviour, as defined in the Defence Youth Safe Code of Conduct-Adult.

Commanders and managers should conduct referee checks and/or include child safety related questions in interviews when considering an employee, contractor or volunteer for a youthrelated work position. Refer to Enclosure 3 for sample referee and interview questions. 

Commanders and managers must ensure a Defence Youth Safety Code of Conduct (Adult) is signed once screening is successfully completed. The signed Code of Conduct is to be recorded:

  1. on the Defence member’s personnel file in Objective for an individual in a Defence youth-related work position, or
  2. in CadetNet under Accomplishments in the Education & Qualifications section of My Details for volunteers in youth-related work positions in the ADF Cadets.

Guide 4. Suitability Screening for Working with Youth

Working with Children/Vulnerable People Checks

Defence working with children checks policy is consistent with the National Principles for Child Safe Organisations and the National Standards for Working with Children Checks. 

The following individuals are required to obtain and maintain WWCC or WWVP registration for the State/Territory relevant to the youth-related work:

  1. APS and ADF personnel in recorded youth-related work positions
  2. APS and ADF personnel whose primary role is to work with youth
  3. adults who provide overnight supervision of youth
  4. adults who volunteer with ADF Cadets
  5. chaplains

Commanders, supervisors and managers may request an individual obtain a WWCC/WWVP if they deem it appropriate. For example, if a person is not engaging with youth, but is accessing youth’s records, it may be appropriate for a formal screening check to be obtained, depending on the task. 

When obtaining or renewing a WWCC/WWVP, where applicable[6], personnel should nominate Defence as the notifiable organisation.

The process and clearance validity period of WWCC/WWVP checks differs by location. Defence 
business areas/units are responsible for ensuring: 

  1. the appropriate state or territory procedures are followed
  2. clearances are current and renewed within the appropriate timeframe. 

The assessment outcome of all Defence personnel who obtain a WWCC/WWVP clearance must be recorded on PMKeyS. For guidance on recording a WWCC/WWVP assessment outcome in PMKeyS, refer to Enclosure 2.

ADF Cadets Adult Volunteers clearance information is to be recorded in CadetNet under Accomplishments in the Education & Qualifications section of My Details.

A record of WWCC/WWVP expiry dates for all personnel should be maintained and recorded appropriately by the relevant commander, manager or supervisor, and stored in accordance with Defence record management policy.

Enclosure


[6] Legislation varies on a state by state/territory by territory basis

Guide 5. Youth Engagement Suitability Flowchart and Matrix

Introduction

This guide provides a visual overview of key requirements for personnel engaging with youth, supporting the standards and procedures outlined in the Defence Youth Manual for managing youth engagement within a Defence environment. By following the guidance, personnel will be equipped to ensure compliance with relevant policies and regulations.

This guide aims to help personnel:

  1. Identify their role in undertaking youth engagement
  2. Identify the requirement for suitability screening
  3. Identify prerequisite training
  4. Identify whether a youth safe code of conduct is needed
  5. Identify who needs to have their positions recorded on PMKeyS

Relevant terms from the Definitions, Acronyms, and Glossary Guide:

  1. Supervisor: Defence personnel or persons engaged under a contract who have direct or line supervisory responsibilities for Defence personnel.
  2. Manager: A means Defence personnel or a person/s engaged under a contract who direct a range of human and physical resources and their associated financial responsibilities to achieve corporate objectives. A manager may be a first-level supervisor or perform the role of a first-level supervisor where they have immediate subordinates, as well as the role of a second-level supervisor where they have Defence personnel supervised by those subordinates.
  3. Commander: An Australian Defence Force Officer who, by virtue of a delegation or instrument of appointment, exercises authority, and has responsibility for assigned Defence personal and includes an administrative Commanding Officer.

Guide 6. Medical and Physical Conditions Management

Introduction

Defence is committed to providing a safe environment for youth who participate in Defence youth activities. Understanding and managing medical conditions, as well as physical fitness requirements of participants is a critical aspect of this commitment. 

The level and type of engagement will influence the degree to which the management of medical and physical conditions is required.

This guide supports the standards and procedures for operational guidance outlined in the Defence Youth Manual. It also aims to help personnel:

  1. consider planning requirements in order to meet obligations under the Work Health and Safety (WHS) Act 2011
  2. obtain medical information in order to implement reasonable adjustments to create an inclusive environment where relevant
  3. gather and manage medical and physical information as part of a risk management plan
  4. communicate with parents/caregivers
  5. respond to medical situations in planned intentional youth engagement situations.

Guide 6. Medical and Physical Conditions Management

Planning Requirements

Under the WHS Act (2011), workers must take reasonable care of their own health and safety and ensure that their actions or omissions do not adversely affect the health and safety of others. Defence personnel conducting youth activities are responsible for ensuring that planned activities are suitable for youth participation. Adjustments can be made, as far as reasonably practicable, to provide a level of inclusiveness for youth with medical or fitness limitations.

SCENARIO
Prior to being accepted into a Defence Work Experience Placement a youth has declared they are on crutches due to a sporting injury. A reasonable adjustment to accommodate the youth’s needs may be that the youth will attend the Work Experience Placement but not participate in some physical training activities. They could still be included through roles like score keeping or acting as a timing monitor. With reasonable adjustments, youth can stay connected and involved in ways that work for them and while aligning with the goals of the program.

Guide 6. Medical and Physical Conditions Management

Gathering Medical Information

Personnel conducting youth engagement activities are responsible for ensuring the registration process includes a declaration of any medical or fitness conditions, where appropriate. This includes informing participants that they are required to notify Defence about any significant changes or injuries to their medical or fitness status that occur between registration and the start of the activity. This information will assist in:

  1. promoting the safety and well-being of those involved
  2. providing tailored support
  3. managing risks
  4. enabling Defence personnel to make informed decisions.

The collection of medical and fitness information should be treated in accordance with Defence Youth Manual and the Defence Privacy Policy.

Guide 6. Medical and Physical Conditions Management

Privacy

Privacy matters relevant to this guide are managed in accordance with the Defence Youth Manual and the Defence Privacy Policy.

Disclosure of Personal Information[1]. Defence personnel may disclose or authorise disclosure of personal information held by Defence about a youth or any other person to the youth’s parents/guardians/specified next of kin or a responsible third party if:

  1. the youth has been involved in a youth protection event/incident (Defence Youth Manual Section 3, Chapter 3)
  2. they are reasonably satisfied in the circumstances that it is necessary and appropriate for the personal information to be disclosed to ensure the medical, protection and wellbeing of the youth.

Factors that may be relevant when deciding whether to release personal information 
include, but are not limited to:

  1. any wishes expressed by the youth
  2. the nature of the personal information and its relevance to the youth’s medical, protection and wellbeing
  3. the nature and seriousness of the youth protection event/incident
  4. whether or not the youth or other person to whom the personal information relates is willing and able to self-disclose the information.

[1] DI-MJEP1 – describes the circumstances in which it may be appropriate for Defence personnel to disclose personal information in relation to youth protection incidents

Guide 6. Medical and Physical Conditions Management

What to do if a Condition has been Declared

If a medical or physical condition has been declared, Defence personnel should work in partnership with the youth and/or their parents/guardians to identify and consider reasonable and appropriate support strategies that may be implemented.

If a youth’s medical condition may pose a risk to themselves or others, they may be required to provide a medical clearance from their health practitioner, as a condition of participation. (Enclosure 1 – Health Clearance form provides the basis for requests for medical clearance). This form is optional and units may modify the form to best suit their needs.

Individual Management Plan (IMP). Where appropriate, youth programs may initiate the creation of an IMP in consultation with the youth and their medical practitioner/family.

The requirement is generally determined by the medical condition and degree of interaction. The plan should include the following key elements:

  1. Personal information – the youth’s name, date of birth, photograph and emergency contact details
  2. Medical and/or physical condition(s) – a clear description of the condition and any relevant medical history, including frequency, severity and last time the condition occurred (if appropriate)
  3. Potential impacts of condition – how the condition may affect the youth’s ability to fully participate in the activity
  4. Adjustments required – provide what adjustments are requested to assist the youth in being able to participate in the activity
  5. Medications or medical devices – specify what medication or devices are required. Include how medication is to be stored, dosage, timing, how to administer it and whether the youth can self-administer the medications
  6. Symptoms – list any signs or symptoms to watch out for
  7. Emergency Action Plan - outline the first aid response
  8. Expectations and responsibilities – clarify the expectations and responsibilities for all involved in the management of the health condition while participating in the activity

IMPs must be stored in accordance with record management and privacy guidance in the Defence Youth Manual and a hard copy should be carried by the supervisor of the activity.

Commanders, managers and supervisors of youth activities have the authority to cancel the participation of an individual if they cannot safely manage the youth’s requirements.

SCENARIO
Sixteen-year-old Morgan was excited to attend an overnight Defence youth camp. On the registration form, Morgan’s guardian noted that he had moderate asthma. The camp organisers recognised the importance of managing Morgan’s medical needs, while ensuring he could safely participate in camp activities. 

The camp coordinator contacted Morgan’s guardian to gather detailed information including his asthma action plan, medication schedule, symptoms to watch out for and steps to take in an emergency. The coordinator used this information to create an individual management plan (IMP) for Morgan. 

The staff reviewed Morgan’s IMP and identified that Morgan’s asthma was triggered by cold air and physical exertion. They made adjustments to the camp activity schedule so that early morning outdoor games were pushed to a later timeslot, to avoid Morgan being physically active in the cold morning air. 

Morgan and his guardian were provided with clear expectations of Morgan’s responsibilities in order for him to attend camp. He was required to have his medication with him at all times. The medication was to be in a bag with Morgan’s name on it, so that camp supervisors could identify the bag quickly in an emergency.

Morgan was required to sleep in accommodation near (but not with) the camp supervisors, in case he needed support overnight. 

The lead camp supervisor was assigned to check in twice-daily with Morgan on camp to ensure he had his medication.

Morgan attended the camp, and participated in most of the activities. Sometimes, he opted for a less physical alternative during team challenges, but he always felt safe and supported knowing that staff understood his needs.

Guide 6. Medical and Physical Conditions Management

Managing Allergies

Food allergies can be potentially life threatening. Where supervisors have been notified that a participant has an allergy, clearly articulated and effective procedures are to be implemented, using an IMP or similar to mitigate the risk to the individual.

Guide 6. Medical and Physical Conditions Management

Managing Medicine and Medical Equipment

In the event that a participant in an activity has, or is suspected of having, a contagious condition action must be taken in accordance with the relevant State or Territory Health Department guidelines and directions from the Public Medical Officer (PHMO) at the Public Medical Unit: www.medical.gov.au

Guide 6. Medical and Physical Conditions Management

Providing First Aid

First aid is immediate assistance provided to a sick or injured person until appropriate medical treatment is available. First aid does not replace the need for professional medical treatment.

Triple Zero (000) is Australia’s primary emergency call service number and should be used to call for emergency assistance.

Commander and managers of youth engagement activities should ensure that:

  1. supervisors maintain currency in first aid training, including anaphylactic first aid
  2. there is provision of sufficient and accessible first aid equipment for each activity
  3. there is provision of Automated External Defibrillator (AED) for higher risk activities or higher risk environments (for example, remote locations)

Ambulance. In the event that an ambulance is required, the youth engagement agreement/supporting documentation should specify who is responsible for payment of the costs. The arrangements in place may vary depending on the youth engagement program/activity.

Defence medical facilities and professionals. The primary purpose of Defence medical facilities is the provision of medical services to ADF members. The first point of call for medical treatment for Defence youth activity participants is a non-Defence medical facility. However, in dire circumstances Defence medical facilities may provide emergency treatment to participants of Defence youth activities, until civilian emergency 
services arrive.

Guide 6. Medical and Physical Conditions Management

Reporting

All medical incidents occurring during youth engagement activities must be reported in accordance with the Defence Youth Manual.

Enclosure:

  1. Defence Youth Engagement Activity Health Clearance Form 

Guide 7. Youth Protection Risk Management

Introduction

This guide provides information on how Defence can create a safe environment for youth and ensure compliance with relevant policies and regulations to manage risk. It is important for Defence personnel to understand the unique nature of risks that youth engagement presents when planning a youth engagement activity or program.

This guide aims to assist personnel to:

  1. identify youth protection hazards
  2. implement suitable mitigation strategies, and
  3. apply appropriate risk management in the delivery of youth engagement and
    development activities

Defence is committed to providing a youth safe environment in Defence programs, community engagement and the workplace. Regularly reviewing potential youth protection hazards helps foster a culture of ongoing improvement. This process helps to identify new risks and ensures that existing hazards are managed appropriately.

This guide should be read in conjunction with the Defence Youth Manual.

Guide 7. Youth Protection Risk Management

Identifying and Mitigating Hazards

Youth protection hazards can vary and include environmental, operational, and cultural risks. The hazards listed in the tables in this guide are examples and may not cover every possible risk. It is important for commanders, managers and supervisors to review and assess risks specific to their youth programs and activities.

Table 1 within Enclosure 1 offers examples of hazards and Table 2 within Enclosure 2 offers mitigation strategies to assist in safely planning and managing youth engagement activities.

Guide 7. Youth Protection Risk Management

Youth Protection Risk Assessment

A risk assessment must be completed prior to all youth engagement activities. Groups and Services should use existing Defence risk assessment templates and forms as outlined in their respective Service Work Heath Safety Management System (WHSMS).

This guide serves as a youth protection supplement to a Standing Risk Assessment and should be used to identify and evaluate hazards and risks specific to each youth engagement activity or program.

If a Standing Risk Assessment is not available, the template provided below can be used. This 
document must be reviewed and approved by an authorising officer.

Guide 7a Youth Protection Risk Management Supplement 

Enclosures:

1. Table 1 - Hazards
2. Table 2 – Mitigation strategies

Guide 8. Defence Youth Protection Event or Incident Management

Introduction

This guide provides information on appropriate management of a youth protection event or incident. By following the guidance, personnel will be equipped to ensure compliance with relevant policies and regulations. 

This guide aims to help personnel:

  1. identify unacceptable behaviour
  2. classify and contextualise a youth protection event/incident
  3. initiate Defence response to managing a youth protection event/incident
  4. comply with external reporting requirements for Defence
  5. effectively conduct a work health and safety investigation for a youth protection event/incident

This guide should be read in conjunction with the Defence Youth Manual.

Guide 8. Defence Youth Protection Event or Incident Management

Identifying Unacceptable Behaviour

Unacceptable behaviour in the Defence youth protection context is behaviour that, having regard to all of the circumstances, would be considered: unlawful; offensive, belittling, abusive or threatening to youth and/or adverse to their morale, health, safety and wellbeing; or otherwise not in the interests of Defence. 

Definitions of unacceptable behaviour can be found in Enclosure 1 for context specific information on youth protection during activities or incidents.

Guide 8. Defence Youth Protection Event or Incident Management

Classifying and Contextualising a Youth Protection Event/Incident

The classification and contextualisation of a youth protection event/incident is a five-step process in which the impact on youth, perceived intent, nature and context of the event/incident are considered. The process is shown on the pages that follow.

Note: The event/incident class selected in step four may be changed at any time, for example, if facts obtained during any investigation changes the assessments made during steps one to three.

Guide 8. Defence Youth Protection Event or Incident Management

Initial Responses for Managing a Youth Protection Event/Incident

Initial responses to a youth protection event/incident must focus on the victim as well as the safety of all participants.

The table below details the initial response actions required if a youth protection event/incident occurs.

Objectives Actions Examples
1. Make victim safe  Ensure the victim is safe from 
further danger
Administer first aid as required.
Remove immediate 
risks/threats
Separate victim from respondent.
In the event of an emergency, 
notify emergency services 
(000)
As appropriate, notify service police, civilian police and/or ambulance.
Provide initial support and 
information
Acknowledge the victim’s concerns and reassure them you are there to assist them.

Engaging with victims and survivors of child sexual abuse guide
De-escalate the situation Remain calm and in control.

Regulate your breathing with slow deep breaths.

Be aware of your body language - do not cross your arms or take an aggressive stance. 

Provide clear instructions.
2. Provide additional 
support to the victim 
as required
Notify next of kin as appropriate Contact emotional support
(parent/guardian or other support person) in accordance with Defence privacy guidelines.

If the activity is held in collaboration with another organisation, inform the point of contact, where appropriate according to Defence privacy guidelines.
Arrange additional professional 
and/or local support
Contact chaplaincy, psychological support and/or workplace behaviour advisor.
Empower the victim Ask the victim what support they require. Suggest appropriate options e.g. do they want to call a parent/go home/sit in a quiet space.
3. Record notes for 
incident reporting 
purposes
Apply judgement of when to 
take notes, being mindful that 
youth health and wellbeing is 
always paramount
List the key events: 
who is involved/what happened/where/when/actions taken
4. Ensure wider 
youth safety of 
program/activity
Preserve wellbeing of other 
youth
Appear calm and composed. 

Speak with youth in a low toned voice using a slow pace.

Acknowledge that youths may feel anxious, worried or other feelings of distress. Validate their feelings.
Consider suspending or altering
the activity
Contact parents/guardians to collect youth or inform them of the new collection time/location.

If the activity is held in collaboration with another organisation, inform the point of contact.
Secure and safeguard the 
environment
Restrict access to the area to 
preserve evidence and prevent further risks.
Review youth privacy and 
security arrangements
Conduct a quick assessment of youth privacy and security protocols. 

Guide 8. Defence Youth Protection Event or Incident Management

External to Defence Reporting Contact Information

Commanders, managers and supervisors are also responsible for ensuring mandatory, external to Defence reporting requirements for youth protection incidents are met. This may include reporting directly to state or territory police and child protection or other government authorities. 

Class A or B events/incidents will require external reporting.

Note some Class C and D events/incidents will meet the reporting threshold for some states and territories.

If in doubt, report and follow the advice of the Joint Military Police (JMPU), civil police and/or child protection agency as appropriate.

Do not contact parents or guardians if a parent, guardian or other family member is the respondent.

Police. Call the police immediately on 000 if you believe a youth is in immediate danger or in a life-threatening situation.

If you believe an offence has been committed, notify the police on 131444.

Jurisdiction Police website
ACT www.afp.gov.au
NSW  www.police.nsw.gov.au
Queensland  www.police.qld.gov.au
South Australia www.police.sa.gov.au
Victoria www.police.vic.gov.au
Tasmania www.police.tas.gov.au
Western Australia www.police.wa.gov.au
Northern Territory  www.pfes.nt.gov.au

Guide 8. Defence Youth Protection Event or Incident Management

Child and Youth Protection/Welfare Agencies and Support Services

Child and youth protection welfare agencies assess and investigate reports of possible child abuse. There are a number of professions who are mandated to report suspicions of child abuse, such as teachers, doctors and nurses. Anyone who has reasonable grounds for suspecting that a child or young person is being neglected or abused should report it.

See Enclosure 2 for contact details for the various agencies and support services available across 
Australian jurisdictions.

Guide 8. Defence Youth Protection Event or Incident Management

Mandatory Reporting Information

All Defence personnel (APS and ADF), contractors, volunteers, visitors and ADF cadet members are mandated to report suspected cases of child abuse and neglect to government  authorities.

Mandatory reporting information relevant to all states and territories can be obtained from Mandatory reporting of child abuse and neglect | Australian Institute of Family Studies (aifs.gov.au).

Guide 8. Defence Youth Protection Event or Incident Management

Checklist of Information to Report

When making a report to civil police, JMPU or a child protection agency you should provide as much information as possible, but only if readily available and/or on file.

The information listed below is suggested as a guide only.

Youth
  • Name and age
  • Disabilities, mental or physical health issues 
  • Current location and safety status
  • Any other significant/relevant factors
Alleged Abuse/ 
Unacceptable 
Behaviour
  • Dates/times
  • Nature of abuse/unacceptable behaviour
Notifier 
  • Name, occupation 
  • Location, contact details 
  • Relationship to youth 
  • Grounds for belief, present/prior concerns
Family
  • Composition, parent/carer information 
  • Family awareness of report 

Guide 8. Defence Youth Protection Event or Incident Management

Youth Protection Work Health and Safety Investigation

Investigation of youth protection incidents is a critical aspect for improving safety. This section provides information on how to conduct Work Health and Safety investigations after a youth protection incident occurs in a Defence environment.

Youth protection events/incidents that occur within the Defence environment must be investigated to:

  1. identify contributing factors
  2. implement effective controls and track to completion
  3. prevent/minimise the recurrence of an event.

Youth protection event/incident work health and safety (WHS) investigations are to be conducted in accordance with the relevant Defence and/or group/service WHS event investigation policy and must include the specific youth protection requirements outlined in this guide. 

If a youth protection incident occurs in a Defence environment, the Work Health and Safety investigation must be reported through Sentinel.
Sentinel Guide - Youth Protection Events.

Sentinel event reporting information for non-DRN users can be found here: 
https://www.defence.gov.au/about/governance/work-health-safety

Guide 8. Defence Youth Protection Event or Incident Management

Youth Protection Event WHS Investigation Planning

The following factors must be considered when preparing a WHS investigation into a youth protection event/incident:

Appointing authority. The appointing authority (AA) for a WHS investigation should be determined in accordance with Table 1

WHS investigator qualifications. The AA should appoint a WHS investigator with qualifications and experience appropriate to the class of event/incident, as defined in Table 1[1].The WHS investigator should engage appropriate subject matter expert support where required. 

Terms of Reference. The Terms of Reference (ToR) for all classes of event/incident WHS investigation should align with the ToR defined by the relevant group/service WHSMS for an equivalent WHS event investigation, as defined in Table 1. To determine The AA should tailor and issue ToR for WHS investigations as appropriate. The WHS investigator should consult and keep the AA informed throughout the investigation. WHS investigators must not apportion blame or make recommendations for criminal, disciplinary and/or administrative action. 

Event
/Incident
Classification
Appointing
Authority
Investigator Type WHS Investigator 
Qualifications and 
ToR templates
Investigation 
Report
Class A 2* Equivalent 
Commander/
Manager[2]
External/
Independent
to Unit
As per 
Group/Service
WHSMS policy for
Level 2 or 3 
Investigation
as appropriate
Within 90
days of
appointment
Class B 1* Equivalent 
Commander/
Manager[3]
External/
Independent
to Unit
As per 
Group/Service
WHSMS policy for
Level 2 Investigation
Within 60
days of
appointment
Class C Local 
Commander/
Manager
Local 
Commander/ 
Manager 
discretion
As per 
Group/Service
WHSMS policy for
Level 1 Investigation
Within 30
days of
appointment
Class D Local 
Commander/
Manager
Local 
Commander/ 
Manager 
discretion
As per 
Group/Service
WHSMS policy for
Level 1 Investigation
Within 15[4]
days of
appointment

Table 1: Youth Protection Event/Incident WHS Investigation Requirements


[1] Investigation levels are described in WHS Incident Investigation Policy

[2] The applicable 2* commander/manager may delegate AA responsibility to a subordinate independent commander/manager depending on the circumstances of the event/incident.

[3] The applicable 1* commander/manager may delegate AA responsibility to a subordinate independent commander/manager depending on the circumstances of the event/incident.

[4] 30 days for ADF Cadet Organisations

Guide 8. Defence Youth Protection Event or Incident Management

Conduct of a Youth Protection Event WHS Investigation

Investigation priority. Any criminal/disciplinary investigation or administrative inquiry being undertaken takes primacy. An independent WHS investigation should be conducted as soon as possible and may occur concurrently with other investigations/inquiries.

Police investigation primacy. Any civil police and/or Joint Military Police Unit investigation into alleged criminal/unacceptable behaviour must take primacy. WHS investigators must ensure that they do not compromise the outcome of these police investigations. WHS investigators must not interview the victim(s), alleged respondent(s) or other involved persons/witnesses that the civil police and/or Joint Military Police Unit may rely on for evidence.

Interviews[5]. WHS investigators of Class A events/incidents must not interview involved or affected youth without obtaining approval from the AA. The AA should not give approval before ensuring that the appropriate agencies have been consulted. This includes, but is not limited to, the Sexual Misconduct Prevention and Response Office (SeMPRO), civil police and/or Joint Military Police Unit. The AA should also consult the parents/guardians of involved youth as appropriate[6] to obtain their permission to interview youth. A parent/guardian or other support person acceptable to the youth should be present when interviewing youth.

WHS investigation report. The WHS investigator should submit a WHS investigation report to the AA within the timeframe defined in Table 1. For Class A and Class B events/incidents, the WHS investigation report may be a standalone written report that is subsequently attached to the WHS event record in Sentinel. The outcome of all classes of WHS investigations, including recommendations/actions, must be entered/reported in Sentinel.


[5] There is strict guidance on the conduct of youth interviews. See GADMMAN and the Administrative Inquiries Manual.

[6] In the case of ADF personnel under 18, their permission should be sought prior to contacting a parent or guardian.

Guide 8. Defence Youth Protection Event or Incident Management

Youth Protection Event WHS Investigation Closure

Preventing recurrence. The AA must, as soon as practicable, consider the WHS investigation report and accept, modify, reject and/or add any actions/ recommendations as appropriate. The AA must ensure that all actions/ recommendations are implemented/tracked to completion and any lessons learned are communicated and reviewed.

In considering holistic youth protection outcomes, the AA should consider any evidence or recommendations, when available, from other criminal/disciplinary investigations or administrative inquiries that may require action.

Guide 8. Defence Youth Protection Event or Incident Management

Privacy

All information collected and used in relation to youth protection event/incident WHS investigation must be managed in accordance with the privacy requirements outlined in the Defence Youth Manual.

Enclosures:

  1. Unacceptable Behaviour Definitions
  2. Contact Details for Child and Youth Protection / Welfare Agencies 

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Introduction

Defence is committed to providing an environment where youth feel physically and emotionally safe when they engage with Defence. Understanding and adhering to the special care provision is critical to this commitment.

The intent of this guide is to ensure adult Defence personnel understand their responsibilities to:

  1. maintain ethical standards
  2. provide special care provisions to protect youth engaging with Defence and participating in Defence youth activities
  3. ensure youth are aware of their rights.

This guide should be read in conjunction with the Defence Youth Manual.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Ethical Standards

All Defence adults must maintain the highest ethical standards when interacting with youth. Interactions and relationships between adults and youth should be based on mutual respect, trust and an understanding of the boundaries for appropriate relationships.

Defence acknowledges there is a power imbalance in a relationship between a youth and an adult in the Defence context. Defence does not tolerate any sexual interaction between adults and youth in Defence contexts. Within a Defence context, no sexual relationship with a person under 18 years old is permitted, even if the youth consents and is above the legal age of consent for the relevant State or Territory.

This does not include Defence ADF members and APS employees in legal relationships with non-Defence personnel.

Units may raise additional policies to deal with matters specific to their context.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Age of Consent

The legal age of consent varies across Australian state and territory jurisdictions. Youth Law Australia provides useful information to help understand the various laws. A young person may express their willingness to engage in sexual behaviours but are not considered to have the psychological capacity to give consent according to the law. All sexual interactions between an adult and a person under the age of consent are a criminal offence.

In addition to the age of consent laws for the applicable state or territory, Defence requires all adults in the Defence context to have special care for youth, known as the special care provision.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

What is the Special Care Provision?

The special care provision prohibits any person in a supervisory role engaging sexually with a person who is considered a youth, regardless of the legal age of consent. Defence considers any adult in a supervisory role as having special care for youth. Adults in a youth supervisory role are prohibited from having a sexual relationship with participants for whom they have supervisory responsibilities.

The special care provision is included in the Youth Safe Code of Conduct (Adult) (see Defence Youth Manual Section 2, Chapter 2).

Defence considers any form of intimate relationship with a youth in the Defence context to be abuse. Grooming is considered abuse (and a criminal offence). As a result, in the Defence context, the adult participant in any form of intimate relationship carries the blame entirely.

Scenario
WO2 Benny is a supervisor of a Defence youth program. WO2 Benny starts giving Darcy, a 15-year-old participant, extra attention. WO2 Benny regularly compliments Darcy’s appearance and talents. “You suit those shorts Darce’, he said, to which Darcy giggled. WO2 Benny seems to create situations where he is alone with Darcy, selecting Darcy to give him a hand collecting ration packs, stacking away equipment in the storeroom, and other tasks. WO2 Benny regularly gives Darcy small gifts, such as his patch, other memorabilia and treats, which he does not gift to the other participants. WO2 Benny offers Darcy a lift to and from the program, which Darcy accepts. WO2 Benny arranges to give Darcy special mentoring sessions that isn’t part of the regular program. He tells Darcy to keep the mentoring sessions a secret so the other participants do not get jealous.

WO2 Benny’s behaviour is unacceptable and is considered grooming. WO2 Benny has breached the Defence Youth Safe Code of Conduct (Adult). WO2 Benny has not maintained appropriate boundaries, has deliberately created one-on-one situations with a youth without supervision and has encouraged secrecy. This behaviour puts Darcy at serious risk.

WO2 Benny’s behaviour needs to be reported to his Chain of Command. The Chain of Command needs to action the allegation in accordance with the relevant policy.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Who is Considered a Youth?

In Defence anyone under the age of 18 is considered a youth. Youth special care provisions extend to over 18s participating in ADF youth programs. 

Defence provides a special duty of care towards participants of Defence youth programs who are over the age of 18 (for example, 18 year olds participating in programs such as ADF Cadets, Young Endeavour and Defence Work Experience). Relationships between these participants and other adults in Defence are not appropriate. Adults are prohibited from sexual relationships with participants over 18 described within this provision. 

Australian Defence Force (ADF) members under 18 are subject to conditions of Service and employment policies, including the Defence Force Discipline Act 1982 and administrative sanctions.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Ensuring Youth are Aware of their Rights

Rights help youth to be treated fairly and equally. It’s important that adults and youth are aware of youth’s rights and that these rights are upheld. This UN Convention on the rights of a child poster can assist in understanding these rights. 

Individuals in Defence responding to, and managing allegations of a sexual relationship or child abuse between an adult and a youth, are to ensure the youth is made aware they are entirely without blame.

If a youth makes a complaint, they should be supported, taken seriously and their privacy protected. Ensure the youths physical and emotional safety, allow their voice to be heard and involve them in decisions. The National Office for Child Safety’s Complaint Handling Guide, provides practical advice on prioritising safety and promoting the rights of youth.

Guide 9. Special Care Provisions Zero Tolerance for Sexual Misconduct between Adults and Youth

Reporting

To ensure appropriate management in the Defence youth context, any pre-existing personal relationships between adults involved in the youth program and youth must be declared to the relevant supervisor. This includes family relationships and friendships.

Intimate relationships between youths (where a youth is over the age of consent for the state or territory but is not in a Defence context) must be reported to the relevant supervisor. 

Reporting physical and sexual abuse, including inappropriate relationships to the relevant authority is a moral and, legal responsibility. Mandatory reporting refers to the legal requirement of certain groups of people to report a reasonable belief of child abuse and neglect to child protection authorities.

Each state and territory has their own definitions of a mandatory reporter. The groups of people/occupations mandated to notify cases of suspected child abuse and neglect are defined by each jurisdiction. Occupations most commonly cited as mandated reporters are those individuals who have frequent contact with children in the course of their work.

Information about mandatory reporting of child abuse and neglect can be found at the Australian Institute of Family Studies website. 

Reporting child abuse and neglect is a Defence-wide responsibility. An adult who suspects, on reasonable grounds, that a child or young person is at risk of being abused and/or neglected, should report their suspicion to the appropriate reporting authority in their state or territory.

All reporting must be managed in accordance with the Youth Protection Complaint and Event/Incident Management guide (see Defence Youth Manual Section 3, Chapter 3).

Guide 10. Alcohol, Tobacco and Prohibited Substances

Introduction

Defence is committed to maintaining a youth-safe environment. This guide provides information on restrictions surrounding alcohol, tobacco, e-cigarettes and prohibited substances during Defence youth engagement activities.

This guide aims to help personnel understand:

  1. understand the risks that youth face associated with alcohol, tobacco, e-cigarettes and prohibited substances
  2. their responsibilities and obligations surrounding the use and management of alcohol, tobacco, e-cigarettes and prohibited substances
  3. reporting requirements.

This guide should be read in conjunction with the Defence Youth Manual.

Guide 10. Alcohol, Tobacco and Prohibited Substances

Risk Management

Alcohol, tobacco, e-cigarettes and prohibited substances can be addictive in nature and cause adverse effects on health[1]. The potential adverse health effects can impact how youth their behave and their ability to make rational and safe decisions. Youth face specific risks in relation to alcohol, tobacco, e-cigarettes and other drugs. Rates of risky behaviours are higher among young people than the broader population[2].

Commanders, managers and supervisors must assess activities and events, and ensure that procedures are in place to prevent youth from buying and/or consuming alcohol, tobacco, e-cigarettes and prohibited substances when on Defence property or at Defence sponsored events.

Commanders, managers and supervisors are required to take reasonable precautions to identify situations that may contribute to alcohol and prohibited substance related harm in young people. They are obligated to take appropriate action to prevent, reduce and manage the risk of harm appropriately.

Guide 10. Alcohol, Tobacco and Prohibited Substances

Responsibilities and Obligations

During Defence youth engagement activities, youth must comply with all relevant state or territory legislation. The possession, supply, sale or use of alcohol, tobacco, e-cigarettes or prohibited substances by anyone under 18 years of age is a criminal offence. 

Youth impaired by alcohol or other prohibited substances are in breach of the youth safe code of conduct.

Youth are prohibited from actively participating in fundraising activities where alcohol and/or tobacco constitute the prize.

It is illegal for Defence personnel, contractors and volunteers to assist youth with the purchase of, or access to alcohol, tobacco, e-cigarettes, prohibited substances or other adult classified products.

The consumption of alcohol, tobacco and prohibited substances by adults who are managing or supervising youth during the conduct of Defence youth programs is prohibited. Adults are permitted to smoke legal substances when participating in youth engagement activities. However, discretion should be exercised to ensure this occurs out of the visibility of youth where possible. Smoking should be managed in accordance  with Defence’s Smoke-free Workplace policy.

Guide 10. Alcohol, Tobacco and Prohibited Substances

Reporting

Managers, commanders and supervisors are responsible for reporting alcohol, tobacco, e-cigarettes and prohibited substances violations as appropriate. Disciplinary action determined by the Group or Service may follow.

Failures to comply with legal restrictions on alcohol, tobacco, e-cigarettes and prohibited substances must be reported to the relevant state or territory police.

Youth protection complaint and event/incident management must be reported in accordance with Defence Youth Manual Section 3, Chapter 3 and relevant Service procedures, where applicable.

Breaches of Defence’s youth safe code of conduct should be managed in accordance with Defence Youth Manual Section 2, Chapter 2.

All reporting must be managed in accordance with Defence Privacy Policy and Defence Youth Manual Section 1 Chapter 2.

Guide 11. Youth and the Safe Use of Social Media

Introduction

This guide provides information on management of social media in a Defence youth environment. While the appropriate use of social media can be a positive experience, its misuse can cause serious and long lasting adverse effects on an individual’s health and wellbeing. The misuse of social media can also damage an organisation's reputation.

This guide aims to help personnel:

  1. identify social media and online environments
  2. understand practices for safe social media use
  3. understand dangers associated with social media and online environments
  4. maintain boundaries
  5. adhere to reporting requirements

This guide should be read in conjunction with the Defence Youth Manual.

Guide 11. Youth and the Safe Use of Social Media

Definition of Social Media and Online Environments

  1. Facebook, Instagram, Tiktok, Snapchat, YouTube and X (formally known as Twitter)
  2. blogs, chat rooms, video and telephone conferencing sites
  3. online gaming
  4. online health, education and other services
  5. apps, clouds, and sharing sites

These platforms form part of a broader online environment.

Guide 11. Youth and the Safe Use of Social Media

Creating a Safer Online Environment

Defence will comply with Australian Government social media legislation and industry regulations to assist in protecting youth from harm, including abuse and sexual exploitation.

The eSafety Commissoner website contains online safety information, including the social media age restrictions, to empower positive online experiences.

In a Defence youth context, Defence must ensure that:

  1. youth know and understand their obligations concerning the use of social media
  2. youth are aware of online risks[1] and how to manage them[2]
  3. adults are aware of their obligations towards interacting with youth on social media

Defence personnel have a duty of care to be aware, vigilant and to take appropriate action when it is suspected that a young person is at risk of becoming a victim of an offence. Appropriate action may include reporting the offence and providing support[3] to the victim. 

Defence personnel should encourage a culture of help-seeking that supports people to feel safe and comfortable reporting online incidents.

Youth within Defence and Defence youth programs should be made aware of, and abide by the Defence Media and Communication Policy. Everything posted online is stored, even if deleted from a user’s account. Using social media to air grievances or complaints is inappropriate as there may be negative or unintended consequences. The inappropriate use of social media is considered unacceptable and will constitute a breach of the relevant Defence organisation’s code of conduct.

All youth in Defence and Defence youth programs have an individual responsibility for their safety and to carefully consider the nature of their social media activity. One of the best ways to prevent online issues from arising is to provide online safety education. The Infographic -Social Media for Personal Use highlights considerations that should be taken when using social media. This resource could be shown to youth to assist in using social media wisely.

Guide 11. Youth and the Safe Use of Social Media

Dangers Associated with Social Media and Online Environments

Some of the dangers associated with social media include cyberbullying, grooming and access to harmful or offensive content. The dangers may be amplified for youth due to their vulnerability.

Cyberbullying. Cyberbullying is the use of information and communication technologies for deliberate, hostile behaviour directed at an individual with an intention to harm, belittle, harass, insult or molest. Cyberbullying can include:

  1. sending offensive, abusive or insulting texts or emails to another individual
  2. taking or sharing offensive, obscene or indecent imagery
  3. posting offensive, abusive or insulting messages about another individual or excluding the individual from online forums
  4. assuming the identity of another individual and representing them in a negative manner or in a manner that may damage their reputation and relationship with others
  5. posting provocative or offensive content in an online community, such as a forum, chat room or blog

Under the Criminal Code Act 1995[4], it is an offence to use a carriage service to menace, harass or cause offence and to use a carriage service to make a threat.

Grooming and Pornography. Grooming is the use of manipulative and controlling techniques on a vulnerable individual in a range of interpersonal and social settings, in order to establish trust or normalise sexually harmful behaviour with the overall aim of facilitating exploitation and reducing the likelihood of exposure of the exploitation. Grooming is an offence regardless of whether it is conducted in the physical or online environment.

Taking, sharing or posting sexualised photographs or videos of yourself or other people under the age of consent is a crime under child pornography laws. Grooming or taking, sharing or posting sexualised photographs or videos of youth who are over the age of 18 but subject to special care provisions due to their participation in a Defence youth program is an offence subject to disciplinary and/or administrative action.

Guide 11. Youth and the Safe Use of Social Media

Keeping Youth Safe

Before taking images of youth personnel should obtain informed consent from the youth and their parent/guardian. Only imagery that depicts youth in an appropriate manner should be created. 

All adults who engage with youth on behalf of Defence have a responsibility to be a positive role model[5].This includes complying with Defence social media guidelines and demonstrating safe, respectful and responsible behaviour in physical and online situations.

Guide 11. Youth and the Safe Use of Social Media

Maintaining Boundaries

Defence personnel are to keep social media contact with youth to official business only and limit online contact to groups and general announcements. They have a duty of care in managing appropriate boundaries.

Defence and non-Defence personnel must not use social media to initiate contact with youth. This includes outside work or voluntary roles such as babysitting, sports coaching, house-sitting or tutoring. If personnel are contacted by youth, they should not return contact, or redirect the youth to an appropriate communication means, such as a work inbox. 

Scenario
After attending a week-long Defence youth program, 16-year-old Kym reached out to one of the program supervisors, Niko, on Facebook Messenger one evening. Kym wanted Niko’s advice on how to improve his fitness because he wanted to join Defence. Niko loved their job and wanted to help Kym, but understood they needed to maintain their professional boundaries.

Niko replied, ‘Hey Kym, please shoot me an email tomorrow. My work email address is 
xxxxxxxxxx@defence.gov.xx. I’m happy to link you in with some great resources, but can only 
assist when I’m at work’. 

Niko’s response was supportive, but set clear, professional boundaries.

Guide 11. Youth and the Safe Use of Social Media

Reporting

Defence personnel who become aware or suspect abuse or neglect involving a young person has occurred, or is occurring, have a duty to report it directly to the relevant state or territory child and youth protection authority, or police, and then to their line manager/chain of command in accordance with the youth protection complaint and event/incident management guidance (see Defence Youth Manual Section 2, Chapter 2).

Contact details for state and territory child protection authorities relating to making a report can be found in the Defence Youth Manual Guide 8: Defence Youth Event or Incident Management Process.

Guide 12. Planning for Youth Engagement Activities

Introduction

This guide provides information to assist in planning for successful youth engagement activities. Effective planning helps to create a safe, engaging and positive experience for participants.

Defence recognises its legal duty of care to participants in our youth engagement activities. Under the Work Health Safety Act 2011 (WHS Act), workers must take reasonable care of their own health and safety and ensure that their actions or omissions do not adversely affect the health and safety of others. To fulfil this legal obligation, all personnel engaging with youth must be aware of and consider the specific needs of youth when planning and delivering a youth engagement activity.

This guide aims to help personnel:

  1. plan and conduct inductions and safety briefs
  2. maintain adequate supervision ratios
  3. provide access to appropriate facilities
  4. consider the requirements of overnight activities.

This guide should be read in conjunction with the Defence Youth Manual.

Guide 12. Planning for Youth Engagement Activities

Activity Induction

Defence must ensure parental/guardian consent has been gained prior to a program or activity. An induction should be delivered to confirm that participants have a clear understanding of the activities being offered. 

A Defence site-specific induction and safety briefing must also be delivered at the start of the activity and on other occasions as required during the activity. The induction should include:

  1. safety precautions and practices
  2. an overview of hazards
  3. emergency procedures, and
  4. how to report an incident, accident or near miss.

When delivering inductions, and throughout the youth engagement activity, personnel should adapt their language so that it is understood by the target audience. Avoid using acronyms and jargon. Use clear, simple and uplifting language.

Guide 12. Planning for Youth Engagement Activities

Supervision

Youth must be adequately supervised at all times.

Supervisors must regularly note a youth’s presence. At a minimum, this must occur at the commencement and conclusion of the activity; and at the commencement and conclusion of any subsequent day/s. 

Whenever an adult engages with youth during a youth engagement activity, as far as is reasonably practicable, another youth or adult should be present. If one-on-one interaction is unavoidable, it must take place in a well-lit area, visible to other adults.

When transporting only one youth in a vehicle, two adults should be present whenever possible.

Youth must be closely supervised during adventure activities. In cases where restrictions are applicable, special permission may be required from schools and should be considered in planning the activity. Where appropriate, additional supervision requirements must be included in the activity specific risk assessment.

Scenario
Defence youth program participants are taking part in a physical training activity at the fitness centre on base. The training session is being run by Physical Training Instructors (PTI’s). The PTIs do not have access to the student’s emergency contact details. During the fitness session, supervising staff members from the Defence youth program should remain present. In instances where the supervisor is not present, they must provide a brief to the staff conducting the activity that covers youth safety and youth protection, including the actions to be taken in the event of an emergency or incident. 

Supervision Recommendations. A minimum of two supervisors must accompany youth at all times, except for activities involving five or less youth participants. Activities involving five or less youth may occur with one supervisor. For best practise, activities should be conducted in view of other adults and a minimum of two supervisors should be present at all times. Consideration should be given to the context based on the age and size of the cohort.

For example:

  1. if a day activity includes 6 to 20 youth, it is recommended there be a minimum of two personnel accompanying the group
  2. if a day activity includes 21 to 40 youth, it is recommended there be a minimum of three personnel accompanying the group. This meets both the 1:20 personnel to youth ratio and the requirement that a minimum of two personnel accompany the group.

The table below outlines minimum recommended supervision ratios by activity type[1].

Type of Activity Minimum personnel[2] Additional Personnel to Youth Ratio
Day activities
Additional Personnel to 
Youth Ratio
2 1:20
This ratio takes effect if more than 20 youths are in attendance.

Overnight activities

between 1700hrs and 
0600hrs the following day

2

1:10
This ratio takes effect if more than 10 youths are in attendance.

Activities involving five or 
less youth
1  

Scenario
Five youth registered to attend a resilience program. The program organiser selected and tasked two suitable personnel to supervise and run the program. On the day of the program, one of the youth started to feel sick and needed to go home. One personnel continued to run the program, while the other attended to the sick youth and arranged for her guardian to collect her. Both personnel were mindful of staying in view of each other, or other adults, while attending to the youth. Planning for contingencies allowed the program to proceed while maintaining adequate supervision.

For mixed gender groups undertaking overnight placements, there must be at least one supervisor of each gender in attendance in accordance with the prescribed ratio. Guest speakers should not be included in minimum staff/youth ratios.

A visual snapshot of minimum supervision ratios is available at this link.

Supervision ratios may be increased to suit the specific needs of individual programs. Adjustments may be necessary based on factors such as the nature of activities, participants’ abilities and environmental risks. Tailored ratios assist in providing, a safe and supportive environment for youth.

Scenario
Jamie is a 15-year-old who has applied to participate in a Defence youth program. Jamie has a medical condition. She has disclosed this information in the youth program enrolment form. The program manager contacts Jamie’s parents to understand Jamie’s needs and to determine if an individual management plan is required.

The program manager learns that while Jamie is usually confident to manage the medical condition by herself, she may occasionally need support. To ensure Jamie’s safety, the program manager decides to roster an additional staff member on the days that Jamie will be attending the program. The increased staff to youth ratio will help to create a safe and inclusive environment for Jamie and the other participants. 


[1] Based on good practice, supervision ratios specified by Australian Curriculum, Assessment and Reporting 
Authority Student-Teacher Ratio; and Victorian Department of Education and Training Staffing and Supervision Guidelines;

[2] Must include at least one Defence Personnel.

Guide 12. Planning for Youth Engagement Activities

Creating an Inclusive Environment for all Gender Identities

Defence is committed to a diverse, inclusive, fair and safe work environment for current and prospective personnel. All youth who participate in Defence youth programs should feel supported and valued. Providing respect, understanding and appropriate resources for transgender and gender diverse youth helps to create a safe and inclusive environment. For further information on how to support transgender and gender diverse youth, please contact your Service Diversity and Inclusion team, or reach out to Defence Diversity and Inclusion team at diversitypolicyandprograms@defence.gov.au

Defence has developed inclusion guidance that helps commanders, managers and supervisors to support and be inclusive of gender diverse people. This document focuses on a workforce context; however, some of the resources may be helpful for a youth engagement setting. The guidance outlines the principles to be applied for the leadership and support structures for all Defence personnel, to foster an environment of inclusion. It can be read as complimentary to related Defence policy and/or Government legislation.

Guide 12. Planning for Youth Engagement Activities

Bathroom, Toilet and Shower Facilities

Bathroom, shower and toilet facility use must be separated by gender (for example, youth who identify as a woman will only share facilities with other women, and youth who identify as a man will only share facilities with other men). If a youth identifies as non-binary or another gender identity outside of the man/woman binary, their preferences should be considered when planning/prior to the activity to confirm whether their needs can be accommodated, while taking into consideration the needs of all other youths. Unisex facilities may be offered for personal choice.

Non-binary and gender non-conforming youth cannot be excluded or discriminated against based on their gender identity, as per the Sex Discrimination Act 1984.

To support the safety, privacy and wellbeing of all participants, adults should use different facilities to youths. Where separate facilities are not available, adults must wait until youth have vacated the facility before entering. If the program includes both under-18s and over 18-year-old youth and separate facilities are not available, consider usingscheduling to ensure age-appropriate separation. Be tactful and respectful to avoid making older youth feel singled out or excluded.

Adults must not be in change rooms, bathrooms or toilets at the same time as youth, whether the youth are under 18 or over 18. For best practice, ensure that expectations are clearly communicated from the start of the activity and display signs so that everyone knows which bathroom to use. Be mindful and clear in your communication so that youth understand that the measures are in place to create a space that’s safe and respectful for everyone.

Guide 12. Planning for Youth Engagement Activities

Special Considerations for Overnight Activities

Where possible, youths sleeping arrangements should be separated by gender (for example, youth who identify as a woman should only share a room with another woman/women, and youth who identify as a man should only share a room with another man/men).

Defence must be sensitive to the needs of youth identifying as a non-binary gender identity when planning sleeping arrangements, including appropriate supervisory ratios. Supervisors’ overnight accommodation must be in a separate room from youth, but located in the same building to enable effective supervision.

Personnel should set standard lights out and wake up times for the activity which are age-appropriate and considerate of the activity schedule.

If organising leisure activities, such as a movie screening or board games, personnel should consider the youth cohort to make age and culturally appropriate choices.

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