Child Protection Policy

1. Purpose and Scope

The Transforming Minds Tutoring Programme (TMTP) is an educational initiative that works directly with children and young people, many of whom come from vulnerable backgrounds. The protection and welfare of every child in our care is our highest priority — above organisational interests and above individual comfort.

This policy applies to:

• All paid and voluntary tutors and facilitators
• All programme coordinators and administrative staff
• Any individual who has contact with TMTP students in an official capacity
• Partners, service providers, and visitors present during programme activities

It covers all TMTP activities, whether delivered in person at our venues in Delft South and Bellville, online, or at any other location.

2. Our Commitment

TMTP is committed to:

• Placing the best interests of the child (Section 28 of the Constitution; Section 9 of the Children's Act) at the centre of every decision.
• Creating a safe, inclusive, and respectful environment where children can learn without fear of harm, abuse, or discrimination.
• Treating every child with dignity and ensuring their voice is heard and taken seriously.
• Acting swiftly and transparently when a child protection concern is identified.
• Meeting or exceeding all obligations placed on child-serving organisations under South African law.

3. Definitions

For the purposes of this policy the following definitions apply (consistent with the Children's Act 38 of 2005):

• Child: Any person under the age of 18 years.
• Abuse: Any form of harm inflicted on a child, including physical abuse, emotional abuse, sexual abuse, and neglect.
• Neglect: Failure by a caregiver or responsible adult to provide a child with the basic necessities of life, including food, clothing, shelter, health care, or supervision, to the extent that the child's health or development is seriously impaired.
• Exploitation: Using a child in a way that benefits others at the expense of the child, including labour exploitation or commercial sexual exploitation.
• Designated Child Protection Officer (DCPO): The TMTP staff member formally appointed to manage child protection concerns and serve as the primary contact for reporting.

4. Recognising Abuse and Neglect

All tutors and staff should be alert to the signs that a child may be experiencing abuse or neglect. These may include, but are not limited to:

4.1 Physical Abuse

• Unexplained injuries, bruises, burns, or marks inconsistent with a stated cause
• Injuries in unusual locations (torso, back, face, ears)
• A child who is fearful of going home or being around a specific adult

4.2 Emotional Abuse

• Persistent low self-esteem, extreme passivity, or aggression without apparent cause
• Delayed emotional development or speech
• A lack of attachment to parents or caregivers

4.3 Sexual Abuse

• Age-inappropriate sexual knowledge or behaviour
• Unexplained physical symptoms in the genital area
• Withdrawal, depression, or sudden changes in behaviour
• Reluctance to undress for sport or physical activities

4.4 Neglect

• Consistently poor hygiene, hunger, or inappropriate clothing for weather conditions
• Fatigue, untreated medical conditions, or persistent absence from sessions
• A child who states they are frequently left alone or unsupervised

5. Reporting Procedures

TMTP operates a mandatory reporting model. Any person associated with TMTP who has reasonable suspicion that a child is being abused, neglected, or exploited must report it. Failure to report is a contravention of Section 110 of the Children's Act, which carries criminal liability.

5.1 Internal reporting

Reports must be made to the Designated Child Protection Officer (DCPO) as soon as possible and no later than 24 hours after the concern arises.

DCPO Contact:
Email: transformingmindstutoring@gmail.com
Phone: +27 83 742 7233

If the DCPO is unavailable, or if the concern involves the DCPO, reports must be made directly to the programme director or to statutory authorities.

5.2 External / statutory reporting

In cases of immediate danger, contact the South African Police Service (SAPS) or emergency services first (10111 or 112 from a mobile phone).

All reports involving a child believed to be in need of care and protection must be made to the Department of Social Development or a registered child protection organisation as required by Section 110 of the Children's Act. TMTP will cooperate fully with any statutory investigation.

6. Safe Conduct Standards

All individuals working with children under the TMTP banner must adhere to the following conduct standards at all times:

6.1 What tutors and staff MUST do

• Treat all children with respect and dignity, without exception.
• Maintain appropriate professional boundaries at all times.
• Conduct tutoring sessions in visible, open spaces where possible.
• Ensure a second adult is present or nearby when working with a child individually.
• Report any child protection concern immediately to the DCPO.
• Obtain written parental consent before photographing or filming students.
• Use TMTP-approved communication channels for contacting students or parents.

6.2 What tutors and staff must NEVER do

• Engage in physical punishment or any form of corporal discipline.
• Use language that demeans, shames, or humiliates a child.
• Initiate private one-on-one communication with a student on personal platforms (e.g., WhatsApp, Instagram).
• Share images of students without prior written consent from a parent or guardian.
• Transport a student in a private vehicle without explicit parental consent.
• Meet a student outside of a scheduled, authorised TMTP activity.
• Consume alcohol or use any substance before or during TMTP activities.
• Ignore or dismiss a disclosure made by a child.

7. Consent and Photography

TMTP collects written parental or guardian consent for photography and the use of images at the point of enrolment. Consent is specific, revocable, and limited to TMTP's own platforms (website, social media, printed materials). Images are never sold to or shared with third parties.

No photograph or video that identifies a student will be published without active consent on file. Students who do not have consent on file will not appear in any TMTP published media.

8. Online Safety

Where TMTP delivers sessions online or uses digital tools:

• All online sessions are conducted on TMTP-approved platforms only.
• Tutors must not record sessions without prior consent from parents and the student.
• Chat logs on TMTP platforms may be reviewed by programme coordinators for safeguarding purposes.
• Students under 13 require verifiable parental consent to participate in any online platform.
• Tutors must report any online conduct that makes them concerned for a student's safety.

9. Recruitment and Vetting

TMTP takes reasonable steps to ensure that all individuals working with children are suitable to do so. This includes:

• A Police Clearance Certificate (including a check against the National Register for Sex Offenders) required for all tutors and staff.
• Structured interviews that include questions on child protection scenarios.
• Reference checks with at least one previous employer or supervisor.
• A formal induction that includes this policy before any contact with students.

TMTP reserves the right to suspend or terminate the engagement of any individual pending investigation of a child protection concern, without prejudice.

10. Confidentiality and Information Sharing

Child protection information is treated with strict confidentiality. It is shared only on a strict need-to-know basis and only where sharing is necessary to protect the child. Information may be shared with:

• The DCPO and programme director
• Statutory child protection authorities (DSD, SAPS) where legally required
• The child's parent or guardian — unless doing so would put the child at greater risk

All child protection records are stored securely and retained for a minimum of five years or until the child reaches the age of 21, whichever is later, in line with best practice.

11. Training and Awareness

TMTP requires all tutors and staff to complete child protection awareness training prior to commencing work with students. Refresher training is conducted annually. Records of training completion are maintained by the DCPO.

This policy is reviewed annually, or sooner if legislative changes, a significant incident, or a statutory recommendation requires it.

12. Breach of This Policy

A breach of this policy is treated with the utmost seriousness. Depending on the nature and severity of the breach, consequences may include:

• Formal disciplinary action and suspension pending investigation
• Immediate termination of engagement with TMTP
• Referral to statutory authorities (SAPS, DSD)
• Reporting to professional regulatory bodies where applicable

13. Contact and Concerns

If you have a child protection concern, a question about this policy, or wish to make a complaint about TMTP's handling of a safeguarding matter, please contact:

Designated Child Protection Officer — Transforming Minds Tutoring Programme
Email: transformingmindstutoring@gmail.com
Phone: +27 83 742 7233
Cape Town, Western Cape, South Africa

You may also report concerns directly to the Child Helpline on 116 (free, 24 hours, 7 days a week) or the Department of Social Development.