Mana Mokopuna Child Protection Policy.pdf

Child Protection Policy
Part of the Children and Young People’s Commission Human Resources Policy Framework
September 2023

Version Control
Policy Owner
Children and Young People’s Commission Board
Created
September 2023
Last Modified

Effective Date
17 October 2023
Next Review Date
October 2024 (Interim check-in April 2024)
(Annually)
Approval Authority
I confirm this policy was approved by the Board.
This Policy will take effect on 17 October 2023
and will remain in effect until updated or
replaced.

Dr Claire Achmad
Chief Children’s Commissioner
Mana Mokopuna - Children and Young People’s
Commission


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Te Aronga | Policy Purpose
Mana Mokopuna recognises that at any time, a kaimahi may have reason to be
concerned about the safety of a mokopuna.
The purpose of this policy is to outline how kaimahi of Mana Mokopuna will respond
to:
•  suspected neglect or abuse of a mokopuna,
•  disclosure of abuse or neglect made by a mokopuna; and /or
•  harm to self or others
Tauākī | Policy Statement
Mana Mokopuna – Children and Young People’s Commission (Mana Mokopuna) is
committed to upholding the rights of all mokopuna to be safe from violence and
harm.
This Child Protection Policy sets out Mana Mokopuna policies, expectations,
processes, and practices for identifying and responding to potential child abuse and
neglect. It reflects the commitment of Mana Mokopuna to:
•  protecting and upholding the mana of mokopuna and respecting their
rangatiratanga;
•  seeing mokopuna within the context of their families, whānau, hapū, iwi and
communities;1 and
•  keeping mokopuna voices and experiences central to their safety and
wellbeing.
Ngā Whakatinanatanga | Policy Application
This policy applies to all kaimahi and contractors, including Board members at Mana
Mokopuna.
This policy covers all mokopuna under the age of 18 years.
Under the Children and Young People’s Commission Act (the Act), Mana Mokopuna
has responsibilities for care-experienced young people between the ages of 18-25.
Young people aged 18 and over are not covered by the statutory child protection
system. Mana Mokopuna are currently determining what protection policies and

1 Children and Young People’s Commission Act 2022, sections 4 and 6.

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processes look like for care-experienced young people between the ages of 18-25. In
the interim, a case-by-case approach will be adopted to support this group of young
people, in line with the Act.
When attending external-led engagements with mokopuna, Mana Mokopuna will
check that there are Child Protection Policy and procedures in place. If the external
agency leading the engagement does not have Child Protection Policy and
procedures, the Mana Mokopuna Child Protection Policy will apply.
Nga Mātāpono | Policy Principles
Kia kuru pounamu te rongo mō te oranga o ngā mokopuna
All mokopuna live their best lives

This vision statement is a guiding principle for our Commission and this policy.
This statement directs us to acknowledge the rangatiratanga of mokopuna,
particularly mokopuna Māori. It requires the Commission to recognise all mokopuna
in the context of their whānau, hapū, iwi and communities. It recognises the role we
play as a Commission in ensuring we use our levers to benefit mokopuna to live their
best lives. This includes ensuring processes are in place for the protection of
mokopuna.
Te Tiriti o Waitangi
Te Tiriti o Waitangi provides a framework for the protection of the rights and
interests of Māori including mokopuna Māori. The provisions under Te Tiriti o
Waitangi guarantee to mokopuna Māori active protection including the use of
measures to detect, defend against and mitigate potential risks. It also guarantees to
mokopuna the right to equitable access of resources, tools, and processes.
Legislative requirements or government
expectations
This policy should be read in conjunction with Te Tiriti o Waitangi, Code of Ethics,
Information Rules and the additional legislation and key supporting documents set
out below:
•  United Nations Convention on the Rights of a Child2
•  Oranga Tamariki Act 1989,3

2 Convention on the Rights of the Child | OHCHR
3 Oranga Tamariki Act 1989 No 24 (as at 01 July 2023), Public Act Contents – New Zealand Legislation

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•  Policies and Procedures Handbooks,
•  United Nations Declaration on the Rights of Indigenous Peoples,4
•  Children and Young People’s Commission Act 2022,5
•  Monitoring handbook, and
•  Children’s Act 2014.6
Meeting our legal requirements
The Children’s Act 2014 places a requirement for prescribed State services to have
child protection policies.7 Mana Mokopuna is not considered a prescribed State
service and is therefore not formally required to comply. However, this policy holds
Mana Mokopuna to the same standard.
In doing so, Mana Mokopuna also aligns with any contractual or funding
arrangements by State Services, as outlined in the Children’s Act 2014.:
Part 2, Section 14, Children’s Act 2014: The purpose of this Part is to require
child protection policies (that must contain provisions on the identification and
reporting of child abuse and neglect) to be – (c) adopted by certain people
whom those services or boards enter into contracts or funding arrangements.
Mana Mokopuna also has a reporting obligation under the Oranga Tamariki Act
1989:8
Section 15, Oranga Tamariki Act 1989: Any person who believes that any child
or young person has been, or is likely to be, harmed (whether physically,
emotionally, or sexually), ill-treated, abused, neglected, or deprived may report
the matter to the chief executive or a constable.
The Oversight of Oranga Tamariki System Act 20229 further outlines a common duty
with regard to child protection, that applies to the Monitor, Ombudsman and Mana
Mokopuna:
Part 2(b), Section 7, The Oversight of Oranga Tamariki System Act 2022 to
“minimise the burden and potential risk of harm to individuals when the
Monitor, the Ombudsman, or the Children and Young People’s Commission is
performing or exercising a function, duty or power.”

4 UN Declaration on the Rights of Indigenous Peoples | OHCHR
5 Children and Young People's Commission Act 2022 No 44, Public Act Contents – New Zealand Legislation
6 Children’s Act 2014 No 40 (as at 01 July 2023), Public Act – New Zealand Legislation
7 Children’s Act 2014 No 40 (as at 01 August 2022), Public Act Part 2 Child protection policies – New Zealand
Legislation
8 Oranga Tamariki Act 1989 No 24 (as at 01 July 2023), Public Act Contents – New Zealand Legislation
9 Oversight of Oranga Tamariki System Act 2022 No 43 (as at 01 May 2023), Public Act Contents – New
Zealand Legislation

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Ngā Haepapa | Responsibilities
Board responsibilities
•  Approves the Mana Mokopuna Child Protection Policy and subsequent
amendments.
•  Accountable for Mana Mokopuna meeting its responsibilities under this
policy.
•  Responsible for adhering to this policy.
Manager responsibilities
•  Responsible for ensuring their kaimahi and contractors understand and
adhere to this policy.
•  Ensures that the appropriate authority is notified when a kaimahi has a belief
that a child has been, or is likely to be, abused or neglected.
•  Responsible for adhering to this policy.
In the instance that Mana Mokopuna is supporting another service provider in a
mokopuna-engagement, it is the manager’s responsibility to ensure that the
service provider understands the requirements for and has in place a child
protection policy. If the service provider does not have child protection policy and
procedures, then the Mana Mokopuna Child Protection Policy will apply.
Kaimahi responsibility
•  Responsible for notifying and discussing any child protection concerns,
including any suspected abuse or neglect with their manager.
Refer to Appendix 1 for a high-level summary of the roles and responses when
responding and reporting abuse and/or neglect.
Training and support
Mana Mokopuna will:
•  support kaimahi to understand and follow this policy;
•  provide support to managers to fulfil responsibilities;
•  provide training to kaimahi at the start of their employment that ensures they
understand the principles and processes in this policy and know how to
identify and report abuse or neglect;
•  provide refresher training annually;

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•  undertake debriefing processes with kaimahi following a disclosure;
•  encourage kaimahi to access supports, such as the Employee Assistance
Program (EAP), and if professional supervision if/as required to maintain their
wellbeing; and
•  provide access to tiaki leave per the criteria outlined in the additional hours
and tiaki leave policy.
Publication and review
This policy will be published on the Mana Mokopuna website and in the Policies and
Procedures Handbook.
This policy will be reviewed annually or earlier if there is a specific change to either
legislation or Mana Mokopuna policy. Final approval will be given by the Board.
Please note: The child protection landscape in Aotearoa New Zealand is continually
evolving, as is our understanding of what an effective and Te Tiriti centric approach
to active protection and prevention looks like. This policy will be informed by this
ongoing whakaaro and best practice.
Types of child abuse and neglect
Child abuse is defined in the Oranga Tamariki Act 1989 as “the harming (whether
physically, emotionally, or sexually), ill-treatment, abuse, neglect or deprivation of any
child or young person.”
Child abuse is an umbrella term to describe the various forms of a harm that exist,
such as, but not limited to, physical, emotional, sexual, and spiritual/religious abuse,
or neglect. The table below defines what child abuse and neglect can look like,
noting this is not an exhaustive list.
Content warning: the next section contains definitions and descriptions of types of
abuse and neglect. This may be triggering or distressing, so we encourage you to
protect your wairua when engaging with this content and seek support if you need
to.


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Defining child abuse and neglect

Term
Definition
Mokopuna
For the purposes of this policy, any child/children under the age of

18 years and any care-experienced young person between the ages
of 18-25.
Child Abuse
Child abuse is defined in the Oranga Tamariki Act 1989 as “the
harming (whether physically, emotionally, or sexually), ill-treatment,
abuse, neglect or deprivation of any child or young person.”
Child abuse is an umbrella term to describe the various forms of
harm that exist, such as, but not limited to, physical, emotional,
sexual and spiritual.
Disclosure
Information shared with kaimahi by mokopuna in relation to abuse

or neglect, or suggests their safety is at risk.
Emotional
An act or omission that results in adverse or impaired
abuse
psychological, social, intellectual, or emotional functioning or
development. Emotional abuse occurs when a mokopuna is subject
to a series or pattern of experiences that batter their emotional,
psychological, or social well-being and sense of worth. This can
include:
•  Patterns of isolations, ongoing criticism, rejection,
degradation, corruption, exploitation, terrorising, or negative
comparison to others.
•  It might also be exposure to whānau or intimate partner
violence, or the involvement in illegal or anti-social activities.
Emotional abuse is almost always present when other forms of
abuse occur. The effects of this form of abuse are not always
immediate or visible. The long-lasting effects of emotional abuse
may only become evident as a mokopuna becomes older and
begins to show difficult or disturbing behaviours or symptoms.

Neglect
Neglect is a pattern of behaviour that occurs over a period of time
and results in impaired functioning or development of a
mokopuna. It is the failure to provide for a mokopuna basic needs.

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Neglect is the most common form of child abuse, and though the
effects may not be as obvious as physical abuse, it is just as serious.
Neglect might be:
•  Physical: failure to provide basic needs of food, shelter, or
warmth.
•  Medical: failure to seek, obtain or follow through with
medical care for the mokopuna.
•  Abandonment: leaving a mokopuna in any situation
without arranging necessary care for them.
•  Neglectful supervision: failure to provide developmentally
appropriate or legally required supervision.
•  Refusal to assume parental responsibility: unwillingness
or inability to provide appropriate care for a mokopuna.
•  Educational: allowing chronic truancy, failure to enrol in
education or inattention to education needs.
•  Emotional: not providing comfort, attention and love.

Physical abuse  Are any acts that may result in the physical harm of a child or
young person. It can be, but is not limited to; beating, kicking,
shaking, biting, cutting or throwing a mokopuna. It might also be
strangulation, suffocation, poisoning, fabricating or inducing illness.
Excessive or inappropriate discipline or violence within the family is
also considered physical abuse, regardless of whether it was
intended to hurt the mokopuna. Physical abuse may occur as a
single episode or a series of episodes.
Injuries to a child may vary in severity and range from minor
bruising, burns, welts or bite marks, major fractures of the long
bones or skull to its most extreme form, the death of a mokopuna.

Sexual abuse
Any acts that involve forcing (no consent) or enticing a child to take
part in sexual activities, regardless of whether they are aware of
what is happening. Sexual abuse includes acts or behaviours when
an adult, or a person with more power or age, uses a mokopuna for
sexual reasons.
Under New Zealand law, anyone under the age of 16 is not
considered old enough to give consent to sexual activity, even if

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the child or young person agrees to the activity. This is immediately
classified as child sexual abuse.
While it may involve a stranger, most sexual abuse is perpetrated
by someone the mokopuna knows and trusts.
Sexual abuse includes a range of unwanted behaviours, that
includes, but is not limited to physical, emotional, or online abuse.
Some examples of physical sexual abuse might be rape (this
includes all types of sex – vaginal, oral, anal, object or digital10),
physical violence (eg. strangulation, choking), fondling of breasts or
genitals, unwanted touching or kissing or indecent exposure to the
mokopuna or seeking to have a mokopuna touch them or expose
themselves for a sexual purpose.
Sexual abuse can also include behaviours that do not involve
physical touching, but use emotional abuse and manipulation,
including intimidation, threats of punishment if a mokopuna does
not obey instructions, and sexual grooming. It also includes
voyeurism, photographing mokopuna inappropriately, involving a
mokopuna in pornographic activities or prostitution.
Sexual abuse can also take place online and over social media. For
instance, it might be receiving sexual content or photos, revenge
porn, initiating sexual conversations with mokopuna using the
internet or the phone.

Spiritual abuse  Spiritual abuse, including religious or cultural abuse, is the act of
stopping a mokopuna from expressing their spiritual or religious
beliefs. This might include not being able to attend worship, or
criticising or making fun of beliefs, traditions, or cultures.
Spiritual abuse can also look like using spiritual or religious beliefs
to hurt, scare or control mokopuna. It reflects an attempt to exert
power and control over someone using religion, faith or beliefs.

10 The use of fingers or toes in sexual activity.

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Indications of
The indicators of potential abuse or neglect may be physical or
abuse or
behavioural, and differ across the forms of child abuse:11
neglect
•  Physical indicators relate to the physical condition and
wellbeing of mokopuna, eg. ranging from burns or bruising
to signs of malnourishment or inappropriate clothing for the
weather.
•  Behavioural indicators are behaviours or traits that suggest
child abuse has occurred eg. severe symptoms of
depression, anxiety or aggression, poor social skills, wariness
of adults or of a certain individual. It may also include a
mokopuna talking about things that indicate abuse
(including an allegation or disclosure).
In many cases, indicators are found in combinations or clusters.
Indicators do not necessarily prove that a mokopuna has been
harmed. They are clues that alert us that abuse may have occurred
and that a mokopuna may require help or protection. Sometimes,
indicators can result from life events that do not involve abuse, for
example divorce, accidental injury, or the arrival of a new sibling.
Identifying and reporting abuse and neglect
If a kaimahi or board member believes a mokopuna is at risk of serious harm, they
must:
•  follow the disclosure and reporting processes set out below, in line with our
Act; and
•  in addition to the above, a manager must also advise the relevant Chief
Executive or their delegate at Oranga Tamariki or the Approved Organisation,
if they believe a mokopuna is at serious risk during Mana Mokopuna activities.
This policy sets out our high-level disclosures and reporting processes. Refer to the
Mana Mokopuna induction manual and supporting policies for more detailed
processes.

11 Indicators have been sourced from the ‘Child Matters’ website

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Process for responding to a mokopuna making
a disclosure
When carrying out their functions, a kaimahi may receive a disclosure of abuse from
a mokopuna.
For example, either during an engagement or a monitoring visit under our National
Preventative Mechanism (NPM) function, under our various legislative functions,12 a
kaimahi may receive a direct or third-party disclosure of current or past abuse or
neglect.
In either case, the disclosure process set out in Appendix 2 should be followed by
kaimahi when responding and dealing with disclosures.

12 Mana Mokopuna is recognised as a National Preventative Mechanism (NPM) under the Optional Protocol on
the Convention against Torture and is delegated this function under Section 16 of the Crimes and Torture Act
1989. This function enables Mana Mokopuna to access and monitor places where mokopuna are held in
detention across Aotearoa.

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Reporting and notifying a disclosure
The process for reporting a disclosure differs between our NPM and general
functions. The flow-chart below shows the high-level process for reporting and
notifying disclosures both generally and under our NPM function.
Separate, more detailed processes for recording and notifying disclosures across
Mana Mokopuna are set out in Appendix 3 and 4.

Kaimahi receives a disclosure

Kaimahi follows disclosure process: listen,

protect, reassure, and inform

Following a disclosure, kaimahi should take accurate notes about the

disclosure and take the following action depending on whether:

•
disclosure occurred during a NPM visit: speak to visit lead, practice
lead and manager about next steps

• disclosure occurred during non-NPM visit: speak to your manager
or practice lead

NPM visit
NPM visit
Non-NPM visit
Non-NPM visit

Threshold not met for
Threshold met for Report of
Mana Mokopuna
Non-Mana Mokopuna
Report  of Concern:
Concern:
managed event
managed events
•
Inform facility manager
•
Inform facility manager (if
•
Inform your manager or
•
Inform your manager or
•
Facility
appropriate)
lead supervisor
lead supervisor
manag  er/kaimahi to
•
Facility manager/kaimahi to
•
If appropriate and if
•
Notify lead organiser of
create safety plan for
create safety plan for
mokopuna agrees,
the event and follow
mok

opuna and inform
mokopuna and inform Mana
inform the trusted adult
their Child Protection
Mana Mokopuna
Mokopuna (if appropriate)
of the mokopuna
Policy

•
Mana Mokopuna to submit
•
Remind mokopuna of
•
If appropriate and

a Report of Concern within
the limits of
mokopuna is in

24 hours
confidentiality and
immediate danger,

explain next steps.
report to police

•
If appropriate and
•
Submit a Report of

mokopuna is in
Concern if appropriate,
immediate danger,
remind mokopuna of
report to police
the limits of
confidentiality and

•
If appropriate, submit a
Report of Concern.
explain next steps

Record keeping (update disclosure register) and follow

up as appropriate.

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Suspecting an incidence of harm and/or neglect
If at any time a kaimahi suspects that a mokopuna is experiencing harm and/or
neglect, or there is risk of harm to others, consult with the Practice Lead, Manager or
visit team.

Confidentiality and information sharing
Mana Mokopuna kaimahi will remind mokopuna of the limits of confidentiality and
explain how the mokopuna will be kept informed during the process.
In line with our privacy principles, only selected kaimahi, who need access to
documentation relating to disclosures or suspected abuse, can access them. We
follow our Information Rules and Code of Ethics in how we collect, handle, and share
information related to disclosures.
Our NPM processes for managing confidentiality of information comply with Section
35 of the Crimes of Torture Act 1989.13

Ngā Tuhinga Pākanga | Related Legislation,
Regulations and Documents
Related documents and processes
Related documents include:
•  Roles and responsibilities in relation to the Child Protection Policy (Appendix
1).
•  Process for responding to a mokopuna making a disclosure (Appendix 2).
•  Process for reporting a disclosure generally across Mana Mokopuna
(Appendix 3).
•  Process for reporting a disclosure under the NPM functions (Appendix 4).
•  Contact list and referrals (Appendix 5).

13 Section 35, Crimes of Torture Act 1989. Refer here Crimes of Torture Act 1989 No 106 (as at 01 July 2023),
Public Act 33 Confidentiality of information – New Zealand Legislation

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Appendix 1 | Roles and responsibilities in
relation to the Child Protection Policy

Notification Process: NPM function
a n

u
Mokopuna will be
p
Disclosure
kept informed
ko
throughout this
Mo
process

Is child in
immediate
Kaimahi
danger?
NO
YES

ager
Inform,
Debrief and
n
debrief and
safety plan
Ma
safety plan
i
ga
Notify OT Contact
n
Centre – Report of
ra
O
amarik
Concern
T

e

Notified of
suspected child
NZ Polic
abuse or neglect


16

General Notification Process
a n

up
Disclosure
Mokopuna will be
ko
kept informed
throughout this
Mo
process

Mana
Mokopuna led
Kaimahi
engagement?
NO
YES
r

age
Debrief and
n
Inform and
safety plan
debrief
Ma
t n r   e
me
is
e
an
If appropriate,
inform engagement
gag
rg
n
O
organiser
E
ted
lt
If appropriate, notify
s
a trusted adult of
ru
du
T
A
mokopuna
i
ga n
If appropriate, notify
ra
OT contact centre –
O
amarikT
Report of Concern
e

If mokopuna safety is at risk,
Police will be notified by
either the engagement
NZ Polic
organiser or Mana Mokopuna


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Appendix 2 | Process for responding to a
mokopuna making a disclosure

Step
Process

Listen to the
Disclosures by mokopuna are often subtle and need to be handled
mokopuna
with particular care, including an awareness of the cultural identity
of the mokopuna and how that affects interpretation of their
behaviour and language.
Protect and
Checking if the mokopuna is safe, or whether the harm is still
check for
happening. Is the mokopuna in immediate danger, are they still
safety
experiencing this harm?
Reassure
Reassurance might look:
the
•  Thanking the mokopuna for sharing their disclosure with
mokopuna
you and acknowledge that it may have been difficult.
•  Letting them know they are not in trouble, and that they
have done the right thing.
•  If the mokopuna is visibly distressed, providing appropriate
reassurance.
•  Not asking questions beyond open prompts for the
mokopuna to continue. Do not make promises that can’t be
kept, eg. “I will keep you safe now”.
•  Informing the mokopuna of the limits of confidentiality
and that you need to act on the information they have
provided.
•  During an NPM visit, the limits of confidentiality will involve:
o  Telling the manager of the facility or remand home
(unless the disclosure is about them) or a senior
member of staff.
o  Reporting the allegation to the Oranga Tamariki
National Contact Centre so it can be formally
investigated as a Report of Concern.
•  If the disclosure was made during a non-NPM visit the limits
of confidentiality will involve:
o  Telling your Manager or Practice Lead.
o  If the mokopuna has a trusted adult present, and is
comfortable sharing this information, telling this
person.

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Step
Process

Inform the
Explain to the mokopuna that we need to act on the information
mokopuna
that has been provided. Tell the mokopuna exactly what you are
going to do and who you are going to talk to ensure they are fully
informed and there are no surprises to them. Explain who will be
keeping them informed during the process.

When responding to disclosures, do not:
1.  Attempt to formally interview the mokopuna
2.  Ask leading questions
3.  Push for information or make assumptions
4.  Gather irrelevant or unnecessary facts
5.  Make assumptions, offer alternative explanations, or diminish the seriousness
of the behaviour or alleged incidents
6.  Keep the information to yourself or promise confidentiality
7.  Take any action that might undermine future investigation or disciplinary
procedure, such as interviewing the alleged victim or potential witnesses, or
informing the alleged perpetrator or carers
8.  Permit personal doubt to prevent you from debriefing with your manager


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Appendix 3 | Process for reporting a disclosure
generally across Mana Mokopuna

When a mokopuna discloses an incidence of abuse or neglect, it is important that
any information is recorded accurately and promptly.

This process is specifically for disclosures relating to non-NPM functions and
provides high-level guidance as to the reporting and notification process internally in
Mana Mokopuna. This process differs depending on whether mokopuna are directly
under the care of Mana Mokopuna during this time.

For more detailed processes, refer to the Mana Mokopuna Induction Manual and
supporting policies.
Step
Process
Record
Record at the time or as soon as possible after the disclosure
is made:
•  anything said by the mokopuna (in their words)
•  the date, time, location, and the names of anyone that
may be relevant (including alleged perpetrator/s)
•  the factual concerns or observations that have led to the
suspicion of abuse or neglect (eg. any physical,
behavioural, or developmental concerns)
•  any other information that may be relevant.
Inform
Inform Manager or Practice Lead of the disclosure and agree
on preliminary plan.
Communicate
If disclosure occurred during a
If disclosure occurred
Mana Mokopuna-led event
during an externally led
event
•  Identify if the mokopuna
has a trusted adult
•  Inform the lead
present and, if
organiser of the event
appropriate, inform the
and follow their Child
adult.
Protection Policy
•  If mokopuna is in
steps, if appropriate.
immediate danger, it may
•  If inappropriate to
be appropriate to notify
inform the lead
the Police. Discuss with
organiser of the
event, Mana
Mokopuna policy will

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Step
Process
practice lead and/or
apply – discuss with
manager.
manager and practice
lead.
•  If mokopuna is in
immediate danger, it
may be appropriate to
notify the Police.
Discuss with lead
organiser, Mana
Mokopuna practice
lead and/or manager.
Notify
If the disclosure occurred during a Mana Mokopuna-led
Oranga
event:
Tamariki
Mana Mokopuna will need to determine whether making a
and/or
Report of Concern is the most appropriate course of action.
Approved
This decision should be made in consultation with practice
Organisation
lead and manager.

Mana Mokopuna to follow-up on the status of the Report of
Concern with Oranga Tamariki.
A Report of Concern requires providing relevant information
to the Oranga Tamariki National Contact Centre via email or
phone so they can assess whether it meets the threshold for
formal investigation and/or a referral to the Police. Refer to
Appendix 5 for referral and contact information.
If disclosure occurred during an externally led event, and
community partner’s child protection policy is being followed:
Mana Mokopuna will keep in touch with community partners
to check on the welfare of mokopuna and the status of the
Report of Concern (if made).
Storing
The following information must be recorded and stored
information
securely in the incident register:
•  the date of engagement
•  the date of the incident
•  type of harm and a description as to its concern
•  completed documentation
•  a record of any advice received (including copies of
correspondence received)

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Step
Process
•  any action and the rational for this by relevant
organisation/s, including Mana Mokopuna
•  date which the concern was followed-up
•  outcome section (complete/follow-up required).


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Appendix 4 | Process for reporting a disclosure
under the NPM function

When a mokopuna discloses, or kaimahi are concerned that a mokopuna may be
subject to abuse or neglect during a NPM visit, it is important that any information is
recorded accurately and promptly.

The process below provides high-level guidance as to the reporting and notification
process. For more detailed processes, refer to the Mana Mokopuna Induction Manual
and supporting policies.
Step
Process
Record
Record at the time or as soon as possible after the disclosure
is made:
•  anything said by the mokopuna (in their words)
•  the date, time, location, and the names of anyone that
may be relevant (including alleged perpetrator/s)
•  the factual concerns or observations that have led to the
suspicion of abuse or neglect (eg., any physical,
behavioural, or developmental concerns)
•  any action taken at the time by Mana Mokopuna
•  any other information that may be relevant.
Communicate
Inform Mana Mokopuna Practice Lead (or Monitoring
Manager as appropriate) of the disclosure and agree on
preliminary plan.
Regroup
Following the visit, re-group with the Monitoring team as
soon as possible. As a team discuss the observations,
engagement, disclosure including any risks and decide on
next steps.
Mana Mokopuna kaimahi, Practice Lead and/or Manager
decide whether a Report of Concern is required.
Inform
Report the disclosure to the Facility Manager (unless the
disclosure is about them) or the most senior staff member
having care of the mokopuna.
Before leaving the facility, ensure the Facility Manager puts a
safety plan in place for the mokopuna and that Mana
Mokopuna receives a copy.

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Step
Process
The Monitoring Manager will maintain responsibility for
liaising with the facility to review progress and manage
implementation of the safety plan and any subsequent
actions required.
It is important that the mokopuna understands the plan and
all parties that are part of the plan understand their role.
Notify Oranga
Within 24 hours of the disclosure being made, Mana
Tamariki
Mokopuna will need to determine whether making a Report
and/or
of Concern is the most appropriate course of action. A
Approved
Report of Concern requires providing relevant information to
Organisation
Oranga Tamariki National Contact Centre via email or phone
so they can assess whether it meets the threshold for formal

investigation and/or a referral to the Police. Refer to
Appendix 5 for referral and contact information.
•  Manager or Practice Lead to contact the relevant
relationship manager at facility as a matter of urgency
and advise of the concern and any action taken.
Storing
The following information must be recorded and stored
information
securely in the incident register:
•  the date of visit and whether announced or
unannounced
•  the date of the incident
•  type of harm and a description as to its concern
•  completed documentation (ie. Report of
Concern/Serious Incident Report)
•  a record of any advice received (including copies of
correspondence received)
•  any action and the rational for this by relevant
organisation/s, including Mana Mokopuna
•  date which the concern was followed-up
•  outcome section (complete/follow-up required).


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Appendix 5 | Contact list and referrals

Agency
Details
Police
For emergencies or immediate safety concerns call the
Police on 111
Oranga Tamariki
Email [email address]
The Report of Concern must be made via email for paper-
trail purposes
Call: 0508 326 459 or 0508 FAMILY

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IN-CONFIDENCE