Child Safety Policy

Updated September 2025

 

Guiding Principles

Whenever possible, the three guiding principles of visibility, accountability, and appropriate use and balance of power govern our behavior.
 If one principle cannot be achieved due to circumstances outside the staff member’s control, the other two principles must take precedence.

These principles apply to all staff–student relationships both on and off campus. Staff members are always bound by them.

Visibility

Scriptural Basis

  • "But whoever lives by the truth comes into the light, so that it may be seen plainly that what they have done has been done in the sight of God." (John 3:21)

  • "Rather, we have renounced secret and shameful ways; we do not use deception, nor do we distort the word of God. On the contrary, by setting forth the truth plainly we commend ourselves to everyone’s conscience in the sight of God." (2 Cor 4:2)

Question: Is it possible for others to see me?

Examples:

  • When meeting one-to-one with students, staff should ensure visibility and proper lighting.

  • Meetings should take place in appropriate areas of campus where visibility is possible.

Accountability

Scriptural Basis

  • "And let us consider how we may spur one another on toward love and good deeds, not giving up meeting together, as some are in the habit of doing, but encouraging one another—and all the more as you see the Day approaching." (Heb 10:24–25)

  • "Instead, speaking the truth in love, we will grow to become in every respect the mature body of him who is the head, that is, Christ." (Eph 4:15)

Question: Do others know what I am doing?

Examples:

  • Meetings with students should normally occur during school hours (7:30–4:30) unless accountability arrangements are in place.

  • Staff should not meet students off-campus. If this occurs due to outside responsibilities (e.g., church, mission), it must be disclosed to a supervisor.

Appropriate Use and Balance of Power

Scriptural Basis

  • "But in your hearts revere Christ as Lord. Always be prepared to give an answer to everyone who asks you to give the reason for the hope that you have. But do this with gentleness and respect." (1 Peter 3:15)

  • "...Do not exasperate your children; instead, bring them up in the training and instruction of the Lord." (Eph 6:4)

Question: Do students feel safe in my presence?

Examples:

  • Use appropriate language, posture, and tone.

  • For sensitive conversations, include another adult/student.

  • For off-campus or off-hours events, a minimum of two adults (one ZOE staff member) must be present. Both must have signed the Code of Conduct, read child safety materials, and received training.

Secondary Principles

1. Physical Contact

Acceptable physical contact should be:

  • Open, not secretive.

  • Age-appropriate.

  • Initiated by the child, with their permission.

  • Respectful of resistance.

Unacceptable:

  • Touching buttocks, chest, genital areas, or thighs (except when necessary for hygiene/health of young children).

  • Any resisted or unwanted affection.

  • Sexualized behavior (flirtation, looks, gestures).

  • Assisting with personal tasks children can do themselves (e.g., dressing, bathing).

2. Discipline

Discipline must teach and respectfully correct, not punish.

Unacceptable:

  • Physical abuse (hitting, slapping, shaking, etc.).

  • Verbal abuse (ridicule, hostile language).

  • Sexual abuse (touching, exposing, inappropriate talk).

  • Psychological abuse (shaming, humiliation, cruelty).

  • Neglect (withholding food, water, shelter, or isolating).

3. Communication

All communication (verbal, nonverbal, digital) must remain professional and guided by integrity.

Appropriate:

  • Consistent, equal praise or reinforcement.

  • Email only via official @zoe.or.jp address.

Unacceptable:

  • Profanity, innuendo, risqué jokes.

  • Private messaging on phones/social media/online games (unless approved and accountable).

  • Yelling, ridiculing, humiliating, degrading comments.

4. Relationships

Relationships must be wholesome, above reproach, and God-honoring.

Unacceptable:

  • Intimate, romantic, sexual, or exploitive relationships.

  • Favoritism or exclusion that embarrasses or demeans.

School administrators may inspect areas (classrooms, offices, etc.) at random to ensure compliance.

5. Exploitation

  • Using student/family relationships for personal gain.

  • Using children for profit or personal benefit.

  • Any inappropriate use of power/status for advantage.

Responding to Signs of Child Abuse

If you have a reasonable belief that a child is being abused:

  1. Act immediately – contact Child Protection and/or Police.

  2. Record what you observe, date and sign it.

  3. Consult colleagues – compare notes, seek advice.

  4. Follow procedures – know employer guidelines.

  5. Support the child – listen respectfully, maintain privacy.

  6. Inform parents – only if it does not risk the child’s safety or compromise an investigation.

Responsibilities of the Child Safety Officer

The Child Safety Officer must report to Child Protection if they reasonably believe a child is at risk of significant harm from physical or sexual abuse and parents/carers are unable or unwilling to protect the child.

  • Reports must be made as soon as practicable after forming belief.

  • Reports must be repeated if new grounds arise.

  • Reporting responsibility lies with the individual staff member, not supervisors or administrators.

  • Mandatory reporting takes precedence over confidentiality or professional codes.

  • Reports made in good faith do not breach professional conduct or confidentiality.

How to Make a Report

When contacting Child Protection Intake, provide:

  • Child’s name, age, address.

  • Indicators of harm.

  • Reason for reporting now.

  • Safety assessment (immediate danger, abuser’s location).

  • Description of injury/behavior observed.

  • Current whereabouts of the child.

  • Other services involved with family.

  • Relevant family/cultural details (language, disability needs).

Contact Details

School Office Contact

For questions, please contact us:

  • Reception: 8:30 AM – 3:30 PM

  • Phone: 090-9546-1074

  • Email: hello@zoeinternationalschool.com

  • Class Dojo: Zoe International School