Approved on: 11 December 2025
Owner: Director, Nxt Level Mentoring
Review cycle: Annual
Nxt Level Mentoring recognises Te Tiriti o Waitangi as Aotearoa New Zealand’s founding document. We are committed to the principles of partnership, active protection, equity, options and participation across recruitment and mentoring practices. We will work alongside iwi, hapū, whānau and Māori communities to design, deliver and monitor services that uphold mana and tino rangatiratanga.
This policy ensures Nxt Level Mentoring recruits and engages only safe, suitable and skilled individuals to work with children and young people in our rugby mentoring programmes. It aims to: (1) protect tamariki and rangatahi from harm, abuse or neglect by staff or volunteers; (2) reduce opportunities for unsafe individuals to access mentoring roles; (3) guide safer recruitment, vetting and ongoing review of all personnel; and (4) set clear conduct, communication and reporting expectations for mentors.
This policy applies to all employees, contractors and regular volunteers engaged by Nxt Level Mentoring. All personnel who have regular contact with children and young people as part of their roles are considered ‘children’s workers’ and must complete safety checks and Police vetting as required by law. The policy also applies to casual helpers when they may have unsupervised contact with children during activities.
Children’s worker: any person whose work involves regular or overnight contact with children without a parent or guardian present. Core children’s worker: works alone with or has primary responsibility for children. Non-core children’s worker: may have regular contact but is alwayssupervised and never works alone. Mentor: any adult providing guidance, coaching or support in Nxt Level programmes.
• Children’s Act 2014 and Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 – safety checking (identity, interview, referee checks, Police vet, and risk assessment) for children’s workers and renewal every 3 years.
• NZ Police Vetting Service – Police vetting is one component of the safety check and must be obtained by authorised agencies.
• Privacy Act 2020 – we collect, store, use and disclose personal information in accordance with the 13 Information Privacy Principles, including security, access, correction and limits on retention.
• Job advertisements state Nxt Level Mentoring is a child-safe organisation and reference the required safety checks.
• Candidates complete a full application and provide at least two professional referees; referees are contacted directly and documented.
• Identity is confirmed using acceptable documents and an identity referee where required.
• All candidates undergo New Zealand Police vetting prior to engagement.
• Structured interviews include a safeguarding-trained staff member and explore attitudes to child safety, boundaries and cultural safety.
• Qualifications, professional registrations and work history are verified.
• A documented risk assessment is completed for each candidate considering all information gathered.
• Safety checks and Police vetting are renewed at least every three years; records are tracked to ensure timely renewal.
• Maintain professional boundaries at all times; avoid one-on-one unsupervised contact. Meet in open, observable settings and ensure appropriate supervision.
• Seek consent before any coaching-related physical contact; explain the purpose, use the least-intrusive touch, and conduct in public view.• Do not enter changing rooms or toilets unless necessary for safety and only with another adult present.
• Never engage in grooming behaviours, harassment, discrimination, bullying or any conduct that could cause harm.
• Photography and video: obtain written parental/guardian consent in advance; focus on activity rather than identifying individuals; never photograph in changing areas.
• Use only approved organisational channels (e.g., team apps or email) for mentor–participant communication.
• Do not engage in private messaging, friending or following mentees on personal accounts; include parents/guardians and another staff member in group communications when appropriate.
• No sharing of personal content, memes or images unrelated to programme activities; never request or share imagery from private contexts.
• Ensure all online sessions are scheduled, supervised and recorded where feasible; avoid one-on-one unsupervised digital contact.
• Obtain written consent for participation, off-site activities, transport, photography and digital communication.
• Provide parents/guardians with programme information, mentor roles, expected behaviours and how to raise concerns.
• Mandatory induction covering child protection, Te Tiriti o Waitangi, cultural safety and organisational procedures.
• Annual refresher training on recognising, responding and reporting abuse, online safety, and safe coaching practices.
• Line managers provide regular supervision sessions focused on wellbeing and safeguarding practice.
• Periodic observation of sessions and random compliance audits are conducted; concerns trigger immediate review.
• All personnel must report any concerns about a child’s safety or mentor conduct to the Safeguarding Lead immediately.
• Anonymous reporting channels are available. The organisation protects whistleblowers from retaliation.
• Where a child may be at risk of harm, concerns are escalated to statutory agencies (e.g., Oranga Tamariki or NZ Police) and parents/guardians as appropriate.
• All reports are documented, investigated promptly, and outcomes recorded. Lessons learned inform practice improvements.
• Recruitment and safeguarding records are kept securely with restricted access and retained only as long as necessary.
• Individuals may request access to and correction of their personal information in accordance with the Privacy Act 2020.
This policy will be reviewed annually or earlier following legislative change, serious incident or audit findings. Safety checks and Police vetting are renewed every three years.
• Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 –
https://www.legislation.govt.nz/regulation/public/2015/0106/latest/whole.html
• Oranga Tamariki – Safety checking guidance – https://www.orangatamariki.govt.nz/working-
with-children/childrens-act-requirements/safety-checking/
• NZ Police Vetting Service – https://www.police.govt.nz/advice-services/businesses-and-
organisations/nz-police-vetting-service
• Privacy Act 2020 – Office of the Privacy Commissioner – https://www.privacy.org.nz/privacy-
principles/
• Sport NZ – Child safeguarding policies and procedures –
https://sportnz.org.nz/media/3611/child-safeguarding-policies-and-procedures.pdf• Sport Integrity Commission – Coaching and instructing for safe and positive experiences –
https://sportintegrity.nz/integrity/safeguarding-and-protecting-children-and-young-
people/creating-safer-environments/coaching-and-instructing-for-safe-and-positive-experiences
• Athletics NZ – Guidelines for coaches on working with young athletes –
https://athletics.org.nz/wp-content/uploads/2022/05/Guidelines-for-Coaches-Safe-Sport-for-
Children.pdf
• MBIE – Te Tiriti principles – https://www.mbie.govt.nz/business-and-
employment/employment-and-skills/employment-strategy/maori-employment-action-plan/te-
tiriti-principles
