Queensland Mandatory Reporting for School Staff: A Documentation Guide
Queensland teachers, principals, and approved education-and-care staff have specific reporting duties under the Child Protection Act 1999 and the Education (General Provisions) Act 2006. This guide explains the three mandatory pathways (suspected harm, sexual abuse, and student protection within a school), and what to document for each.
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Summary
Queensland school staff operate under three reporting frameworks at once. The Child Protection Act 1999 (s 13E) covers significant harm caused by anyone. The Education (General Provisions) Act 2006 (EGPA) covers sexual abuse (s 365 state schools, s 366 non-State schools) and likely sexual abuse (s 365A state schools, s 366A non-State schools) of students under 18. The Department of Education's Student Protection Policy operationalises both. This guide explains what to document for each and how the records connect.
Who must report what — the three pathways
| Framework | Who must report | What triggers it | Where to report |
|---|---|---|---|
| Child Protection Act 1999 s 13E | Doctors, registered nurses, teachers (approved teachers under the Education (Queensland College of Teachers) Act 2005 employed at a school), police, early childhood education and care professionals | Reasonable suspicion that a child has suffered, is suffering, or is at unacceptable risk of suffering significant harm caused by physical or sexual abuse — and may not have a parent able and willing to protect them | The Queensland child-protection department (currently the Department of Families, Seniors, Disability Services and Child Safety) |
| EGPA 2006 — sexual abuse: s 365 (state schools) / s 366 (non-State schools); likely sexual abuse: s 365A (state schools) / s 366A (non-State schools) | Staff member of a school | Reasonable suspicion of sexual abuse, or reasonable suspicion of likely sexual abuse, of a student under 18 by anyone | School principal — who must immediately give a copy of the report to Queensland Police; for staff-conduct matters there are also obligations to QCT |
| Department of Education Student Protection Policy | All school staff | Any concern about a student's safety or wellbeing | School principal |
The pathways stack. A teacher who suspects sexual abuse of a 14-year-old by a parent has obligations under all three.
What to document at the source of concern
Whether the matter ends up under s 13E (CPA) or s 365 (EGPA), the source-record is the same:
- Date, time, and location of the disclosure or observation.
- Verbatim language wherever possible — especially the child's own words.
- Context — what prompted the disclosure, who else was present, the child's demeanour.
- What you said in response — including any reassurance and any commitment about confidentiality (and how you framed it: "I have to make sure you are safe, so I have to share what you tell me with someone who can help").
- Your reasoning — why this met (or did not meet) the threshold for a formal report.
- The action taken — internal escalation to principal, formal report to the Queensland child-protection department or Police, or supportive monitoring.
What to document after a CPA s 13E report
After contacting the Queensland child-protection department:
- Date, time, and method (Regional Intake Service, online, phone).
- Name of the intake officer.
- Reference number issued.
- The threshold reasoning — what facts triggered s 13E (significant harm + caregiver protective capacity).
- Outcome of the call — accepted as a notification, referred to a Family and Child Connect service, or signposted elsewhere.
- What you were instructed about further contact with the child and family.
What to document after an EGPA report
EGPA reports are made to the principal in writing, not directly to police. The principal must give a copy of the report to Queensland Police. The applicable section depends on whether the school is a state school (s 365 sexual abuse / s 365A likely sexual abuse) or a non-State school (s 366 sexual abuse / s 366A likely sexual abuse). Record:
- Date and time of your written report to the principal (the written report is mandatory — a verbal report alone does not satisfy the section).
- Confirmation that the principal acknowledged receipt.
- Subsequent communications about the matter — only what is appropriate for your role to record, and only if it does not jeopardise the police investigation.
If the alleged perpetrator is a school employee, additional reporting to the Queensland College of Teachers (QCT) may be triggered under the QCT Act.
What to document under the Student Protection Policy
The Department's Student Protection Policy applies to all staff and to all wellbeing concerns — not just those meeting CPA / EGPA thresholds. Documentation should:
- Capture the concern, the reasoning, and the action taken.
- Sit on the school's wellbeing record so subsequent staff working with the student see the history.
- Avoid duplicating sensitive details that belong only on the formal CPA / EGPA file.
Court and review-readiness
Queensland has a Coroner-led Child Death Review system that may revisit school records when a young person dies. Coronial reviewers ask:
- Were warning signs documented?
- Was the response proportionate to the documented concern?
- Did the documentation make the next decision-maker's job easier or harder?
A wellbeing case-note system that records every concern, links related records (sibling, household), and tracks actioned-versus-pending follow-ups answers all three questions.
Related reading
How we review this guide
Library guides reference original Australian source authorities — not secondary commentary — and are updated when source material changes. Each guide cites the regulator, item descriptor, or governing standard it draws from so you can verify it directly.
- Sources checked
- State child-protection authorities & NCCD
- State education department guidelines
- Review cadence
- Reviewed annually and whenever a cited source authority publishes a material change. Last reviewed .
- Not advice
- Reference content for Australian practitioners and education staff. Not legal, clinical, or billing advice — verify against your governing body and current source documents.
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