Voice of Children Committee Terms of Reference

Terms of Reference

Objective: 

The objective of the Voice of Children Committee (VOCC) is to work in collaboration with the GM of Services & Programs, the Head of Customer Insights and Relationships, the Head of Programs and the National Family Support Manager to improve the quality of services and programs Camp Quality provides to families.

Children are at the heart of what we do, and we want to be able to gain insights directly from children about how to ensure what we deliver with our Services & Programs meets their need.

Membership: 

The VOCC will consist of 8-10 children and their parent (carer) with a cross section of locations, ages, demographics, family types and cultural diversity. At a minimum the committee will include at least:

  • 3 metro-based children and their parents / carers
  • 3 regional / remote children and their parents / carers
  • 1-2 newly registered children with their parents (within the last 12 months)
  • 2 long term registered children with their parents (over 3 years).

*Please note, children will need to be school aged to be a part of this committee.

The term of the position is 2 years unless there is a voluntary resignation. However, we understand a family’s situation who is experiencing cancer can change suddenly, so resignations are anticipated, and vacant positions will be filled. A waitlist will be held of families wishing to join the VOCC. Camp Quality may invite additional families from the waitlist to join the VOCC as it considers necessary.

Application and Selection Process:

An expression of interest will go out via email to all registered families who have a child with cancer. The National Family Support Manager will collate the applications and select VOCC membership based off the application forms and in consultation with the GM of Services & Programs, the Head of Recreation Programs and the Head of Customer Insights & Relationships. The selection will be based off the minimum selection criteria above. If there are multiple families who meet the selection criteria the National Family Support Manager may seek more information from the applicants and selection will be made to ensure a wide variety of circumstances and family types are included in the VOCC.

Vacant VOCC positions are anticipated and in the case that there is a vacant position, the National Family Support Manager and the Head of Customer Insights and Relationships will review the waitlist and contact applicants who wish to form a part of the committee.

Meetings: 

The VOCC will meet bi-annually for approximately 1 hour per meeting. The meetings will be held via a pre-arranged virtual meeting. Meetings will likely take place on a weeknight from 6pm (AEST).

As part of the membership on this committee, it is expected that members attend a minimum of one of the two meetings per year. We do understand though that things might come up and extenuating circumstances will be taken into consideration if there is not a minimum of one meeting attended per year. Please ensure you contact the National Family Support Manager as soon as you are able and explain your child’s non-attendance at the meeting.

If a committee member consistently fails to attend meetings or participate in ad hoc engagements, Camp Quality reserves the right to remove that member from the committee.

At least two weeks prior to the VOCC meeting, an email will go out to parents of the VOCC members asking them if their children have any items they would like added to the agenda for the upcoming meeting. These items will be included in the agenda for discussion. There may also be some pre-work that the VOCC members are encouraged to complete before the meeting, this will be provided to the parents at least 2 weeks prior to the meeting.

The agenda will be provided by the National Family Support Manager one week prior to the scheduled meeting to the parents with ideas of what we will be discussing in the meeting. As this is with children, it will be kept very informal and as fun as possible. The minutes will be provided by the National Family Support Manager to the parents one week post the meeting.

The VOCC meeting will be chaired by the Head of Customer Insights & Relationships who will have final call on the agenda items. In the case that the Head of Customer Insights & Relationships is unable to attend the meeting, another senior member of the Services & Programs team will be elected to chair that meeting.

Decision Making:

The VOCC will be invited to be consulted on decision making for key items / opportunities across Services & Programs. These items will be on the agenda for each meeting.

Decisions will be discussed, and a vote will take place with the children and their parents. For the decision to be made, a quorum of at least half the committee members (50%) must be present, and this decision will be taken into consideration by the GM of Services & Programs.

Ad-Hoc Consultation:  

The VOCC will also provide consultation throughout the year on an Ad Hoc basis. This will be via email, phone calls or a meeting if a group conversation is required.  It is expected that each VOCC member will do their best to be available and respond to Ad Hoc consultations throughout their membership. All of this liaison will be done with and through the parents / carers.

Confidentiality:

All members of the VOCC (children and parents / carers) agree to respect and uphold confidentiality in order to create a safe and trusted environment for this committee. Members may hear or share sensitive information, including personal experiences, health-related details, or internal organisation matters. Members must:

  • Keep all personal stories and identifying information shared by other families confidential
  • Not disclose any private or sensitive information discussed in the meetings outside of this committee
  • Not share meeting content on social media or with external parties
  • Handle all documents or materials provided by the committee with care and discretion

Members understand that confidentiality applies both during their time on the committee and after their involvement ends.

Camp Quality staff will adhere to the privacy policy stated here: Privacy Policy | Camp Quality 

Duties and Responsibilities:

The parents / carers of the members of the VOCC are responsible for:

  • Being familiar with the purpose of this committee as outlined in this document
  • Attending and participating in meetings regularly and as required
  • Providing feedback and advice on matters relating to agenda items
  • Liaising and consulting with their peers as appropriate
  • Preparing for the meeting as advised by the National Family Support Manager.
  • Being available and responding to Ad Hoc consultation throughout the membership.

The Head of Customer Insights and Relationships will oversee the VOCC The Head of Customer Insights and Relationships has the authority to make changes to membership, objectives, and scope of the VOCC in consultation with the GM of Services & Programs and consultation with the VOC.

Recognition:

Members of the Voice of Children Committee will be recognised at the end of their membership with a gift from Camp Quality, a certificate and reference letters.

Member conduct:

VOCC members are expected to contribute in a respectful and supportive way that reflects Camp Quality’s values of Optimism, Celebrating Life, Accountability, and Excellence.

Members agree to:

  • Treat all participants with kindness, empathy, and respect
  • Support a positive, safe, and inclusive environment for families
  • Maintain confidentiality and protect the privacy of children and parents
  • Participate responsibly and communicate openly and honestly
  • Share feedback constructively and work collaboratively toward the Committee’s purpose

Camp Quality may address any behaviour that is inconsistent with these expectations and may end a member’s involvement where necessary to protect the wellbeing of the group.

Camp Quality Effective Meeting Guide 

  • Meeting ‘stays on task’ – agenda and timeframes
  • Parents / Carers allow their child to do the majority of the talking and encourage them to speak up.
  • Members feel empowered to contribute to discussions in a safe and supportive environment
  • Discussions / airtime is shared in an equal manner
  • Members offer input relating to their individual circumstances
  • The group identifies gaps in services & programs in a solution-based manner
  • The committee respects the speakers right to be heard and not ‘talk over them’.