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Child-related employers

What do child-related employers need to do? 

Employers must:

  • Register organisation by filing in an online form which creates an online profile with the Office of the Children's Guardian. Employers nominate a username and password so they can log into the system and verify workers
  • Identify which roles within the organisation are child-related and need a Working With Children Check and which roles are not child-related or fall under an exemption
  • Use online profile to verify workers' Working With Children Check numbers (WWC numbers), including:

    • new paid workers before the commence any child-related work
    • existing workers and volunteers before the end of the sectors phase-in period
  • Ensure their own WWC number is verified online by an appropriate person in the organisation (employers cannot self-verify)
  • Keep records for each worker, including:
  1. Full name
  2. Date of birth
  3. WWC number
  4. Verification date
  5. Verification outcome
  6. Expiry date
  7. Whether the worker is in paid or volunteer work
  • Remove any barred or unauthorised persons from child-related work (engaging barred persons in child-related work is an offence)
  • Determine whether or not your organisation is a reporting body with a responsibility to report certain misconduct involving children to the Office of the Children's Guardian

Need help? Use our Working With Children Check checklist  (PDF 1.1MB)to determine any areas where further action is required.

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How to register  


  

Even if you were previously registered under the old system, you must still register with the new online Working With Children Check system.

The process to register you organisation is quick and simple:

  • Visit the Employer Registration page
  • Fill in online form. Enter your organisation's name, address and ABN. You will also need to nominate at least one person (maximum of two people) within your organisation who will be notified in the event a child-related worker becomes barred
  • Click Submit

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Identifying child-related roles 

Screen shot: Identifying child-related roles

Employers are required to determine which child-related roles require a Working With Children (WWCC) and which roles fall under an exemption.

Use the simple flowchart below to determine which roles require a WWCC.

Working with children check process flow chart

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How to verify 

Before you hire a new, paid child-related worker, you must verify the status of their Working With Children Check online to ensure they have a clearance to work with children, or have completed an application for a Check.

As volunteers (new and existing) and current paid workers are phased in, you will need to verify their Working With Children Checks online too.

Vidoe tutorial screen shot

The process to verify a person online is quick and simple:

  • Visit the Employer log in and verify page
  • Enter in your organisation's username and password
  • Select Verify Working With Children Check status tab
  • Enter in a workers family name, birth date, Working With Children Check number or Application number and click, Verify. This will generate a short report indicating the person's status.

These are the possible status' and their meanings:

Status

Meaning

Application in progress

A Working With Children Check application is being processed and the applicant may work with children.

If the applicant becomes barred, the Office of the Children's Guardian will contact you and advise you of what to do next

Cleared

This applicant has a Working With Children Check clearance that is valid until the listed expiry date

Barred

The applicant has been barred from working with children and it is an offence to engage this person in child-related work or child-related roles

Interim barred

The applicant has been barred from working with children during the course of a risk assessment. It is an offence to engage this person in child-related work or child-related roles.

Not found

The database cannot find a matching Working With Children Check for any one of these reasons:

The data entered for verification (name, date of birth and Working With Children Check number or application number) has errors;

  • The person's application has been withdrawn or terminated without an outcome;
  • The person has not completed an application for a Working With Children Check (filled in the online form, presented proof of identity and paid any applicable fee).

It is an offence to engage this person in child-related work or child-related roles.

 

Verification MUST be done online. Printed evidence of a Working With Children Check application or clearance is NOT acceptable because the documents may be fraudulent, or the individual may have become barred since obtaining their clearance.

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Removing barred workers 

Info graphic: You must remove barred workers from child-related work

You cannot employ a worker for child-related work (paid or unpaid) if the outcome of their online verification is:

  • barred
  • interim barred
  • not found

If you receive a letter advising you that a current employee or volunteer has become barred (or has an interim bar) you must immediately remove them from child-related work. It doesn't matter whether they are paid or unpaid; supervised or unsupervised.

Your options are:

  • dismiss the worker
  • suspend them from child-related work pending the outcome of an appeal
  • transfer them to a non child-related role within the business (although you are under no legal obligation to find an alternative position for a barred worker).

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Record Keeping 

Info graphic: record keeping

Under the Child Protection (Working With Children) Act 2012 employers must keep Working With Children Check records for seven years for auditing purposes.

Employers must keep the following records for each worker:

  1. Full name
  2. Date of birth
  3. WWC number
  4. Verification date
  5. Verification outcome
  6. Expiry date
  7. Whether the worker is in paid or volunteer work

These records can be kept electronically or on paper. Use the Working With Children Check Record keeping template (PDF 148.1KB) as a guide.

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Reporting bodies 

Infographic: reporting bodies

Reporting bodies have a legal obligation to report findings of sexual misconduct and serious physical assault involving children by a child-related worker to the Office of the Children's Guardian. See Information for reporting bodies.

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Tools and templates 

Videos 

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