Working with Children Check Procedure

Preamble

The Working with Children (WWC) check aims to assist in protecting children from sexual or physical harm. It is designed to complement good selection, supervision and training practices (including rigorous reference checking).

The intent of this procedure is to outline which positions at Monash University require a WWC check and the process to be followed.

This procedure applies to all positions at Monash University including volunteer, honorary, consultant and contractor positions. Any reference to ‘candidates’ also extends to staff currently occupying a position.

Definitions

Child: a person who is under the age of 18 years.

What is the WWC check?

The WWC check verifies a person’s history to make sure they do not have any relevant criminal offences or findings from professional disciplinary bodies. The WWC check is valid for 5 years (unless revoked). During this time the cardholder continues to be checked for new relevant offences or findings. The WWC check is administered by the Department of Justice.

When is a WWC check required?

A WWC check is required for positions that meet all of the following criteria:

• involve contact with children in connection with one of the 20 listed child-related occupational fields;
• the contact happens on a regular (everyday) basis;
  
• involve direct contact with children under 18 years of age and this contact is not directly supervised; and
  
• the position does not qualify for an exemption.

The Department of Justice can provide further clarification on which positions require the check. Contact the Working with Children Check information line on 1300 652 879.

For positions that require a WWC check the following statement must be included in the relevant position description, advertisement and associated documentation, ‘Making a job offer or appointment to this position is subject to a passing a Working with Children Check.’

What is the application process?

The candidate must complete a Working with Children Check application form. The forms are available online or at Australia Post outlets in Victoria.

Under the section marked ‘Details of Organisation’, candidates should ensure they provide details of their relevant organisational area and faculty or division.

If the applicant passes the check they will be sent a successful Assessment Notice, followed by a WWC check card 2-3 weeks later.

Further information about the application process is available on the Department of Justice webpage.

What if the applicant does not pass the check?

If the applicant does not pass the check they will be given an Interim Negative Notice. The applicant can then make a submission to the Department of Justice to explain why they believe they should pass. If this submission is not successful the applicant will be issued with a Negative Notice. This means they have failed the WWC Check and cannot undertake ‘child-related work’.

Existing staff who receive an Interim Negative Notice must inform the Divisional Director, Human Resources in writing within seven days. They will not be permitted to engage in child-related work while their application is being decided. Staff who receive a Negative Notice will not be permitted to engage in child-related work. The Divisional Director, Human Resources must be notified in either case and will manage the process.

When can the candidate commence?

Confirmation of the offer of employment and commencement in the position is conditional upon receipt of a successful Assessment Notice or WWC check card. Any queries should be directed to the Divisional Director, Human Resources Division.

Who pays for the WWC check?

Candidates who are required to undergo a WWC check as a condition of their employment are able to receive reimbursement for the cost of the check from their faculty/ division.

Responsibilities

Organisational areas must:

• identify positions which require a Working with Children check;
• include notification of this requirement in the position description, advertisement and associated documentation;
  
• ensure existing staff members are informed of the requirement to undergo the check;
  
• ensure prospective staff members have passed a WWC check before commencement;
  
• check the card’s validity on the Department of Justice webpage;
  
• send a photocopy of the candidate’s WWC card and a completed WWC check form to the Human Resources Division (to be kept on the staff member’s personnel file);
  
• ensure suitable monitoring procedures are in place to ensure staff members hold a valid WWC check card at all times.

The candidate / staff member must:

• provide the successful Assessment Notice and/or WWC check card prior to commencement;
  
• notify the Divisional Director, Human Resources in writing within seven days if an Interim Negative Notice or Negative Notice is received;
  
• inform the Divisional Director, Human Resources if there has been a relevant change in circumstances, for example, if they have been charged or found guilty of a new relevant offence.
  
• apply for a new WWC check within three months of their card expiring.

FAQs

What is the difference between a WWC Check and a police records check?

A police records check gives information about a person’s past criminal record and is only valid at the time of issue. The WWC check is valid for 5 years (unless revoked). During this time, cardholders continue to be checked for new relevant offences or disciplinary findings from professional bodies such as the Victorian Institute of Teaching. In addition, not all criminal offences are relevant to the WWC check. Broadly, the WWC check considers serious sexual, violent drug offences.

A candidate is required to undertake a WWC check even if they have already completed a police records check.

Do academics need to get a WWC check if they teach students who are under 18?

Generally academics do not need to obtain a WWC check even though they may teach a limited number of students under the age of 18 years. ‘Lecturing’ is not one of the 20 listed child-related occupational fields defined by legislation.

However, academics teaching VCE and/or Victorian Certificate of Applied Learning (VCAL) subjects must complete a WWC check. This work is included in the 20 listed child-related occupational fields.

If you are unsure contact the Department of Justice Working with Children Check information line on 1300 652 879.

I’m a student at Monash and need to complete a WWC check. What should I do?

Students who are required to undertake child-related work as part of their placement should contact their course convenor or professional placements office for information about relevant requirements.

The following procedures may be relevant to you:

• Faculty of Medicine, Nursing and Health Sciences – Working with Children Check policy for students undertaking a clinical placement
  
• Faculty of Education – Police clearances and checks policy

How do I apply for a WWC check?

1. Complete a Working with Children Check application form. The forms are available online or at Australia Post outlets in Victoria.
   
2. Under the section marked ‘Details of Organisation’, applicants should ensure they provide details of their relevant organisational area and faculty or division.
   
3. Take the completed application form, proof of identity documentation, a passport size photo to an Australia Post outlet in Victoria
   
4. Pay the appropriate fee (free for volunteers).

Related Procedures

• Police Records Check Procedure
• Monash University Equal Opportunity Policy
• Monash University Conduct and Compliance Procedure: Privacy
  

Related Documents

• Working with Children Act 2005 (Vic)

Further information is available from the Department of Justice Working with Children webpage or the Working with Children information line on 1300 652 879

Related Forms

• Working with children check [Word] [PDF]