General FAQs about the WWC Check

Here you will find answers to frequently asked questions about the WWC Check in general and in relation to specific areas, such as those relating to employers/volunteer co-ordinators, employees, volunteers and students.

If you do not find the information required, please check to see whether it is in a different part of the web site.  For example if want to find out what the categories of child- related work are, you will find this in the section ‘About the WWC Check’

If you can not find the required information please contact the WWC Screening Unit.

1. What is a Working with Children Check?
2. Is a National Police Check the same as a Working with Children Check?
   
3. Are there some people who do not have to have a WWC Check?
4. Why do some people need a WWC Check straight away while others don't?
5. What does a WWC Check cost?
6. Do I get a copy of the outcome of my employees or volunteers WWC Check?
7. How often do my employees/volunteers need a WWC Check?
8. Who does the WWC Checks?
9. How can I check the validity of a pending application if no receipt is available?
10. My employee/volunteer has been waiting for his/her WWC Card for a number of weeks. What should I do?
11. Can I insist that all job applicants obtain a WWC Check as part of their application?
12. Does an employee/volunteer need to have the actual card before they can start work?
13. What are the reasons for allowing people to start child related work/volunteering if they have applied for but do not yet have a  WWC Card?
14. As an employer/volunteer co-ordinator can I make a “blanket policy” that all staff have a WWC Check even though some do not have contact with children?
15. Do employees or volunteers need to reapply for a WWC Check every time they start a new job?
16. What if I only work in child-related work occasionally?
17. How can I pay for my WWC Check?
18. I’m a volunteer - why should I have to pay?
19. How long will it take to get my card?
20. I have lost my receipt, and I need to show it to my employer so I can start work.  What can I do?
21. I have been waiting for  my  WWC Card for a number of weeks. What should I do?
22. My card has been lost or stolen
23. I don’t have a criminal record so why doesn’t my WWC Card say that?
24. The wording on my card says "does not mean that the holder is 'suitable' to work with children", what does this mean?
25. Why do I have to get a National Police Check and a WWC Check?
26. Will I be reminded when I need to re-apply?
27. I have already undergone a WWC Check as a volunteer. I am now applying for paid work, do I need to re-apply for a WWC Check?
28. The job that I am applying for states I require a WWC Check as part of the job criteria. What employer details do I enter?
29. As the Head of an organisation, President of an organisation or Minister of Religion can I sign off on my own WWC Check application as agency representative?
30. I am under 18 years and in paid work. Do I need to apply for a WWC Check?
31. My employer requests that I have a WWC Check and a National Police Check. Do I need both?
32. I am a parent volunteer and I have been requested to have a WWC Check, do I need one?
33. I am under 18 years of age and going on work experience. Do I need a WWC Check?
34. I am a volunteer and have a WWC Card. I am now starting paid child-related work. Do I need to reapply?
35. I am a student going on placement, who is my employer?
36. I am planning to work with children as a volunteer in the future, can I apply for a WWC Check now?
    

What is a Working with Children Check?

The card lasts for 3 years (unless there is a relevant change in criminal histories), is transferable across all categories of child-related work and can be used for volunteer or paid work.  The check is the same for volunteers and paid employees therefore if you obtained a card as a volunteer you do not need to reapply as a paid employee if you move to paid employment.

Is a National Police Check the same as a Working with Children Check?

No, a WWC Check is different from a National Police Check in the following ways:

• A WWC Check is valid for 3 years, and can be used during this time to work in any category of child-related work.  Unlike the National Police Check, which is only current on the day it is issued, a WWC Check can be updated if a person’s criminal record changes during the 3 years until its expiry.
• Juvenile records and criminal charges, as well as all convictions, are assessed as part of a WWC Check.  However, a National Police Check looks mostly at disclosable adult convictions
• A WWC Check is compulsory for people in child-related work including those who have never had to have a criminal record check before. It has set obligations and penalties for non-compliance. 
• National Police Checks are only compulsory under legislation in a limited number of child-related settings eg. child care sector and for registered teachers.

Are there some people who do not have to have a WWC Check?

If you are not in child-related work or are exempt you will not need to apply for a WWC Check. Click for a list of exemptions.

Why do some people need a WWC Check straight away while others don't?

The WWC Checks are being phased-in over 5 years.

Some people had to apply for a WWC Check from 1 January 2006, when the Working with Children (Criminal Record Checking ) Act 2004 came into effect. However, others don't need to have a check until later years, depending on what type of work they do and how long they have been doing it.

The phasing-in arrangements have considered, as far as possible, the risks for different types of child-related work, including the extent to which other criminal record checks are already in place.

What does a WWC Check cost?

A WWC Check costs $50 for paid employees and self-employed people, and $10 for volunteers, including students on placement as part of a course of study (Note that volunteers under 18 years of age are exempt and should not apply for a WWC Check).

All WWC Checks are heavily subsidised by the government.

Do I get a copy of the outcome of my employees or volunteers WWC Check?

Yes, if you are the employer or organizational representative is identified on the application form. Your employee/volunteer will also receive a copy of the outcome and their WWC Card.

If you are not the employer or identified representative on the form you will not receive a copy of the outcome of the WWC Check. If you are not the person receiving the  outcome you can check the validity of your employee/volunteer’s  WWC Card.

How often do my employees/volunteers need a WWC Check?

The WWC Card lasts three (3) years unless there is a relevant change in criminal histories. It can be used for work in all categories of child-related work and is transferable across different jobs. The WWC Screening Unit will send a reminder letter to applicants three (3) months before their WWC Card expires.

Who does the WWC Checks?

The WWC Screening Unit undertakes the WWC Checks.

How can I check the validity of a pending application if no receipt is available?

The person should have a receipt but if this has been lost you can ask the employee/volunteer to contact the WWC Screening Unit, who will then notify you to tell you whether an application has been lodged.

My employee/volunteer has been waiting for his/her WWC Card for a number of weeks. What should I do?

Though we try to process cards as quickly as possible there can be various reasons for delays, such as a common name, and you should not be worried if your card is taking a long time to process.  You can contact the WWC Screening Unit for further information if you are concerned.      

Can I insist that all job applicants obtain a WWC Check as part of their application?

No.  Only job applicants who are to be offered the position may apply for the check.  You will need to sign the relevant section of the application before they take it to an Australia Post outlet.  They may start work/volunteering provided they apply for the check within 5 days of starting work.  Employees of licensed child care centres must apply immediately upon starting.

Does an employee/volunteer need to have the actual card before they can start work?

No.  A receipt from Australia Post can be used as proof that an application has been lodged within 5 days of starting work enables employees/volunteers to continue working.

Some employers advise new employees in child- related work that continuous or permanent employment is subject to a successful WWC Check.

This 5 day threshold is not applicable to people working in connection with a child care service.

What are the reasons for allowing people to start child related work/volunteering if they have applied for but do not yet have a  WWC Card?

In certain cases for example where there is a common name, it can take time for the WWC Checks to be completed.  Therefore employees and volunteers can start or continue in child-related work/volunteering, provided they have made an application for a WWC Check by the time they are required under the phasing-in arrangements (unless they have a Class 1 conviction as an adult). (See Factsheet 2: When to apply for a Working with Children Check.)

Some employers advise new employees in child- related work that continuous or permanent employment is subject to a successful WWC Check.

The reasons why this is allowed is because the WWC legislation should not be solely relied upon to keep children safe and is only one of the strategies a responsible employer/volunteer co-ordinators should use to make sure children are safe.

You need to ensure that other child safe policies and procedures are in place, such as thorough recruitment/selection practices including reference checking, and the development of a work culture that ensures that children’s concerns are heard.

To find out more about other ways to keep children safe click here (to go to child safe child friendly)

There is provision under Section16 of the WWC Act, for you to write to the Working with Children Screening Unit, if you suspect that an employee has been charged with or convicted of an offence which makes it inappropriate for that employee to continue in child-related work. If this Unit is satisfied that you, the employer do have reasonable grounds for suspicion, then your employee can be requested by this Unit, to provide additional information or to (re) apply for an assessment notice.

As an employer/volunteer co-ordinator can I make a “blanket policy” that all staff have a WWC Check even though some do not have contact with children?

When deciding who in your organisation needs a WWC Check you must determine if the person’s usual duties of work involve or is likely to involve contact with a child in connection with at least one of the categories of child-related work by using the checklist provided. Organisations should avoid implementing “blanket policies” that require people to apply for a WWC Check based only on job title or place of work.

The WWC Screening Unit is able under the legislation to only check people who are in child-related work.

Do employees or volunteers need to reapply for a WWC Check every time they start a new job?

No. The Working with Children Check is valid for 3 years, unless there is a relevant change is criminal histories, and is transferable across all categories of child-related work and between paid and volunteer work. Therefore if a person already has a valid WWC Card whether it was obtained through paid or volunteer work, they do not need to re-apply until it expires.

What if I only work in child-related work occasionally?

If you work in child-related work for 5 days or less in a calendar year you will not be committing an offence if you do not apply for a WWC Check (except for people working in connection with a child care service and if you have ever committed a class 1 offence as an adult). You may, however, choose to apply. If you are unsure whether you may work in child-related work for more than 5 days in a calendar year it is recommended that you apply for a WWC Check.
If you do not apply for a WWC Check because you do not work on more than 5 days in a calendar year, you are still required under the legislation to:
   - report any relevant change in your criminal record, or
   - cease child-related work immediately if convicted of a Class 1 offence as an adult.

How can I pay for my WWC Check?

An application for a WWC Check must be paid for at the Australia Post outlet where you lodge your form. Payment can be in cash, EFTPOS, Bankcard, Mastercard or Visa Card.  You will be issued with a receipt which must be presented to your employer as proof that you have applied for a WWC Check.

I’m a volunteer - why should I have to pay?

The $10 volunteer fee is heavily subsidised by the Government.  A WWC Check is valid for 3 years (at a cost of about $3.50 a year), and can also be used to carry out child-related work in your own business, with different community organisations, and in paid employment.  

Volunteers who must have a WWC Check, and whose employers or volunteer organisations also require a National Police Check, should contact the National Police Checks for Volunteers Program at the Office for Seniors Interests and Volunteering, to see if they are eligible to have the second check free.

How long will it take to get my card?

The length of time needed to complete a WWC Check varies. The majority of cards are received in about 3 weeks. Applications can take longer if there is inaccurate information or the person has a common name.  However some cards are received more quickly. In a small number of cases where there is a criminal record it may take longer.

You don’t have to wait for a WWC Card to start or continue in child-related work, provided you have made an application by the time required under the phasing-in arrangements for your category of child-related work (unless you have a Class 1 conviction as an adult).  You just need to keep your receipt so that you can prove that you have applied.  Please be assured your application will be completed as quickly as possible.

I have lost my receipt, and I need to show it to my employer so I can start work.  What can I do?

You can contact the WWCSU by sending an email to checkquery@dcp.wa.gov.au. In your email state your full name, application number, D.O.B and address.  Advise us that the receipt has been lost and ask for confirmation that your application has been received.  The WWCSU will respond to your email and that correspondence can be shown to your employer.

I have been waiting for  my  WWC Card for a number of weeks. What should I do?

Though we try to process cards as quickly as possible there can be various reasons for delays and you should not be worried if your card is taking a long time to process.  You can contact the WWC Screening Unit for further information if you are concerned.      

My card has been lost or stolen

If your card has been lost or stolen you should contact the Working with Children Screening Unit on their Enquiry Line or by mail. The Unit will send you a letter, which you will need to sign and take to an authorised Australia Post outlet. The cost for a replacement card is $10.

I don’t have a criminal record so why doesn’t my WWC Card say that?

The old WWC Card said "Shows that the holder has undergone a criminal record check and that any criminal record relevant to children has been assessed".

This led to misunderstandings in the community as it implied to some that the holder had a criminal record which was not the intention.

The WWC Screening Unit responded to this by changing the wording on the card.  The new wording is available to new applicants or when the card expires for previous applicants. The new wording on the back of the WWC Card states:

“This Card is proof that the holder has undergone a Working with Children Check. Together with good supervision, training and recruitment processes improves the safety of services and activities for children. Is valid in Western Australia and the Christmas and Cocos (Keeling) Islands.”

The wording on my card says "does not mean that the holder is 'suitable' to work with children", what does this mean?

The old card had this wording however it led to misunderstandings in the community.  The WWC Screening Unit has therefore changed the wording and this does not appear on new cards.

The new wording is available to new applicants or when the card expires for previous applicants.  The new wording on the back of the WWC Card states:

 “This Card is proof that the holder has undergone a Working with Children Check. Together with good supervision, training and recruitment processes improves the safety of services and activities for children. Is valid in Western Australia and the Christmas and Cocos (Keeling) Islands.”

Why do I have to get a National Police Check and a WWC Check?

The WWC Check is only concerned with criminal records relevant to working with children, therefore some employers may still require employees or volunteers to also have a National Police Check.  For example, where a position involves working with money a conviction for  stealing or fraud may be of interest to the employer. Such convictions may not be relevant to the safety of children and the person with these convictions may be issued with a WWC card.

Will I be reminded when I need to re-apply?

The WWC Screening Unit will send a reminder to you 3 months before you are required to re-apply. The letter will be sent to the address specified in your application form. It is up to you to then re-apply before your card expires.

I have already undergone a WWC Check as a volunteer. I am now applying for paid work, do I need to re-apply for a WWC Check?

No. The WWC Check is valid for 3 years and is transferable across all categories of child-related work whether you are in paid or volunteer work Therefore if a person already has a valid WWC Card whether it was obtained through paid or volunteer work, they do not need to re-apply until it expires.

The job that I am applying for states I require a WWC Check as part of the job criteria. What employer details do I enter?

At this stage you cannot apply as you have not been offered the job. You can only apply for a WWC Check once you have been offered a position. 

As the Head of an organisation, President of an organisation or Minister of Religion can I sign off on my own WWC Check application as agency representative?

You cannot sign as employer on your own form. You must get another agency representative to sign off on your form.

I am under 18 years and in paid work. Do I need to apply for a WWC Check?

Yes, if you are undertaking child-related work and are getting paid you should apply for a WWC Check.

It is only volunteers under 18 years old who are exempt.

My employer requests that I have a WWC Check and a National Police Check. Do I need both?

It is possible for your employer or volunteer coordinator to ask you to have both.  The WWC Check is concerned only with criminal records that could pose a threat to children. Your employer may need to ensure that factors other than the best interests of children are considered for example honesty with money.

I am a parent volunteer and I have been requested to have a WWC Check, do I need one?

There are exemptions for some parents volunteering in connection with their child. If you are volunteering in the school or club that your child attends you do not need a WWC Check.  For example if your child is enrolled in the school you can volunteer in any school activity even if your child is not involved or ordinarily involved in that particular activity. However you will need a WWC Check if you are a parent and you volunteer in a club or school that your child is not involved or ordinarily involved in.   

Parents volunteering in overnight camps do need to apply for a WWC Check.

For a detailed list of other exemptions see Factsheet 5: Child-related work and exemptions.


I am under 18 years of age and going on work experience. Do I need a WWC Check?

No, students going on work experience are considered volunteers and volunteers under 18 years old are exempt.

I am a volunteer and have a WWC Card. I am now starting paid child-related work. Do I need to reapply?

No, as long as your WWC Card has not expired and there have been no relevant changes in your criminal history, you do not need to reapply.  The card is valid for 3 years across all categories of child-related work whether it is volunteering or paid work.  It makes no difference whether you first obtained it through volunteering or paid work. 

I am a student going on placement, who is my employer?

The WWC Screening Unit accepts that your employer is both your placement provider and the educational institution at which you study.  Both are able to complete the relevant section (employer declaration) on the application form.  However, it is more common for your educational institution to complete the form.

I am planning to work with children as a volunteer in the future, can I apply for a WWC Check now?

No.  You can only apply once you start or have been offered a position and only if your work falls within one of the categories of child-related work.