Employers and Volunteer Coordinators: FAQs
Here you will find answers to frequently asked questions about the WWC Check and Employers/Volunteer Co-ordinators.
If you do not find the information you are looking for please see the other FAQs available.
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’. Or if you want to find out who needs a check or your obligations etc you will find this in the section about employers & volunteer co-ordinators.
If you can not find the required information please contact the WWC Screening Unit.
- Do I get a copy of the outcome of my employees or volunteers WWC Check?
- How often do my employees/volunteers need a WWC Check?
- Who does the WWC Checks?
- How can I check the validity of a pending application if no receipt is available?
- My employee/volunteer has been waiting for his/her WWC Card for a number of weeks. What should I do?
- Can I insist that all job applicants obtain a WWC Check as part of their application?
- Does an employee/volunteer need to have the actual card before they can start work?
- 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?
- 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?
- Do employees or volunteers need to reapply for a WWC Check every time they start a new job?
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).
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.