1. Mark Sueli Tony Smith Audit Directorate
Working with Children
Mark Sueli
Tony Smith
Audit Directorate

2. What do schools need to do?
Planning and communication
Categorise status of school visitors
Establish level of check required
Verify status in ecpc
Retain records

3. Planning
The appropriate working with children check must be conducted prior to the person commencing work at the school. Communication to all staff involved in engaging volunteers or contractors is critical in ensuring that the person is cleared prior to commencement at school.

4. DoE Employees
NO ACTION is required by schools where paid employment is arranged by Human Resources.
Human Resources will ensure that WWCC and National Criminal Records Check (NCRC) requirements are met prior to commencing duty as a permanent, temporary or casual teacher or SASS staff commencing duty as a permanent officer.

5. NSW Government Employees
State government workers such as NSW Health and NSW FACS employees are required to show their government issued ID (which will display the NSW Government Waratah emblem) on each visit to the school.

6. Parent Volunteers
Most parents and close relatives are exempt from needing to provide a WWCC number, unless they:
provide intimate personal care to children with a disability;
work as part of a formal mentoring program.

7. What is a close relative?
a spouse or de facto partner of the person
a child, step-child, sibling, step-sibling, parent, step-parent, grandparent, step- grandparent, aunt, uncle, niece or nephew of the person
in the case of an Aboriginal person or a Torres Strait Islander, a person who is part of the extended family or kin of the person according to the indigenous kinship system of the person's culture.

8. What do parents need to provide?
Parent volunteers must complete the appendix 5* declaration form and provide 100 points of proof of identity.
Note that these documents should be provided prior to commencing volunteer work.
*The Appendix 5 form was updated on 14/02/17. Ensure that the current form is used.

9. What does the school do?
The school performs an eCPC person search to confirm that the volunteer is not shown as not to be employed (retain a screen shot copy).
The completed appendix 5 forms and copies of 100 points documentation are securely filed.
Update school register/database of approved volunteers.
Note the appendix 5 is valid for the period of engagement.

10. eCPC Check Select person search
Input surname and first name and select search
If the person appears you click their name to select
If they are on the NTBE list their search result will appear as below
If they are not on the NTBE list you will be able to select them or their name will not appear at all.

11. Non Parent Volunteers
Any adult volunteer who is not a parent or close relative of a student at the school where the volunteer is working, but will have direct contact with children, are required to obtain a WWCC clearance. These volunteers need to provide the school with a WWCC clearance (paid or unpaid), 100 points of proof of identity and Appendix 11.

12. What does the school do?
The school performs an eCPC person search to establish if approved (retain a screen shot copy).
If no record found then the person should be screened as a Volunteer/Contractor.
Check that screening has verified the volunteer.
The completed appendix 11 form and copies of 100 points documentation are securely filed.
Update school register/database of approved volunteers.
Schools should not register themselves as a verifying body – the Probity Unity (via eCPC) is the sole verifier for the Department of Education.

13. Contractors
NO ACTION is required by schools for DoE engaged contractors e.g. maintenance contractors.
School engaged contractors are categorised as performing child related work or other.
Child related contractors include, but are not limited to sports coaches, band/music tutors, drama coaches, choreographers, class tutors, canteen managers, NDIS Allied health workers and project or special program facilitators.
Other contractors provide work that does not ordinarily involve contact with children for extended periods.

14. Child Related Contractors
These contractors need to provide the school with a WWCC clearance (paid), 100 points of proof of identity and Appendix 11.
The school performs an eCPC person search to establish if approved (retain a screen shot copy).
If no record found then the person should be screened as a Volunteer/Contractor.
Check that screening has verified the volunteer.
The completed appendix 11 form and copies of 100 points documentation are securely filed.
Update school register/database of approved contractors.

15. Other Contractors
Contractors who do not have direct contact with children must complete the appendix 5 declaration form and provide 100 points of proof of identity.
The school performs an ecpc person search to confirm that the contractor is not shown as not to be employed (retain a screen shot copy).
The completed appendix 5 forms and copies of 100 points documentation are securely filed.
Update school register/database of approved contractors.

16. P&C Workers
P&C is responsible for verifying paid employees (e.g. canteen manager).
P&C should provide the school with a list of approved paid employees and date of birth and school performs a check of the eCPC not to be employed list.
P&C volunteers must complete the same requirements as school engaged volunteers. The P&C should provide the school with copies of completed declarations for school to conduct eCPC checks.

17. Religious/Ethics providers
Before the person commences work on school premises, the organisation that employs or engages the person needs to confirm to the Principal in writing that their worker has obtained a WWCC clearance and they have verified this clearance.  Names and DOBs should be provided in writing to the principal so that a search of the NTBE database can be carried out in eCPC.

18. Teacher Practical Training
In the case of a teacher education student or a person undertaking vocational training, before the person commences work on school premises, the course workplace supervisor needs to assure the Principal in writing that the person has met any relevant requirements under the Child Protection (Working with Children) Act Where the person is 18 years old or older, the person needs to hold a valid WWCC clearance.

19. Other School Visitors
Parents and relatives visiting the school, other than those working as a volunteer or contractor, do not need a WWCC clearance or declaration.
Local members or guests invited for special occasions (e.g. speaker at assembly or Anzac day) do not need a WWCC clearance or declaration.

20. Transition Period The WWCC process commenced 15 June 2013.
Any person engaged after this date is subject to the required checks.
Persons engaged prior to 15 June 2013 can transition to the new requirements.
The school must hold records of previous completed prohibited employment declaration forms for the transition rules to apply.

21. What does audit do?
The auditor will select a sample of names of school visitors and request to sight the school records of WWCC checks i.e.
Appendix 5, 100 points of ID and evidence of completed eCPC NTBE verification;
or Appendix 11, WWCC clearance, 100 points of ID and evidence of completed eCPC screening verification.