Working with children check

Are you an Academic, Vocational Education or student facing professional staff member? Learn how to get your Working with Children Check (WWC Check).

From 1 January 2017, RMIT requires all Academic, Vocational Education and student facing professional staff, including casual/sessional staff, to hold a valid WWC Check as a condition of employment with the University.

If you have been identified by RMIT as requiring a WWC Check, you will receive a letter providing instructions on how to apply for the WWC Check which contains a barcode that will be used to process payment of your application. You will then need to present your emailed application confirmation from the Department of Justice and Regulation (DOJR) along with your RMIT letter at any of the participating Australia Post outlets.

What do you need to do?

If you currently have a valid employee WWC Check:

  1. Please take your WWC Check card and a photocopy of your WWC Check card to your nominated school representative (PDF 13KB) who will certify the copy.
  2. You then need to email the certified copy to hr.assist@rmit.edu.au, including your employee number.
  3. Ensure you have updated your WWC Check details online listing RMIT University as your employer. If RMIT is not listed as your employer please go online and update your employer as specified below:

    Organisation Name: RMIT University – HR Assist
    Postal Address: GPO Box 2476, MELBOURNE VIC 3001
    Phone: 0399250600 (no spaces)

Note: A volunteer check and employee check are not the same. If you have a current WWC volunteer check, you will need to apply for an employee WWC Check.

If you don’t have a current WWC Check (employee):

  1. Complete the application on the Working with Children website, noting RMIT University – HR Assist as your employer on the Organisation Details tab. Please enter as specified below:

    Organisation Name: RMIT University – HR Assist
    Postal Address: GPO Box 2476, MELBOURNE VIC 3001
    Phone: 0399250600 (no spaces)

    You will be required to verify your identity online or in person at Australia Post. Your ID may include, but is not limited to, an Australian passport, Australian driver’s license, current Australian visa within a foreign passport, Medicare card, bank cards. For a list of acceptable identification, refer to the WWC Check website.
  2. Present your emailed application confirmation from the DOJR along with your RMIT letter at any of the participating Australia Post outlets to lodge your application. Please remember to take your RMIT staff identification card with you.
  3. Once your WWC Check application has been lodged, you and RMIT will receive notification confirming the outcome of your WWC Check.

Who will pay for my WWC Check?

RMIT will fund the cost of the WWC Check where it is required, for all employees who have commenced with RMIT prior to 30 April 2017. RMIT will cover the cost of the initial check and on an ongoing basis, will cover the expense of renewing checks for employees where it is a requirement for their role. As is current procedure, new employees will need to cover the cost of the WWC Check and will be advised of this as part of the recruitment process.

How do I know if I need a WWC check?

All staff requiring a check were notified by their department head in December 2016. If you are unsure whether you need a WWC Check, contact your manager and they will confirm.

For more information and frequently asked questions, please view the Working with Children Check website.

FAQs

Q: What is the definition of student facing Professional staff member?

This is any Professional staff member who has regular interaction with students. If you have any questions about RMIT's identification of your role as requiring a WWC Check, please speak with your manager in the first instance.

Q: I am a nominated representative and am required to copy and certify cards - What do I need to do?

  1. Ensure the card is an ‘E’ - employee card and not a ‘V’ – Volunteer card
  2. Ensure it has an expiry date in the future
  3. Photocopy card in colour (ensure high quality) and include the employee’s ID number
  4. Write “This is a certified true copy of he original”; your full name; signature; and date on the photocopy of the card.

Q: Is RMIT paying for the WWC Check?

Where it is a requirement of the role and the employee does not have a WWC Check, RMIT will pay for the WWC check of

  • all current fixed-term and continuing employees who commenced with RMIT prior to 30 April 2017.
  • all returning casual employees who have worked in 2016.
  • all new casual employees who have commenced with RMIT prior to 30 April 2017.

Q: What if my WWC Check is up for renewal? Will RMIT fund the cost?

Yes. The University has made an ongoing commitment to fund the cost of the WWC Check and renewals for staff requiring the check.

Q: What if I am on extended leave? Will I be required to get a WWC Check?

Yes. If you are a staff member who has been identified as requiring a WWC Check, you must complete the process and acquire a WCC Check within one month of your return from leave.

Q: What if I have an alternate accreditation such as a registration with the Victorian Institute of Teaching (VIT)? Do I need a WWC Check?

Yes. The University has decided that all Academic, VE and student facing professional staff will require a WWC Check as a condition of their employment regardless of any exemptions as listed on the WWCC website. This is a condition imposed by RMIT in order to meet its requirements under Child Safety Standard No. 4 of the Child Wellbeing and Safety Act 2005 (Victoria).

Q: What if I am a casual staff member? Will RMIT pay for my WWC Check?

If you have commenced work as a casual for RMIT from 1 January 2016 up to 30 April 2017 and are required to have a WWC Check, you will be able to seek reimbursement for the check.

Q: What if I already have a Working With Children Check (WWC Check) and I paid for it myself? Can I seek reimbursement from RMIT?

RMIT will reimburse the cost for all staff who have paid for their WWC Check between 1 October 2016 and 30 April 2017. Please complete the Working With Children (WWC) Check Staff Reimbursement Form and send it internally with the original receipt to HR Assist, Building 105, Level 9.

Staff who commenced employment with RMIT from 1 May 2017 onwards are not eligible for reimbursement as part of this process.

Q: I'm not sure if I have been reimbursed for my Working With Children Check. How can I check this?

There are two ways in which you can be reimbursed for your employee WWC Check payment.

If the reimbursement for completed was the Working With Children (WWC) Check Staff Reimbursement Form, you will be able to see if you have been reimbursed on your salary statement under the reimbursements section.

Alternatively, if the reimbursement form completed was the Staff Reimbursement Form (DOCX 35KB, 3p) you will have to check your bank statement for a separate payment from RMIT as the reimbursement will be paid directly into your bank account.

Reimbursements may take up to a month to be received.

Q: How do I know if I passed my WWC Check?

You will receive an email and a letter DOJR. RMIT will also be notified of the outcome of your WWC Check application.

Q: What if my Working with Children check is declined?

If the DOJR determines that you pose a risk to the safety of children, you will fail the Check and be issued with a Negative Notice.

A Negative Notice prohibits you from doing child-related work, even if you are supervised or qualify for an exemption. The Negative Notice is effective from the date on the notice.

A copy of your Negative Notice is sent to all organisations you have listed with the department including RMIT, but they are not informed of the reason for the Negative Notice. By law, you must inform all organisations that engage you in child-related work that the department has issued you with a Negative Notice within seven days of the date on the notice.

If you remove an organisation from your records, the department can inform them of their removal.

If the department issues you with a Negative Notice, you cannot apply for a WWC Check again for five years, unless your circumstances change. If you apply after this time, by law you must not do any child-related work until you pass the Check. If the department issues you with a second Negative Notice, you cannot apply again for another five years.

Your manager and HR Business Partner will be in contact with you to discuss further. Continuing employment will be conditional upon maintaining a WWC Check where deemed a requirement of the role.

Q: Who can I speak to confidentially about this?

You can contact HR Assist on 9925 0600 and they will be able to refer you to your HR Business Partner.

Q: What if I have a volunteer WWC Check, can I provide that instead?

A volunteer check and employee check are not the same. If you have a volunteer check, you will need to apply for an employee check.

Q: What if I have a Police Check, can I provide that instead?

A Police check is different to a Working with Children Check and cannot be provided as a substitute. You will still need to apply for a WWC Check if it is a requirement of your role.

Q: When do I need to have my Working with Children check to HR by?

The implementation of this procedure is 31 May 2017 for all staff.

Q: Where can I get the WWC check?

You are able to go to any Australia Post outlet that provides the WWC Check Service.

Q: What Occupational field should I select?

Both 48 and 50 are acceptable.

Q: What if I don’t believe that I require this as part of my role?

Please speak to your manager in the first instance, who can then discuss with HR as required.

Q: Do I need to include the WWC Check as a requirement for a role in the Position Description and Job Advertisement?

Yes, from 12 December 2016 any new requests will need to have this included as a requirement of the role. Any new staff will be captured as part of this process from January 2017 onwards.

Q: What if I am employing an International Staff member who is on a visa? Do they need a WWC Check?

Yes, if they are in a role which has been identified as requiring a WWC Check, they can follow the process advised. Specific checks are performed by the department of immigration which can be found on their website.

Q: What if I don’t have RMIT listed as my employer on my WWC Card?

If RMIT is not listed as your employer please go online and update your employer as specified below:

Organisation Name: RMIT University – HR Assist
Postal Address: GPO Box 2476, MELBOURNE VIC 3001
Phone: 0399250600 (no spaces)

Q: Where can I go for further information?

More information can be found on the Working with children check website.

Working with Children Check Unit
Department of Justice & Regulation
GPO Box 1915
Melbourne VIC 3001

Customer Support Line: 1300 652 879
Hours of operation are 8:30am - 5pm weekdays (excluding public holidays)