Working With Children Check

At RMIT, we are committed to transforming the Student Experience and we consider all aspects of student life including providing a safe environment.

The fact that some of our students are under the age of 18 means that we as an organisation have additional obligations regarding the safety for this segment of our students population.

As a result of the introduction of the Child Safety Standards, which are applicable to all Victorian organisations, the Senior Executive has made the decision that from 1 January 2017, all Academic staff (including sessional staff), all VE staff and all student facing professional staff will be required to undertake an employee Working With Children Check (WWC check) as a condition of employment with RMIT University.

What do you need to do?

If you currently have a valid employee WWC Check:

  1. Please e-mail a scanned copy of your WWC Check card to HR Assist at hr.assist@rmit.edu.au. The team will then verify your WWC Check “employee” registration, record your number on the internal HR systems and file the scanned copy on your employee/personnel file.
  2. Before e-mailing a copy of your WWC Check, please ensure you have updated your WWC Check details online listing RMIT University as your sole or one of your employers. 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 Department of Justice and Regulation (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?

All continuing, fixed term and casual employees who require a WWC Check and commence work for RMIT after 30 April, 2017, will be required to pay for their own WWC Check.

Employees will be informed of this obligation as part of the recruitment process.

Working With Children Project – January – April 2017

Between January 1 and April 30, 2017, the Working With Children Project team distributed barcoded letters to eligible RMIT staff to process their WWC Check letters at eligible Australia Post outlets at no cost.

For those staff who received this individually addressed one-off letter, the barcode will be valid for processing up to December 31, 2017.

Please note that this letter is not transferable and can only be used by the addressed employee.

How do I know if I need a WWC check?

If you are unsure whether you need a WWC Check, contact your manager and they will confirm.

RMIT requires anyone who is working with students to have a WWC check. From 1 January 2017, RMIT requires all:

  • Academic staff (including sessional staff);
  • VE staff (including sessional teachers); and
  • Student facing professional staff

to have undertaken a WWC check as a condition of employment with RMIT University. This includes RMIT Training and RMIT childcare.

Human Resources can also provide advice and assist Heads of School to identify who would require a WWC check.

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

What happens when I pass or fail?

If the Department of Justice believes an applicant should not pass the WWC check, they will issue an interim negative notice to the staff member, informing them of:

  1. The intention to issue a negative notice.
  2. The reason for issuing an interim negative notice, including information about the person’s criminal record that has been considered their opportunity to make a submission to explain to the Department of Justice why they should pass the WWC Check. If a submission is not received within the required time, the staff member will automatically be issued with a negative notice.

RMIT, will also be advised that the staff member has received an interim negative notice and will be given a copy of the notice but will not be provided the details of staff member’s criminal record.

What if I am an existing employee and I refuse to undertake the WWC Check?

Ultimately employment is conditional upon undertaking a WWC Check for the groups outlined.

Do staff, who have had a Police Records check, have to undergo a WWC Check?

Yes, the WWC check is different to a police records check; you will still need to apply for a WWC check even if you have already had a police records check in the past.

Unlike a police check, the WWC check only considers some offences and is valid for five years (unless revoked). During this period, cardholders continue to be checked for new relevant offences or disciplinary findings by professional registration.

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.

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: 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 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: Can I use my current Victorian Institute of Teaching (VIT) Registration to comply to the Child Safety Standards?

Yes. We have updated the policy in June 2017, to allow current VIT Registration to be used as accreditation to comply to the Child Safety Standards.

Please note that the VIT Registration is renewed yearly and the onus will be on the registration holder to provide their updated details to HR Assist to ensure compliance.

If the VIT Registration is not renewed, the former holder will need to obtain an Employee WWC Check to ensure they are complying to the Child Safety Standards.

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

If you have worked as a casual for RMIT any time between 1 January 2016 and 30 April 2017 and are required to have a WWC Check, you will be able to seek reimbursement for the check.

If you commenced work as a casual employee for RMIT after April 30, 2017 and require a WWC Check, you will be required to pay for the check yourself.

Q: What if I already have a 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 WWC 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 from the Department of Justice and Regulation (DOJR). RMIT will also be notified of the outcome of your WWC Check application.

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 in order to engage in paid child-related work.

Q: Where can I get the WWC check?

You are able to go to any participating Australia Post outlets.

Q: When applying for the WWC Check, what Occupational field should I select?

Both 48 and 50 are acceptable.

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)