Human Resources Manager

3. Legislative Framework
This Procedure supports compliance with:

• Victorian Worker Screening Act 2020
• Worker Screening Regulations 2021 (Vic)
• Victorian Child Safe Standards
• Mandatory reporting obligations under Victorian law

To establish mandatory requirements for Working With Children Checks (WWCC) to ensure compliance with Victorian legislation and uphold MST and Eastern’s commitment to child-safe environments in accordance with the Child Protection Policy and Code of Conduct.

5. WWCC Requirements
5.1 General Requirement
All domestic staff, casuals and volunteers must:

• Hold a current and valid WWCC (Employee type unless volunteer);
• Provide evidence prior to commencement of duties;
• Maintain currency throughout their engagement;
• Notify Human Resources immediately of any status change.

No person may commence duties until verification is complete.

5.2 Volunteer WWCC Checks

• Volunteer WWCCs are free under Victorian legislation
• A Volunteer WWCC must not be used for paid work.
• If a volunteer transitions into a paid role, they must obtain an Employee WWCC prior to commencement.

6. Cost and Reimbursement Framework
6.1 Current Staff
The College will reimburse the cost of a staff member’s first WWCC check only.

• Reimbursement must be claimed through the College reimbursement form;
• The cost will be charged to the relevant department budget;
• Proof of payment must be provided.

All subsequent renewals or new applications are the responsibility of the individual.

6.2 New Staff
New domestic staff are responsible for the cost of obtaining their WWCC prior to commencement.

6.3 Casuals

• Casuals’ adjuncts and sessional are responsible for the cost of obtaining and maintaining their employee WWCC.
• Casual general staff will also need obtain an employee WWCC however for those with less than 6 hours per week of casual work will be reimbursed 50% of the cost of an employee WWCC.

6.4 Volunteers
Volunteer WWCC checks and renewals are free of charge.

7. Application, Verification and Recordkeeping
7.1 Application
Individuals must apply for a WWCC through the official Victorian Government portal and ensure the correct category (employee or volunteer) is selected.

7.2 Verification
Prior to commencement:

• Human Resources verifies the WWCC clearance;
• Details are recorded in the central WWCC register;
• Clearance must be confirmed before duties begin.

Individuals may be required to present their WWCC card (physical or digital) upon request.

7.3 Recordkeeping
Human Resources will maintain records of:

• WWCC clearance number;
• Expiry date;
• Type (employee or volunteer);
• Verification date;
• Exemption evidence (if applicable).

8. Validity, Monitoring and Renewal

• A WWCC is generally valid for up to five (5) years.
• Renewal must occur prior to expiry.
• Human Resources will monitor expiry dates and provide reminders.

It remains the responsibility of the individual to ensure their WWCC remains current.

9. Changes in Circumstances
All domestic staff, casuals and volunteers must notify Human Resources within seven (7) days of:

• Expiry of WWCC;
• Suspension, interim exclusion or negative notice;
• Change from volunteer to paid role;
• Relevant changes that may affect WWCC status.

10. Work Restrictions
No person may:

• Commence duties without a valid WWCC (or lawful exemption);
• Continue duties if their WWCC has expired, been suspended or revoked;
• Perform child-related work while subject to an interim exclusion.

11. Non-Compliance
Failure to comply with this Procedure may result in:

• Immediate removal from duties;
• Suspension or reassignment;
• Termination of engagement;
• Reporting to authorities where required.

12. Responsibilities

13. Review Rights
Individuals subject to an interim exclusion or negative notice may access review rights under Victorian legislation.

During this period, they must not undertake child-related work.

14. Review Cycle
This Procedure will be reviewed:

• Every three (3) years;
• Following legislative or regulatory change;
• After audits or incidents;
• As directed by governance bodies.