Mark Sueli
Tony Smith
Audit Directorate
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Planning and communication
Categorise status of school visitors
Establish level of check required
Verify status in ecpc
Retain records
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.
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.
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.
Most parents and close relatives are exempt
from needing to provide a WWCC number,
unless they:
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provide intimate personal care to children
with a disability;
work as part of a formal mentoring program.
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a spouse or de facto partner of the person
a child, step-child, sibling, step-sibling,
parent, step-parent, grandparent, stepgrandparent, 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.
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.
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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.
 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.
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.
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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.
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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.
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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.
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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.
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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.
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.
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 2012. Where the person is 18
years old or older, the person needs to hold a
valid WWCC clearance.
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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.
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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.
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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.