Management of WWCC
Working with Children - Third Parties
Supporting the University's commitment to creating and maintaining a child safe organisation (see the University's Child Safety Commitment), all staff, contractors, honorary appointments, and volunteers at La Trobe are required to obtain a valid Working with Children Check (WWC Check) (or such equivalent). This requirement applies to everyone even if the work, activity or service involved does not relate to children. Limited exceptions apply.
Details on the University's approach to Working with Children can be found in the University's Working with Children Policy.
Under the University's policy, there are actions associated with third parties who are engaged by the University. All persons engaged by the University should refer to the University's Working with Children Policy which outlines expectations and responsibilities. To assist our Volunteers, Contractors, Sub-contractors, Agency staff and other third parties to understand the University's requirement for a WWC Check, we have provided the information below. All queries regarding the WWC Check and the University's Working with Children Policy should be directed to the La Trobe contact who is responsible for engaging your service. Application for WWC Check can be lodge online at the Department of Justice and Regulation's Working with Children Check website.
To avoid receiving multiple requests for WWC Check information, third parties are required to inform their La Trobe contact of their previous engagement (within the past 6 months) with the University.
Who is considered a third party?
Anyone who has some form of engagement with the University apart from staff or visitors*
The term Third Party collectively refers to the following types of engagements:
- Directly appointed contractors*
- Agency staff
- Council member^
- Students representing the University (e.g. Student leaders, ambassadors etc)
* As defined in the University's Working with Children Policy.
^ Not otherwise engaged as Staff.
Which WWC Check is appropriate for me - Employee or Volunteer?
A Volunteer WWC Check is only applicable if the engagement is not for profit or gain (material or otherwise). The Employee WWC Check is valid for both paid and volunteer work. Note, it is an offence under the Working with Children Act to use Volunteer WWC Check for paid work.
What do I need to do to be compliant with the University's WWC Policy?
Under the University's Working with Children Policy it is a requirement for all individuals engaged* by the University (including third parties and volunteers) to have an appropriate, current, and valid WWC Check in place prior to commencing their engagement with the University.
Volunteers - To be compliant with the University policy:
- All volunteers engaged with La Trobe University must have, and continue to maintain a valid current Volunteer WWC Check.
- Add La Trobe University and the Department/School/Area contact details to their WWC Check Organisation Details with the Department of Justice and Regulation (see Who do I put in the Organisational Details section for my WWC Check for more information)
- All volunteers should register their WWC Check details (Name, WWC Check Card number, Card Expiry date and nominated contact details including phone and email) with the area who is engaging them prior to commencing their engagement.
- Carry their WWC Check Card at all times when attending the campus.
Contractors, sub-contractors and agency - To be compliant with the University policy:
- All employees, contractors, subcontractors and agents of the organisation who are engaged in work for La Trobe University must have, and continue to maintain at all times, a valid current Employee WWC Check.
- Inform their La Trobe contact if they have previously been engaged with the University in the last 6 months (please include name of Business Unit name).
- Where applicable, employees, contractors, sub-contractor and agents of the organisation must register their WWC Check details (Name, WWC Check Card number, Card Expiry date and nominated contact details including phone and email) with the area who is engaging them.
- Third Party Organisations engaged by the University will be required to maintain their own registry of individual compliance with the University’s WWC Policy by registering and verifying that all employees, contractors, sub-contractors and agents undertaking work for the University hold and maintain a valid current Employment WWC Check. This register is subject to audits by the University at its discretion.
- All employees, contractors, subcontractors and agents of the organisation who are engaged in work for La Trobe University must carry their WWC Check Card at all times when attending the campus.
The University through its compliance monitoring process may from time to time request third party staff and volunteers to present their WWC Check card as proof of their compliance with the University policy. Note, it is an offence to use a false WWC Check or a WWC Check belonging to another person.
Where an individual does not hold a current and valid WWC Card, the University may request that the individual provide their WWC Check application number (or evidence of the same) while the individual's application is being processed by the Department of Justice and Regulation (DoJR).
Engagement with the University will not commence until the individual's WWC Check has been approved and the University is notified.
For queries please consult the area you are engaged with for more details on compliance with the Working with Children Policy.
Staff and Business Units who are required to engaged a third party can access more information on internal processes (including with respect to registration) via the intranet.
Under the Working with Children Act, it is the individual's responsibilities to ensure their WWC Check information is correct. All individuals holding a valid current WWC Check card are required by the Act to notify the Department of Justice and Regulation on the relevant change of circumstances. This includes personal contact details and details of the individual's employer. For more information, please see the section entitled ‘Who do I put in the Organisational Details section of my WWC Check’ and visit the Victorian Government Working with Children Check website.
* As defined in the University's Working with Children Policy.
Who do I write in the "Organisational Details" section for my WWC Check online form?
Volunteer should enter "La Trobe University" and the name of the School/Department/Business Unit/Area in which they are a volunteer.
For example, a Volunteer for La Trobe International should input the following information:
Organisation name: La Trobe University - La Trobe International
Postal Address: Plenty Road and Kingsbury Drive, Bundoora VIC 3086
Phone: 0394791199 (no space).
If you are engaged in multiple capacities with the University, each engagement should appear as a separate entry in your application and or MyCheck portal.
Contractors, sub-contractors and other third parties
For third party staff, contractors, subcontractors and agents of third party organisations engaged with the University, please speak with your employing organisation for the most appropriate entity to list as your employer or seek advice from the individual or the manager of the business unit who engaged you.
Who do I need to provide my WWC Check information or Form to?
The individual or the manager of the business unit who engages you is responsible for collecting and processing your WWC Check.
Where can I get more information on La Trobe and the WWC Check?
The individual or the manager of the business unit who engages you is responsible for providing you with the information and forms you need. All queries should be directed to these individuals in the first instance.
Can I apply for an exemption from holding a WWC Check?
The University has a provision for granting exemption from holding a current and valid WWC Check. There are strict conditions associated with the exemption. Further information is available in the Exemption from Working with Children Check page. Should you wish to apply for an exemption please speak with your La Trobe contact prior to submitting the request.
Privacy collection notice
La Trobe respects the privacy of your personal information. The information we are collecting is for the purpose of managing compliance with the University Working with Children Policy, applicable Working with Children legislation and the Child Wellbeing and Safety Act 2005 (VIC). We will only use your information for this purpose. If your personal information is not provided to us then you will not be able to commence your engagement with the University. You may have the right to access the personal information we hold about you subject to any exemptions in relevant laws, by contacting us at firstname.lastname@example.org.