Management of Working with Children Checks (WWCC)

As a child safe organisation, the University's policy requires all staff to hold a current valid Working with Children Check.

Supporting the University's commitment to creating and maintaining a child safe organisation, the University's Working with Children Policy, requires employees and some non-staff, including third parties, to obtain a current valid Working with Children Check.

There is a provision for granting exemption from holding a current and valid WWC Check however there are strict conditions associated with the exemption. Further information is available at 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.

The onboarding of staff will be managed directly by Human Resources.

The onboarding non-staff is summarised in the table below.

La Trobe University 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.

It is recommended that arrangements for WWC Check be completed as soon as possible to minimise the delay in onboarding of your organisation or your employee.

Engagement with the University will not commence until the University is satisfied that the individual's WWC Check has been approved.

Frequently Asked Questions

Anyone who has some form of engagement with the University apart from staff or visitors.

The term non-staff collectively refers to the following types of engagements:

  • Contractor (including Directly appointed contractor)
  • Sub-Contractor
  • Agency staff
  • Volunteer
  • Tenant
  • Council member^
  • Students representing the University (e.g. Student leaders, ambassadors etc)
  • Research partner
  • Teaching partner

^ Not otherwise engaged as Staff.

Third party Teaching

All domestic partners delivering La Trobe University undergraduate program are required to have their staff (includes contractors, subcontractors and agents) who have direct intentional interaction with La Trobe undergraduate students to hold a WWC Check.

Domestic partners teaching only postgraduate program are exempt from the requirement to have their staff hold a WWC Check unless the program involves Child Related Activities.

* Intentional interaction is defined as interaction that is planned or premeditated.

Research Partner

WWC Check is required for research partners/collaborators where:

  • the research project is led (or sub-contracted to be lead) by La Trobe University, and
  • involves Child Related Activities.

The leader of the research project is responsible for ensuring the project and its participants/collaborators are compliant.

There are two types of WWCC checks available

  1. Volunteer WWC Check. Can only be use for engagement that is not for profit or gain (material or otherwise).
  2. Employee WWC Check. Valid for both paid and volunteer work.

Note: It is an offence under the Worker Screening Act 2020 (Vic) to use Volunteer WWC Check for paid work.

  • Have an appropriate, current, and valid WWC Check in place prior to commencing your engagement with the University.
  • Carry your WWC Check Card at all times when attending the campus.
  • Ensure your WWC Check information with the Department of Justice and Community Safety (DoJCS)  is correct.
  • Provide WWC Check information to the relevant business unit (if required, see Summary Table below).
  • Maintain your own WWC Check Registry (if required, see Summary Table below)
  • Notify La Trobe as soon as possible if there is a change in the status of your WWC Check (no later than 7 days of a Notice being issued by DoJCS).
  • Present your WWC Check card as proof of your compliance if requested (as part of the University's compliance monitoring process).


Use the name of the School/Department/Business Unit/Area in which they are a volunteer and append that with La Trobe University.

For example, a volunteer for La Trobe International:
Organisation name: La Trobe International - La Trobe University
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 in the MyCheck portal.

Once your engagement with the University is completed. You should delete La Trobe University from your WWC Check.

Third party partners, research partners, contractors, sub-contractors and agents

Contractors* and other third parties should list their employer details in the Organisation Details section of their WWC Check online form.

*Sole Traders do not use La Trobe University in your Organisation Details, you should list your own business details.


CONAGOTH will require the individual to have both their Employer details and La Trobe University in their Organisation Details section of their WWC Check online form. For La Trobe University, use:

Organisation name: La Trobe University - HR Assist
Postal Address: Plenty Road and Kingsbury Drive, Bundoora VIC 3086
Phone: 0394791234 (no space).

The individual or the manager of the business unit who engages you is responsible for collecting and processing your 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.

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