Registered organisations must ensure their employees and volunteers with a Working with Children Check submit a new application before their current one expires.
You can manage the renewal process by following these steps in your organisation portal.
- Step 1
Update your users
On the user management page, a site administrator can:
- add new users
- de-activate users who have left the organisation
- change a user’s role and associated permissions
- update user contact details.
- Step 2
Review your organisation’s registered interests
Any user can search through the 'WWCC registration of interest', or the 'search my role' pages to review the organisation’s registered interests.
Anyone working in a prescribed position must have a registered interest.
Deregister former employees and volunteers or those people no longer working in a prescribed position.
- Step 3
Register an interest manually
If a new employee or volunteer already has a Working with Children Check, your organisation can register an interest in them manually.
Any organisation portal user can do this through the ‘register your interest – search’ section at the bottom of the WWCC registration of interest page.
You'll need the employee’s:
- full name (that was provided on the application)
- date of birth
- Screening Reference Number (SRN).
- Step 4
Start an application
Before starting an application on behalf of an employee or volunteer:
- ask if they have already had an application started for them, or if they have started one themselves.
- decide who will pay for the check. You can elect to pay, or require the employee to pay for their own. The applicant type determines the fee payable.
From the organisation portal homepage, a requesting officer can select new application.
- Complete all mandatory fields. Details can't be changed after the application is started.
- For renewals, select ‘continuation of work’.
- The reference number field isn't mandatory. You may use this to record the person’s employee/HR number
Once an application is started the employee or volunteer will receive an email asking them to complete an online form. They must complete this form to submit the application.
Your employee doesn't need a General Probity or Vulnerable Person Related Employment check if you're applying for a Working with Children Check.
- Step 5
Verify an employee's identity
When you start an application on behalf of your employees or volunteers, as they complete the online form, they will have three options to verify their identity.
- online verification
- Requesting organisation verification
- Print and seek verification (manual, paper-based option).
Identity can be verified by a range of people, including certain people within your organisation.
Employers are encouraged to nominate at least one verifying officer in the portal. Verifying your employee or volunteer identity can help ensure an application is submitted in a timely manner.
A site administrator can also limit the identity verification options available to your employees and volunteers through the organisation details page.
Once an application is received, most applications are completed within four weeks. The Screening Unit will notify the requesting officer of the outcome of the check by email.
