A volunteer WWC clearance/card cannot be used for the purpose of paid employment or engagement and is therefore not a WWC clearance for the purpose of this Procedure.

A person who holds a valid volunteer WWC clearance/card must obtain an employee WWC clearance/card to engage in paid employment or paid activities, and to comply with this Procedure.

To lodge a WWC application please visit www.workingwithchildren.vic.gov.au.  It is the responsibility of each employee, contractor or volunteer to apply for, and obtain the appropriate WWC clearance.

The University will allow reasonable time for employees to obtain or renew their WWC clearance/card during their normal paid hours of work.

The Department of Justice and Community Safety assesses and processes applications or renewals and issues the appropriate notice and WWC check in accordance with the Worker Screening Act 2020 (Vic) and Worker Screening Regulations 2021 (Vic).

To strengthen child safety, changes effective February 2026 require all current employees, contractors, and volunteers to hold an appropriate WWC clearance.  Volunteers receive WWC checks and renewals free of charge.  For paid employees, the University will reimburse employees for the cost of the first WWC check; any subsequent renewals or new applications must be funded by the individual.  Contractors are responsible for the cost of their own WWC check.  All staff must hold a current and valid WWC clearance by 30 June 2026.

Once an application or renewal is processed by the Department of Justice and Community Safety, a WWC clearance/card or an interim WWC exclusion or WWC exclusion will be issued to the individual, with a copy to the organisation listed where the work is to be performed.  Employees nominating the University as their employer should use the pc@federation.edu.au email address when completing the application.

All contractors are required to provide their valid WWC clearance/card to their Federation point of contact prior to commencement.

Employees, contractors and volunteers are also encouraged to add the WWC card to a digital wallet on their phone, so it can easily be provided when required for work.

Where an interim WWC exclusion or WWC exclusion is issued:

Employees, contractors or volunteers who do not present a current WWC clearance/card prior to commencing employment or engagement must not start work.

Any person who presents an interim WWC exclusion must not commence employment or engagement until they present a current and valid WWC clearance/card or as otherwise directed by People and Culture on advice from the Child Safety Officer.

Once employed or engaged, individuals are required to disclose any changes to their circumstances on an ongoing basis, as outlined in the Disclosure during period of employment/engagement section in this procedure.

If an individual no longer holds a valid WWC clearance/card during their employment or engagement, they may be stood down until the matter is resolved, which may result in termination of employment or engagement.

A WWC check is valid for a period of five years, as prescribed in the Worker Screening Act 2020 (Vic).  Employees, contractors or volunteers cannot perform any work once their WWC clearance/card has expired.

A WWC clearance/card is transferable between positions, employers, or other engagement arrangements within the valid five-year period.

The Department of Justice and Community Safety receives information from other law enforcement authorities.  Any new relevant charge(s) or conviction(s) will result in a re-assessment of the WWC check as per the Worker Screening Act 2020 (Vic).

If an employee, contractor or volunteer is notified by the Department of Justice and Community Safety that their WWC check is to be re-assessed, they must notify their relevant Executive Dean or Director, in writing within seven days.

The notified employee, contractor or volunteer may be temporarily withdrawn from all work, and if withdrawn cannot resume work until such time as the re-assessment process is completed and issued with a valid WWC clearance/check.  The employee, contractor or volunteer is responsible for organising and paying for any re-assessment of their WWC check.

Where the Executive Dean or Director determines that the employee, contractor or volunteer should not be re-engaged:

Where an existing employee, contractor or volunteer fails to comply with obtaining a WWC check or receives an interim WWC exclusion or WWC exclusion after a WWC check has been conducted, the University may take any of the following actions:

If an interim WWC exclusion or WWC exclusion is issued, the employee, contractor or volunteer has the review rights described in the Worker Screening Act 2020 (Vic).  

The employee, contractor or volunteer must not be engaged in any work during the review period.

It is the responsibility of the WWC holder to ensure their check remains current at all times.  Service Victoria will typically notify WWC check holders that their check is expiring around four weeks prior to expiry to allow time for renewal.  Workday will also alert holders 10 days before their WWC check is due to expire.

The cost of renewal is the responsibility of the employee, contractor or volunteer.

An employee, contractor or volunteer must advise their Executive Dean or Director in writing of any change of circumstances within seven days.  This includes, but is not limited to:

All WWC clearance/card holders are required to notify the Department of Justice and Community Safety within 21 days of any change of circumstance, as outlined in Sections 72 and 73 of the Worker Screening Act 2020 (Vic), including, but not limited to, personal details, employer, or volunteer organisation.  Failure to do so may result in criminal penalties.