How To Track Staff Working With Children Check Compliance

By David Rigbye April 12, 2023

A Working With Children Check (WWCC) is a screening process in Australia that aims to protect children from harm by assessing a person’s criminal history and identifying any relevant professional conduct concerns. It is mandatory for anyone who works or volunteers in child-related work, including those who work or volunteer with children in a paid or unpaid capacity.

By tracking WWCC compliance amongst staff, employers can ensure that all individuals who have contact with children have undergone this check and are authorised to work with children. This helps to create a safe and secure environment for children and provides peace of mind for parents and caregivers.

Tracking staff WWCC compliance can be difficult for larger organizations due to the sheer number of employees. However, in this article, we will give you the skills and knowledge necessary to manage this process effectively. 

How to track staff WWCC compliance

There are several methods used to track compliance with the Working with Children Check (WWCC) in Australia. Here are some common methods:

Consult the WWCC database

Consulting the WWCC database is an effective way to track staff compliance with the WWCC in Australia. Here’s how it works:

  • The WWCC database provides a quick and easy way for employers and volunteer organizations to verify that their staff members have a valid WWCC. By checking the database, they can ensure that all staff members who work with children have undergone the necessary checks and have been issued a WWCC.
  • The WWCC database is constantly updated with new information, such as the expiry date of a staff member’s WWCC or any changes to their status. This means that employers and volunteer organizations can receive real-time updates about their staff members’ compliance status.
  • By checking the WWCC database, employers and volunteer organizations demonstrate a commitment to ensuring the safety of children in their care. They are held accountable for ensuring that all staff members who work with children have a valid WWCC and are complying with the requirements.
  • Employers and volunteer organizations can protect themselves from liability by regularly checking the WWCC database. If a staff member who is not compliant with the WWCC requirements is found to have caused harm to a child, the organization may be held liable for failing to take appropriate measures to ensure the child’s safety.

Create records for cards or certificates

Creating records for cards or certificates can be an effective way to track staff WWCC compliance, as it provides a clear and easy-to-use system for employers and volunteer organizations to monitor their staff’s compliance and ensure that they are meeting their legal obligations.

  • Staff who have been issued a card or certificate as proof of their WWCC compliance can easily be identified by their employer or volunteer organization.
  • Having a physical card or certificate can serve as a visual reminder to staff and volunteers of their compliance status and the importance of maintaining their WWCC.
  • If cards or certificates have an expiry date, it can help to remind staff and their employers when it’s time to renew their WWCC.
  • Employers and volunteer organizations can keep a record of staff members’ WWCC details and expiry dates, which can help them stay on top of compliance requirements and ensure that their staff are always eligible to work with children.
  • If a compliance audit is conducted by the relevant authorities, employers and volunteer organizations can easily provide evidence of their staff members’ WWCC compliance by producing their cards or certificates or providing details of their WWCC records.

Conduct ongoing checks

Conducting ongoing checks is an important way to ensure that staff with a WWCC remain compliant and eligible to work with children. Here are some ways that ongoing checks help to track staff WWCC compliance:

  • Ongoing checks allow authorities to monitor individuals with a WWCC for any new criminal charges or convictions. This ensures that individuals who have been charged with a disqualifying offence are identified as soon as possible and their WWCC can be revoked, preventing them from working with children.
  • A staff member’s eligibility to work with children may change over time due to factors such as changes in their criminal record or other personal circumstances. Ongoing checks allow authorities to monitor these changes and ensure that staff with a WWCC remain eligible to work with children.
  • The knowledge that ongoing checks are conducted can serve as a deterrent to staff who may be considering engaging in inappropriate behaviour with children. This encourages compliance with WWCC requirements and helps to protect the safety of children.
  • Ongoing checks help to ensure that the WWCC database is up-to-date and accurate. Staff members who are no longer eligible to work with children can have their WWCC revoked, while new staff members can be added to the database once their WWCC application is approved.

Perform regular renewals

Requiring individuals to regularly renew their WWCC is one method used to track staff compliance with the WWCC in Australia. Here’s how regular renewals can help track compliance:

  • Requiring individuals to regularly renew their WWCC helps to ensure that they remain eligible to work with children. This encourages ongoing compliance and helps to prevent individuals with a history of child-related offences from slipping through the cracks.
  • When individuals apply to renew their WWCC, they must provide updated personal and criminal history information. This provides a regular opportunity for the relevant authorities to conduct checks and ensure that the individual remains eligible to work with children.
  • If an individual’s criminal history or personal circumstances change, this may be flagged during the renewal process. This provides an opportunity for the authorities to reassess the individual’s eligibility to work with children and take appropriate action if necessary.
  • In some states or territories, individuals with a WWCC are subject to ongoing monitoring. Requiring regular renewals provides an opportunity for this monitoring to take place and ensures that the authorities are aware of any changes in an individual’s circumstances.

Spread awareness of penalties for non-compliance

Employers and volunteer organizations can use the awareness of penalties for non-compliance as a tool for tracking staff WWCC compliance. By clearly communicating the requirements for obtaining and maintaining a WWCC, and the potential consequences of non-compliance, organizations can encourage staff and volunteers to provide evidence of their compliance.

For example, an organization may include a requirement for a valid WWCC in their employment or volunteer agreements, and may request regular updates on the status of staff and volunteer compliance. By using this approach, organizations can ensure that they are fully compliant with the relevant laws and regulations, and that they are providing a safe environment for children.

It’s important for employers and volunteer organizations to stay up-to-date with the requirements for WWCC compliance in their state or territory and to regularly check the WWCC database to ensure that their staff and volunteers remain eligible to work with children.

Where can I find out more about staff WWCC compliance in Australia?

If you would like to find out more about staff WWCC compliance in Australia, there are several resources that can provide you with detailed information. Here are a few options:

Each website provides information on the process for obtaining a Working with Children Check, and information for employers and volunteer organizations on how to verify an individual’s WWCC status. It’s important to note that the requirements and processes for WWCCs may differ slightly between states and territories, so be sure to consult the relevant website for your location for the most up-to-date information.

How does Operandio help with tracking staff WWCC certificates compliance?

Operandio is software that has all the features you need to effectively and reliably track staff WWCC certificate compliance, including;

  • The ability to delegate important tasks to staff that ensure that everyone has a valid WWCC
  • Progress tracker so you can be sure that tasks are completed on time and important deadlines are being met to maintain your compliance with state and federal regulations
  • Extensive knowledge base so everyone understands what they need for a valid WWCC
  • Procedure storage that makes updates simple
  • Messaging services that allow for streamlined communication and feedback

Request a demo for Operandio today!