Record keeping

Keeping records is essential to demonstrate that you are complying with the WWC Act.

Your record keeping should include:

  • a list of all employees, volunteers and students identifying those engaged in child-related work with your organisation;
  • WWC Check application numbers (where applicable), WWC Card numbers and expiry dates for all your employees, volunteers and students in child-related work;
  • copies of WWC Cards for your all employees, volunteers and students who engage in child-related work;
  • all notifications received from the WWC Screening Unit;
  • copies of any WWC Card validations from the WWC Check website; and
  • any Interim Negative Notice(s) or Negative Notice(s) issued and the action taken by your organisation.

This information should be:

  • stored securely
  • remain confidential; and
  • updated regularly.

How to record WWC Check information

For employers, volunteer organisations and education providers the management of a WWC Card includes:

  • recording the progress of a WWC Check from an application to a final outcome;
  • recording the current WWC Card expiry date for each employee, volunteer or student and ensuring they renew their WWC Card before it expires;
  • removing an employee, volunteer or student from child-related work immediately if they have not renewed their WWC Card before it expired;
  • recording and validating WWC Cards for new employees, volunteers or students who have current WWC Cards from other child-related work they engage in;
  • completing the 'Register card holders' online form on this website for new employees, volunteers or students who have current WWC Cards from other child-related work they engage in. You can use the same form to advise the WWC Screening Unit of any employees, volunteer or students who are no longer working for your organisation;
  • updating your record keeping with changes to roles and exemptions;
  • checking the status of an application using the ‘Check WWC application status’ online service on this website;
  • checking the validity of all your employees, volunteers or students’ WWC Card periodically using the ‘Check WWC Card validity’ online service. Click here to visit the Check WWC Card validity page;
  • recording any updates and actions if an employee, volunteer or student is issued with an Interim Negative Notice or Negative Notice;
  • removing an employee, volunteer or student from child-related work immediately if they are issued with an Interim Negative Notice, Negative Notice or have withdrawn their application; and
  • documenting governance decisions about WWC Checks in your organisation. This might include committee minutes or management decisions.

The WWC Screening Unit recommends, where possible, to keep records in a centralised reportable list.
Here is an example of a record keeping spreadsheet which you can download and use.

How can you be sure a new employee, volunteer or student’s WWC Card is valid?

A person may already hold a current WWC Card when they start child-related work for your organisation. It is vital that you 'validate' a person’s WWC Card to ensure it is valid, as WWC Cards expire, WWC card holders can withdraw their application and the WWC Screening Unit can cancel WWC Cards in some situations. By using the ‘Check Card validity’ online service you will be able to confirm the WWC Card’s current validity. Click here to check if a person's WWC Card is valid.

How to validate a WWC Card:

  1. Visit the ‘Check Card validity page’ on this website.
  2. Enter the WWC Card number in the ‘Check the Validity’ box.
  3. Enter the WWC Card holder’s surname.
  4. Keep a copy of the outcome and file with your other record keeping documents. A 'valid' result means the WWC Card is current and the employee, volunteer or student can engage in child-related work. If you do not receive a 'valid' result please check the WWC Card number and surname you entered making sure this information is entered correctly and contact the WWC Screening Unit quoting the WWC Card number and surname.

Other strategies to safeguard children

A child protection policy, code of conduct and child-safe procedures and guidelines which reference the WWC Check will create awareness and also promote child-safety in your organisation. For more information about safeguarding strategies please read our Safer Organisations Safer Children booklet.

Page last updated25 November 2016