Type: Policy
Classification: Operational
Policy Number: SCS2025015
Released: 2 May 2025
Review Date: 2 May 2028
Rescinds/Replaces: HR201817-1.0
Sydney Catholic Schools (SCS) is dedicated to upholding the values and practices that create safe and supportive learning environments for all students entrusted to our care. Ensuring we have child safe communities goes to the heart of our faith and core purpose.
The Working With Children Check (WWCC) is an important part of SCS’ screening process to prevent people who pose a risk to the safety, welfare and wellbeing of children from being employed or engaged in work with children. SCS complies with the Child Protection (Working with Children) Act 2012 (NSW) and the Child Protection (Working with Children) Regulations 2013 (NSW) (WWCC Legislation). In addition, as part of our commitment to ensure the safety of our students, SCS takes a risk-based approach to requiring people to hold a WWCC clearance who may not be required to do so under the WWCC Legislation.
This Policy outlines the requirement to have a WWCC clearance at SCS and the responsibility for verifying the WWCC clearance. It also outlines the requirements for Visitors where a WWCC clearance is not required.
While WWCCs are a vital part of ensuring child-safe communities, they are just one measure within a broader framework of safeguarding practices. These checks do not replace the need for ongoing vigilance, appropriate supervision, and robust risk management when engaging contractors, volunteers and other individuals working with, or around, children.
This Policy applies to all employees of SCS (Employees). It also applies to Contractors (as defined in section 5 below), volunteers, clergy and members of a religious order, pre-service teachers completing professional experience placement, board and committee members and other visitors (collectively Visitors).
3.1
The WWCC is administered by the NSW Office of the Children’s Guardian (OCG) in accordance with the WWCC Legislation. Under the WWCC Legislation, a WWCC is a prerequisite for anyone employed or engaged in child-related work or a child-related role.
3.2
Child-related work means work that involves direct contact with a child or children, where that contact is a usual part of, and more than incidental to, the work.
3.3
Child-related roles are roles defined as such in WWCC Legislation. Examples include:
- Work providing private coaching or tuition to children
- Work providing transport services for children, including school bus services
- The role of a cleaner providing cleaning services at a school
- The role of Priest and other roles in religious organisations whose activities primarily relate to children
- Work as a coach or team manager, or an assistant coach or assistant team manager, for a sport or activity for children
- Work in education and care services and child care centres
- The role of a worker providing ongoing counselling, mentoring or distance education for children using any form of communication that does not primarily involve direct contact, and
- SCS’ head of organisation (Executive Director).
3.4
Under the Teacher Accreditation Act 2004 (NSW), a teacher must have a WWCC clearance to be accredited to teach in a school in NSW.
3.5
SCS requires all Employees, and all Visitors engaged in child-related work or in a child-related role, to hold a verified WWCC clearance.
3.6
This Policy mandates that certain categories of Visitors who may not be engaged in child-related work or in a child-related role must nevertheless hold a verified WWCC clearance.
3.7
This Policy also gives Principals, Directors and Managers the discretion to require other Visitors to hold a verified WWCC clearance as a reasonable risk-based measure to protect children and young people from harm. The WWCC Risk Assessment Tool has been developed to help assess whether a WWCC clearance is a reasonable control measure.
3.8
P&C Services is available to provide general advice to Principals, Directors and Managers about whether a WWCC clearance is required or reasonably recommended for any particular role. More complex queries will be escalated to the Child Safety (CS) team. The Director: Governance & Legal and Manager: Child Safety each have the discretion to decide if a WWCC clearance is required or reasonably recommended for a particular role.
3.9
It is the responsibility of Employees and Visitors required by this Policy to hold a WWCC clearance to obtain and maintain that WWCC clearance. An application for a WWCC is made online with the OCG and then an application number is issued. A WWCC clearance is granted when the OCG provides the applicant with a WWCC number. For the purposes of this Policy, a WWCC clearance means a valid WWCC number that has been issued by the OCG. An application number is not a WWCC clearance under this Policy.
3.10
There are two types of WWCC – for paid work and volunteers. An application fee is payable by the applicant for a WWCC for paid work and the WWCC number will end with an “E”. A WWCC is free for volunteers and the WWCC number will end with a “V”. This Policy sets out whether a WWCC for paid work or volunteers is required.
3.11
A WWCC clearance is valid for five years. Employees and Visitors are responsible for renewing their WWCC before it expires. If their WWCC clearance has been verified by SCS and they continue to be a Visitor, they must notify P&C Services that their WWCC clearance has been renewed before the expiry date.
3.12
When it is stated in this Policy that a WWCC clearance must be verified by SCS, this means the WWCC clearance has been verified in accordance with section 13 of this Policy. Where the verification outcome is that a person’s WWCC is not cleared, the person cannot be employed or engaged by, volunteer for, or visit SCS.
3.13
Where a verified WWCC clearance is required by or in accordance with this Policy, the WWCC clearance must be verified before work or delivery of services commences. Where SCS’ School-led Induction Process or SCS’ Safe School Expectations Organisation Undertaking is required by or in accordance with this Policy, this must be completed before volunteering commences, the Visitor attends the school site or the excursion occurs.
4.1
SCS requires all Employees to have a WWCC clearance (for paid work) verified by SCS before commencing employment with SCS. This means all ongoing, temporary and casual employees.
4.2
Offers of employment will be subject to a WWCC clearance (for paid work) and continuing employment with SCS will be conditional on maintaining a WWCC clearance.
5.1
For the purposes of this Policy, Contractors means:
- third parties who provide services to SCS under an agreement, and SCS pays for those services. This includes sub-contractors and workers employed or engaged by the third parties;
- third parties who use a part of a school’s premises such as:
» sub-licensees who have entered into a sub-licence deed with SCS,
» licensees who have entered into a licence deed with SCS, or
» hirees who have entered into a hiring agreement with SCS to use school premises.
5.2
SCS requires the following Contractors to have a WWCC clearance (for paid work) verified by SCS:
- All engaged in child-related work or a child-related role.
- All canteen workers in an SCS school.
- All uniform shop workers in an SCS school.
- All coaches, tutors and instructors, whether providing services personally or through a service provider, or directly paid by a student’s parent or carer. This includes, but is not limited to, sports and chess coaches, dance instructors, and music, language, coding and homework tutors, whether in person or online.
- All school counsellors engaged by CatholicCare.
- All allied health professionals working with students in a school, including psychologists and counsellors who are not engaged by CatholicCare or employed by SCS, whether in person or online.
Other child-related roles
5.3
Workers in education and care services, bus drivers transporting children and cleaners in schools are child-related roles. SCS requires the following Contractors to have a WWCC clearance (for paid work):
- All workers employed, or engaged in, outside of school hours care (OSHC) services and early learning centres (ELCs) run on SCS premises, verified by the OSHC and ELC service provider
- All bus drivers transporting SCS students, verified by the bus company
- All cleaners in SCS schools (including sub-contracted cleaners), verified by the cleaning contractor
5.4
Bus drivers and cleaners who are self-employed must have their WWCC clearance verified by SCS.
5.5
Principals have the discretion to require bus drivers and cleaners who regularly work at their school to hold a WWCC clearance (for paid work) verified by SCS if it is a reasonable risk-based measure assessed using the WWCC Risk Assessment Tool.
Tradespeople
5.6
Tradespeople who are engaged (or have their contract renewed) by SCS as a preferred supplier after the implementation of this Policy are required to have a WWCC clearance (for paid work). The principal Contractor is required to provide an undertaking and declare that their direct employees and subcontractors have a verified WWCC clearance.
5.7
For tradespeople engaged directly by a school, a WWCC clearance (for paid work) verified by SCS is required unless the tradesperson will have only incidental contact with children, is supervised while on the school site or works in a secure part of the school that students are not permitted to access.
5.8
Tradespeople engaged for emergency work are not required to have a WWCC clearance provided they are supervised while students are on the school site.
5.9
Principals have the discretion to require tradespeople who regularly come onto their school site to hold a WWCC clearance (for paid work) verified by SCS if it is a reasonable risk-based measure assessed using the WWCC Risk Assessment Tool.
6.1
All volunteers are required to hold a WWCC clearance (for volunteer work) if they are engaged in child-related work.
6.2
Under the WWCC Legislation, parents and close relatives may be exempt from holding a valid WWCC clearance for volunteering in their child’s school. There are however several exceptions to this under the WWCC Legislation. To ensure compliance with the WWCC Legislation and taking a risk-based approach, SCS requires volunteers (including parents and close relatives of a child at a school) to hold a WWCC clearance verified by SCS if they are:
- providing personal care for a student with disability,
- participating in a formal mentoring program,
- working in a school canteen or uniform shop,
- a coach or team manager, or an assistant coach or assistant team manager, or referee for a sport or activity for children
- participating in a team or activity in which their child does not participate
- participating at an overnight camp for students, or
- appointed as a Duke of Edinburgh assessor.
6.3
Principals, Directors and Managers have the discretion to require other volunteers to hold a WWCC clearance (for volunteers) verified by SCS if it is a reasonable risk-based measure assessed using the WWCC Risk Assessment Tool.
6.4
Any volunteer (including parents and close relatives of a child at a school) not required to have a WWCC clearance verified by SCS must complete SCS’ School-led Induction Process prior to volunteering.
7.1
Religious are required to hold a WWCC clearance verified by SCS if they are engaged in child-related work or a child-related role. If SCS pays a stipend, the WWCC must be for paid work.
7.2
Principals must ensure that the Parish Priest and other Religious who have an active role in their school hold a WWCC verified by SCS.
All pre-service teachers completing a professional experience placement in a SCS school and other practicum students are required to have a WWCC clearance (for volunteer work) verified by SCS.
9.1
Children under 18 years of age engaged in child-related work or a child-related role are not required to have a WWCC clearance. They can apply for a WWCC clearance from the age of 17 years and 9 months, and are encouraged to do so.
9.2
Any child employed in child-related work or a child-related role must complete SCS’ WWCC Verification Process (see section 13 below). They must enter a nominal WWCC Number of “WWC0000018E” when registering for the first time if they do not hold a WWCC clearance.
9.3
Adults supervising SCS school students participating in work experience placement or practical training are not required to have a WWCC clearance.
Taking a risk-based approach, board and committee members are required to have a verified WWCC clearance (for paid work if paid; for volunteers if unpaid).
11.1
Other visitors engaged in child-related work must have a WWCC clearance if engaged in child-related work or a child-related role.
11.2
Parents, carers and relatives of students who are visiting a school but are not working as a volunteer or contractor (for example, attending a sports carnival as a spectator) are not required to have a WWCC clearance.
11.3
HSC Presiding Officers and Supervisors are required to have a WWCC clearance verified by SCS.
11.4
Visiting speakers, adjudicators, performers, or other similar visitors for a one-off occasion are not required to have a WWCC clearance. It is expected that these visitors are not left alone with any student.
11.5
Utility company workers (such as meter readers) are not required to have a WWCC clearance. It is recommended that these visitors are supervised while on site.
11.6
Principals, Directors and Managers have the discretion to require other visitors to hold a WWCC clearance verified by SCS or to complete SCS’ School-led Induction Process (see section 13 below) if it is a reasonable risk-based measure assessed using the WWCC Risk Assessment Tool.
12.1
For excursions with child-related organisations, the organisation is required to complete SCS’ Safe School Expectations Organisation Undertaking which includes a declaration that any employee or worker providing assistance to the attending student group and/or delivering a program, performance or activities during the excursion has a WWCC clearance verified by the organisation.
12.2
For excursions with non-child-related organisations, the organisation is required to complete SCS’ Safe School Expectations Organisation Undertaking which includes a declaration that any employee or worker providing assistance to the attending student group and/or delivering a program, performance or activities during the excursion has been inducted in child-safe practices.
13.1
SCS’ WWCC Verification Process includes the following elements:
- Child safety induction presentation (web-based),
- Safe School Expectations Undertaking (web-based), and
- Verification of WWCC clearance by P&C Services in accordance with the Engaging Contractors & Volunteers in Child Related Work Procedures.
13.2
SCS’ School-led Induction Process includes the following elements:
- Child safety induction presentation, and
- Safe School Expectations Undertaking (paper-based).
The paper-based Safe School Expectations Undertaking must be stored securely at the school
13.3
The table below summarises responsibilities in relation to the verification of WWCC clearances:
Click here to view the larger table.
13.4
If an exceptional circumstance arises where there is a need to consider an exemption, the matter is to be referred to the Director: Governance & Legal. The Director: Governance & Legal (or delegate) will consider the matter and may exempt a person required under this Policy to have a WWCC clearance verified by SCS. The exemption may be temporary or ongoing and must be recorded in writing and shared with P&C Services. Additional measures will be required to manage risk. However, no exemption can be granted for a person engaged in child-related work or in a child-related role.
13.5
The records pertaining to WWCCs will be securely stored and managed in accordance with the Privacy Act 1988 and the SCS Privacy Policy.
13.6
Where this Policy is a change from SCS’ previous position in relation to the verification of Contractors’ WWCC clearances, and a Contractor entered into an agreement with an SCS school or SCS prior to the enactment of this Policy, they do not require a WWCC verification by SCS in accordance with this Policy (unless agreed otherwise). This only applies to the verification of WWCC clearances by SCS and does not exempt any Contractor engaged in child-related work or a child-related role from the requirement to hold a WWCC clearance.
14.1
A WWCC clearance is subject to ongoing monitoring by the OCG during its five-year term. If the OCG informs an Employee or Visitor of their intention to conduct a risk assessment on their WWCC, the Employee or Visitor must immediately inform their Principal, Director or Manager, and P&C.
14.2
The CS team will conduct a risk assessment to assess whether the Employee or Visitor can continue to work for SCS while the OCG’s risk assessment is being undertaken. The Employee or Visitor’s IT access (if applicable) may be suspended.
15.1
Employees and Visitors are responsible for holding an active WWCC clearance in accordance with the Policy. An Employee or Visitor may cease to hold a WWCC clearance during their employment or engagement with SCS because it expires or the OCG issues a bar or interim bar or cancels or revokes the WWCC clearance.
15.2
Where the OCG informs an Employee or Visitor that their WWCC is barred, interim barred, canceled, revoked, closed or expired, the Employee or Visitor must immediately inform their Principal, Director or Manager, and P&C.
15.3
An Employee or Visitor required to have a WWCC clearance by this Policy cannot continue to perform work or volunteer for SCS or with SCS students or on SCS premises if they cease to hold a WWCC clearance. The Employee or Visitor’s IT access (if applicable) may also be suspended or terminated.
Where an Employee or Visitor’s engagement with SCS ended because their WWCC clearance was barred, interim barred, canceled or revoked by the OCG and they subsequently obtain a WWCC clearance, re-employment or re-engagement by SCS will be subject to a risk assessment by the CS team.
For further information about this Policy, please contact P&C Services by telephone on (02) 9568 8297 or submit your enquiry through ServiceNow here.
• Policy Number: SCS2025015
• Document Rescinds / Replaces: HR201817-1.0
• Date Released: 2 May 2025
• Review Date: 2 May 2028
• Policy Type: Operational
• Audience: Public
• Approved by: Executive Director
• Document Owner: Director, People & Culture