The Working with Children Check application process

How to apply for a WWC Check

Working with Children transactions are available online via Service Victoria.

How long it takes to complete a WWC Check

Applications where a person has no criminal history, relevant findings against them or additional information that needs to be considered may be processed within days. In this instance, an applicant passes the WWC Check and receives a WWC Clearance.

If there is an offence history, or other relevant information obtained by the SSR that is relevant to child safety risk, we will conduct an assessment. These applications will take longer to process.

Generally, these applications take 3-12 weeks to process. This is due to the need to review any criminal history information, regulatory and disciplinary matters and other information that may indicate a risk to children. This timeline is indicative only, and there may be delays for a range of reasons, including surges in applications or the need to obtain information from other relevant agencies.

Please note that if you have a common name, the National Criminal History Check may take longer because there are more possible name matches.

Working whilst the application is being processed

The Act allows most people to engage in child-related work while their WWC Check application is being assessed. However, by law, you must not work if you:

• have been charged with, convicted or found guilty of a sexual, violent or drug offence listed in clause 2 of Schedule 5 of the Act
• have been excluded from child-related work under a corresponding working with children law
• have been given a WWC Exclusion, or WWC Exclusion and not subsequently passed the WWC Check
• will be supervising a child in employment under the Child Employment Act 2003
• will be working in a service regulated by the Children’s Services Regulations 2020 or in an education and care service under the Education and Care Services National Law 2010 (Victoria)
• are subject to Interim Bar
• are subject to:
  • reporting obligations under the Sex Offenders Registration Act 2004
  • a supervision order, detention order or emergency detention order under the Serious Offenders Act 2018.

What if I get a request for more information?

Sometimes we may need to more information to process your application. For example:

• your application form is inaccurate or incomplete
• your photo does not meet the specified requirements
• you have failed to provide the correct proof of identity documentation
• you have previously been charged with an offence
• you have previously failed to pass the WWC Check
• an adverse professional conduct finding has been made against you
• we consider further information is needed from the information you have provided or the information provided by other sources.

We might also seek additional information about you from other sources when assessing your application, including:

• state, territory and federal police forces
• courts, tribunals and prosecuting authorities
• authorised screening agencies
• health treating professionals
• government agencies
• professional registration or disciplinary bodies
• employers and other organisations.

If you fail to respond to our request within 28 days, or any longer period we specify in the request, your application will be withdrawn or revoked.

What to do with your WWC Clearance before you start child-related work

You should show your Working with Children Clearance or approved application receipt email to every organisation that you will engage in child-related work with, before you start.

Both you and any organisations engaging you in child-related work are responsible for making sure that:

• you have applied for the WWC Check; and
• you are legally permitted to do child-related work while your application is being processed.

If you have a criminal record or a relevant disciplinary or regulatory finding

Not all offences and relevant disciplinary or regulatory findings mean that you pose an unjustifiable risk to the safety of children in accordance with the Act. Whether you pass or fail the WWC Check depends on:

• the facts and circumstances surrounding these matters
• the offence you have committed
• the type of determination or finding you have been subject to.

It is unlawful to apply for a WWC Check if you:

• are a registrable offender under the Sex Offenders Registration Act 2004
• subject to a detention order, supervision order or emergency detention order under the Serious Offenders Act 2018.

You may wish to seek independent legal advice about your personal circumstances.

If you don't pass the WWC Check

If we believe you pose an unjustifiable risk to children, we will notify you that we intend to issue you with an Interim WWC Exclusion, will prohibit you from working with children. This provides an opportunity for you to ask us to consider the reasons why you think you should receive a WWC Check Clearance.

If, after considering your response, we determine that you are not suitable to hold a WWC Clearance, we’ll issue you with a WWC Exclusion, which prohibits you from working with children.

In limited circumstances, you can appeal our decision by applying for an internal review of the WWC Exclusion within 28 days of the date of the decision. For more information, please see Internal review and further applications for Working with Children Check decisions.

For more information on category A offences see the List of offences.

WWC Exclusions

If you fail the Check you will be given a WWC Exclusion, which means you can’t engage in child-related work, effective from the date listed on the notice.

A copy of your WWC Exclusion is sent to all organisations you have listed with us, but they are not provided the reason for the WWC Exclusion. By law, you must (in writing) tell all organisations where you do child-related work about the WWC Exclusion within seven days of being given notice of the WWC Exclusion.

In limited circumstances, you can apply for an internal review of the WWC Exclusion within 28 days of the date of the decision. For more information, please see Internal review and further applications for Working with Children Check decisions.

How we protect your privacy

We are bound by privacy and confidentiality laws. The Worker Screening Act 2020, Privacy and Data Protection Act 2014 and Health Records Act 2001 regulate how we collect and use personal information. We must notify your organisation/s:

• of any interim or final decision made about your application
• if your Clearance is suspended, revoked or surrendered or
• if you withdraw an application.

If you remove any organisation from your records, we have the power to notify these organisations that you have removed them. We will not provide your organisation with the details of your criminal or disciplinary or regulatory conduct records.

The law also permits us to collect, use and disclose information about you to assist us assess your application for a WWC Check, and to re-assess an existing WWC Check.

Your personal information

To assess your suitability to have a WWC Clearance, we may release your personal information to or seek additional information from the following organisations including:

• Victoria Police, Australian Federal Police and interstate police forces
• government agencies
• courts and tribunals
• healthcare professionals
• authorised screening agencies
• professional disciplinary bodies listed above.

If you would like to access the information gathered about you for the WWC Check, visit the Office of the Victorian Information Commissioner website and they can help.