Child Link Authorisers and Users

Learn more about the roles and responsibilities of Child Link Authorisers and Users.

This factsheet is designed as a quick reference document to outline the roles and responsibilities of Child Link Authorisers and Users.

More detailed information is available in the Child Link Secretary's Guidelines.

A Child Link Authoriser is a person responsible for creating and managing Child Link accounts for Child Link Users within their organisation.

A Child Link User is a person trained and authorised to view relevant child profiles on Child Link.

Child Link Users may share information with others in their organisation, or with a prescribed Information Sharing Entity (ISE), under the Child Information Sharing Scheme (CISS).

An individual may be both a Child Link User and Authoriser.

How do I gain access to Child Link?

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Authorisers must be identified by their organisation in accordance with specific criteria.

More information is available in the Child Link Secretary’s Guidelines.

Users must be added into Child Link by an Authoriser within their organisation.

Once an Authoriser has onboarded a User in the system, the User will receive a system-generated email prompting them to complete validation steps prior to their first login.

What are my responsibilities?

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As an Authoriser, you are responsible for performing the following functions:

  • formally authorising Child Link Users in the system, including ensuring all prerequisites are or will be met before the User is authorised to access Child Link
  • the ongoing management of Child Link Users in the system (including suspension and offboarding).

At intervals throughout the year, Authorisers will be asked to confirm current Child Link Users within their organisation.

As a User, you are responsible for meeting the prerequisite eligibility criteria and completing the following activities in order to access Child Link:

  • holding a valid Working With Children Clearance or Victorian Institute of Teaching registration number
  • completing mandatory training
  • accepting the Child Link Terms and Conditions of Use
  • advising the Authoriser in your organisation when you no longer require access to Child Link
  • advising the Authoriser in your organisation if any investigations commence relating to your role.

What can I see and access in Child Link?

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An Authoriser can only access Child Link to complete authorisation functions.

They do not have access to confidential information about children and their families, unless they are also a Child Link User.

Child Link Users fall into two categories with access to various levels of information:

Category 1: Service-based access

Service-based professionals (practitioners) who deliver services to children registered or enrolled in their service will have ‘service-based’ access to Child Link.

They will only be able to view information about the children in their service(s) and the siblings of the children in their service(s) (where siblings have an active child profile).

Category 2: Individualised access

Users whose role includes supporting specific children who are eligible for targeted programs or services will have ‘individualised’ access to Child Link.

They will only be able to search for and access information on the specific children they have responsibility for.

Users in this category will need to provide specific information to Child Link in order to search and access a child’s information.

Download a copy of this factsheet

Child Link Authoriser and User Factsheet
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Who can I contact for further information?

Our frequently asked questions (FAQs) provide information and responses to common questions for organisations participating in Child Link.

You can also access a list of steps and resources for onboarding your organisation into Child Link at Accessing Child Link.

More detailed information on Authorisers and Users is available in the Child Link Secretary’s Guidelines.

Dedicated onboarding support is available by emailing ChildLink@education.vic.gov.au or calling 1800 549 646 between 9am to 5pm, Monday to Friday.

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