1. The purpose of our procedure
This procedure outlines Adelaide University’s approach to managing Working With Children Check (WWCC) requirements for relevant staff and [Titleholders]. It ensures compliance with applicable legislation and the fulfilment of our safeguarding obligations.
This procedure should be read alongside the Safety of Children and Vulnerable People Policy and the [Recruitment Policy].
2. Who our procedure applies to
2.1 Inclusions
Our procedure applies to:
- University staff engaged in a prescribed position
- [Titleholders] who are required to hold a WWCC as part of a prescribed position.
2.2 Exclusions
This procedure does not apply to:
- students
- temporary and labour-hire staff
- contractors
- visitors
- volunteers (refer to the Volunteer Procedure).
Where students, temporary and labour-hire staff, contractors or visitors are engaged in duties that fall within the definition of a prescribed position, the relevant local area is responsible for ensuring they meet the University’s safeguarding obligations. Individuals should contact their local area for guidance on screening and safeguarding processes.
This procedure authorises the Director, Careers and Talent to maintain associated protocols.
3. Our working with children check procedure
3.1 How we identify prescribed positions
A position is considered prescribed when it is reasonably foreseeable that, in the course of their work with the University, an individual will:
- engage with children for more than seven days in a calendar year
- perform child-related work involving close personal contact with a child with a disability
- participate in activities that include overnight stays.
[Line managers] must determine whether a position meets this criterion:
- before any recruitment or engagement begins
- whenever the responsibilities of a position change.
If a position is prescribed, the [line manager] must include a statement in the role description and advertisement confirming that a WWCC is required.
Deans of School must assess whether proposed [Titleholder] duties involve work with children. People Services is available to provide advice and support on the University’s child safety and WWCC requirements.
Where a position, program, or activity involves children, a risk assessment or management plan will be developed and maintained by [line managers] to ensure the environment and activities are appropriate and safe. This obligation extends to University-managed or arranged:
- accommodation services, including homestay programs
- pathway programs provided to international students by third parties
- global mobility experiences and international research
- contractor activity on University campuses
- venue hire and other outreach activities.
Risk management plans must consider the diverse needs and experiences of children, including Aboriginal and Torres Strait Islander children and people with disabilities.
3.2 How we meet WWCC requirements
Anyone appointed to a prescribed position must hold a valid WWCC issued by the South Australian Department of Human Services (DHS).
Before commencing work, individuals must provide their WWCC clearance details, including their unique identifier number.
People Services will:
- specify WWCC requirements in all [terms of appointment]
- register the University’s interest with DHS
- verify each clearance and record details in the University's Human Capital Management system
- initiate and fund renewals for current staff and [Titleholders], notifying [line managers] accordingly.
Individuals cannot commence work in a prescribed position until this verification is complete.
WWCCs remain valid for five years. If a WWCC is revoked, suspended, or expired, the individual must immediately cease child-related work, and People Services must notify the [line manager]. (Also see Section 3.8 How we address refused, revoked or expired WWCCs)
For interstate and overseas requirements:
- Staff living and working in South Australia must hold a South Australian WWCC; interstate or overseas clearances are not valid unless an exemption applies.
- Staff working in another Australian state or territory must hold the relevant clearance required by that jurisdiction and ensure the University’s interest is registered in that state, where applicable.
- An exemption applies for interstate staff attending a short, organised event in South Australia (10 consecutive days or less) who hold a current interstate clearance and can provide evidence of it. (Also see Section 3.7 How we manage WWCC exemptions.)
- Under the Children and Young People (Safety) Act 2017 (SA), staff delivering tertiary education services to undergraduate students, including students under 18, are not considered to be in prescribed positions and therefore are not required to hold a WWCC.
3.3 How we ensure ongoing compliance
People Services maintains a register of prescribed positions, and WWCC details.
[Line managers] must ensure that no one performs work in a prescribed position without a current WWCC if they are working for more than seven days in a calendar year.
Staff must inform their [line manager] immediately if their WWCC expires, is revoked, or they are prohibited from child-related work by DHS.
Refer to [input protocol or resource title once confirmed] for further information of how compliance is monitored.
3.4 Our reporting obligations to DHS
The University is required by law to notify the DHS Screening Unit as soon as reasonably practicable after becoming aware of any relevant information concerning a staff member or [Titleholder] engaged in child-related work or a prescribed position.
This includes situations where a person is:
- charged with, or convicted of, an offence
- a defendant or respondent in disciplinary proceedings
- the subject of disciplinary action
- the subject of a misconduct investigation or findings of misconduct
- the subject of an intervention or restraining order
- registered under the Child Sex Offenders Registration Act 2006 (SA)
- a prohibited person in another jurisdiction
- making a disclosure under Section 66 of the Child Sex Offenders Registration Act 2006 (SA).
These are known as Section 19 reports and the [line manager] and staff must promptly provide all relevant information to People Services to ensure timely reporting.
3.5 How we cover WWCC-related costs
The University reimburses prescribed position holders for the cost of new and renewed WWCCs, in line with the [Reimbursement Procedure].
People Services will commence the renewal process three months before expiry and staff must complete their renewal application within the required timeframe.
3.6 How we support training and ongoing review
Staff and [Titleholders] undertaking child-related work must complete child-safe training as directed by the University.
[Organisational Capability] will track completed training as part of the University’s Required Learning.
The University will conduct periodic reviews of these arrangements to ensure ongoing compliance and effectiveness.
3.7 How we manage WWCC exemptions
Staff and [Titleholders] who live interstate and hold a current WWCC or equivalent child-related clearance from their home state may work at an organised event in South Australia (SA) for up to 10 consecutive days without obtaining a SA WWCC. They must provide evidence of their interstate clearance before the work commences.
Individuals who reapply for a SA WWCC before their existing clearance expires may continue in the duties of their position, including working with children, while the application is being processed, provided DHS confirms they are not, and have never been, a prohibited person prior to the expiry of their previous clearance.
3.8 How we address refused, revoked, or expired WWCCs
Staff in prescribed positions must hold a valid WWCC at all times. If a clearance is refused, revoked, or expires, the individual must immediately stop child-related duties.
Failure to comply with this procedure may result in disciplinary action in line with the relevant Enterprise Agreement.
3.9 How we fulfill our mandatory reporting obligations
Under the Children and Young People (Safety) Act 2017 (SA), all staff and [Titleholders] engaged in child-related work are mandatory reporters.
Anyone who reasonably suspects a child or young person is at risk must report it to the Child Abuse Report Line (CARL) on 13 14 78.
Concerns about student welfare must also be reported via the [Safer Campus Community] website or by calling [8313 1200].
Where there is immediate threat, contact SA Police (000) and/or [University Security (8313 5444 or input correct contact)].
Disclosures or formal reports of harm made to the University are managed under applicable University policies such as [Student Conduct], [Code of Conduct and Values] and the applicable Enterprise Agreement provisions. This is to ensure appropriate support and action.
4. Who holds a responsibility within this procedure
For all delegations at Adelaide University, refer to our Delegation Policy.
4.1 People Services is required to:
- maintain a current register of prescribed positions and WWCCs
- verify WWCC clearances and record details
- manage the initiation, renewal, and DHS registration processes
- conduct regular compliance audits
- provide advice, training records, and policy guidance
- ensure timely reporting to DHS when required.
4.2 [Line managers] are required to:
- identify prescribed positions in their area
- confirm WWCC verification before engagement
- ensure no staff member undertakes a prescribed position without a valid WWCC
- develop and maintain risk assessments or management plans for activities involving children
- maintain oversight of their team’s compliance, act promptly on WWCC status updates, and report any concerns or breaches to People Services
- support staff in completing required training and working with People Services to renew clearances on time as needed.
4.3 Staff and [Titleholders] are required to:
- hold and maintain a valid WWCC before commencing prescribed duties and for the duration of undertaking these duties
- participate in required training and refresher programs
- immediately report any change in their clearance status (such as expiry, revocation, or prohibition) to their [line manager].
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Adelaide University community refers to a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and non-staff members of Adelaide University including alumni, honorary title holders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers and partners who are engaging with and contributing to the work of Adelaide University.
At risk means a child is considered to be at risk if present circumstances create a likelihood of harm, even if no harm has yet occurred.
Children means any person under the age of 18 years.
Child-related work means services or activities where people work directly with children, in accordance with the Child Safety (Prohibited Persons) Act 2016 (SA). This includes services in areas such as accommodation, education, childcare, health, disability support, sport and recreation, clubs and associations, coaching or tuition, transport, religious organisations, justice or detention, and commercial services provided directly to children.
Child-related work does not include services or activities that:
- are tertiary education services
- only involve incidental contact with children, or where contact with children would not reasonably be expected to occur
- are declared by regulations not to be child-related work.
Mandatory reporter means a person who holds a ‘prescribed position’, under the Act, is legally required to notify the Department for Child Protection if they suspect on reasonable grounds that a child or young person is at risk. This includes prescribed professions such as teachers, health practitioners, and others who work closely with children.
Prescribed positions refers to a position classified under South Australian legislation as requiring child-related clearance.
Prohibited person means an individual determined by the Department of Human Services Screening Unit as prohibited from working with children.
- people with disability
- elderly persons
- international students and others who may be isolated from traditional support networks
- individuals experiencing homelessness, trauma, or other forms of vulnerability.
[Titleholder] refers to any individual who holds an honorary academic title conferred by Adelaide University or its foundation universities.
Working with Children Check (WWCC) means the screening process under the Child Safety (Prohibited Persons) Act 2016 (SA) that assesses whether a person is suitable to work or volunteer with children.
Unique identifier number means the reference number issued by the Department of Human Services for a Working with Children Check.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
| Parent policy | Recruitment Policy |
|---|---|
| Policy category | Corporate |
| Approving authority | co-Vice Chancellors/Vice Chancellor and President |
| Policy owner | Deputy Vice Chancellor - People and Culture |
| Responsible officer | Director, Careers and Talent |
| Effective from | 1 January 2026 |
| Review date | [3/4/5 years after date this version is approved, TBC] |
| Enquiries | Interim Central Policy Unit/[Central Policy Unit] staff.policy.enquiries@adelaideuni.edu.au |
| Replaced documents | None |
7. Legislation and other documents related to our procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
| Category | Documents |
|---|---|
| Related documents | Staff Code of Conduct Safety of Children and Vulnerable People Policy [Recruitment Policy] Delegation Policy Equity and Inclusion Policy [Recruitment Procedure] [Staff Misconduct Procedure] |
| Related legislation |
Higher Education Standards Framework (Threshold Standards) 2021 Age Discrimination Act 2004 (Cth) Children and Young People (Safety) Act 2017 (SA) Child Sex Offenders Registration Act 2006 (SA) Child Safety (Prohibited Persons) Act 2016 (SA) Disability Discrimination Act 1992 (Cth) Equal Opportunity Act 1984 (SA) |
| External references | Department of Human Services (DHS) Screening Unit |
8. History of changes
| Date approved | To section/clauses | Description of change |
|---|---|---|
| 19 December 2025 | N/A | New procedure |
At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.