Mandatory Checks and Security Clearances

Mandatory Checks and Security Clearances apply in every Australian state and territory for the monitoring of people working and/or volunteering with children and young people. Before participating in a professional placement in any educational setting you must have met specific security clearances that apply to the state or territory where the placement is being undertaken.  These security clearances help keep children safe and ensure good recruitment for people volunteering to work with children. 

Every student on placement must have his/her security clearance sighted by the Partnerships and Professional Placement Office (PPPO) PRIOR to placement commencing. It is a legal requirement and schools/centres/agencies will not allow you to commence placement without a current security clearance.

Completing placement in Victoria

Working with Children Check (WWC Check)

All Early Childhood, Primary and Secondary students must complete and provide evidence of a valid WWC Check to the PPPO before commencing any placements. See Working With Children Check (Department of Justice, Victoria) website.

If you do not have a WWC Check:

1. Collect a WWC Check application from an Australia Post Office as soon as possible and no later than 6 weeks prior to the start of your placement. The Department of Justice process all applications and certain times of the year are very busy, so you should allow for that.
   Completing the WWCC Application (doc 2.07Mb) will help you complete the form correctly
2. Take your completed application to an Australia Post Office for lodging. You will be given 'Your Application Receipt' page as proof of your application being submitted and paid.
3. Scan the stamped receipt page and send to the Partnerships and Professional Placements Office with your Monash Student ID clearly printed on the copy.
4. When you receive your WWC Check card, please scan the front of your card and send the copy to the PPPO. You can also email your details (full name, Monash Student ID, WWCC card number and expiry date, and your card type, ie Volunteer or Employee).

It is important that we receive this final piece of documentation for audit purposes.

If you already have a valid WWC Check from a previous employer:

1. Please add 'Monash University' to the list of organisations on your existing WWC Check:
   • Use Update your details page on the Department of Justice website.
   • This must be done within 21 days of changing provider, or financial penalties may occur (see the Cardholder obligations for more information).
2. Photocopy or scan your WWCC card and send to the Partnerships and Professional Placements Office by email, post or in person. You can also email your details (full name, Monash Student ID, WWCC card number and expiry date, and your card type, ie Volunteer or Employee).

It is important that we receive this final piece of documentation for audit purposes.

If you hold current VIT registration, you do not need to apply for the WWC Check, but you need to:

1. Photocopy or scan your VIT registration card, both front and back, and send to the Partnerships and Professional Placements Office by email, post or in person.
   NB: don’t forget to include your full name and Monash Student ID Number.

Completing placement interstate or overseas

If you are studying an Early Childhood, Primary or Secondary course outside Victoria or Australia and you plan to complete your placement outside Victoria or Australia, you must comply with the state/country legislation requirements particular to where you are residing. 

1. Check the requirements of the relevant state or country:
   • For Australian states, please see the Pre-employment screening: Working With Children Checks and Police Checks.
   • For countries other than Australia, please see that country's requirements.
2. Follow the prescribed process of the relevant state/country. If you are required to provide information about your employer (i.e. Monash University) please refer to our instruction guide - Completing the WWCC Application (doc 2.07Mb)
3. Once you have received your security clearance notification, please photocopy or scan it and send the copy to the Partnerships and Professional Placements Office.

If the state/country you reside in does not require a security clearance, please advise the PPPO as soon as possible.