Free resource · Victoria
The volunteer register.
What your local register must hold, what we recommend adding, and a free template to start with.
Template details
Decision support, not legal advice. iComply is independent and is not affiliated with the Department of Education, the Social Services Regulator or Service Victoria. Victoria only. Rules last checked against the Department's policy and vic.gov.au. Your school still does the official check and connect in the Government's tools.
1. What it must contain
In shortWho they are, which clearance they hold, when you checked it, and when they started and stopped.
The Department's policy asks schools to keep a register of contractors, volunteers and other workers doing child-related work, with:
| Field | Why |
|---|---|
| Name and contact details | To identify the person |
| Clearance type and number | What you checked |
| Date the clearance was verified | Shows the check came before the start |
| Start and stop dates | The dates that drive the WWC Connect clocks |
| Evidence of the clearance or exemption | Proof on file |
2. What we recommend adding
These aren't listed requirements, but they make your evidence much stronger:
- Agreement date, connect-by date and the date you connected them in WWC Connect
- End date recorded in WWC Connect
- Who did the check, and the decision behind child-connected or exempt roles
- Consent or acknowledgement date, code of conduct acknowledgement and induction date
- Other suitability evidence under Ministerial Order 1359 (such as references)
3. How long to keep it
Keep records for 7 years after each person stops child-related work. Don't delete a row when someone leaves. Record the stop date instead.
4. Beyond a spreadsheet
A spreadsheet can't remind you that a connect-by date is two days away, or stop someone deleting a row too early. iComply's volunteer module does both, and it's included in every plan.
Sources: Department policy · vic.gov.au, WWC Connect. Template only, not legal advice.
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