Working With Children Check (WWCC) or Equivalent Alerts User Guide for Tech Members & Clubs Audience: Tech Members & Clubs August 2017

Contents Overview Technical Members Club Personnel Clubs Support

overview

About Working With Children Checks (WWCC) or Equivalent Checks Gymnastics Australia is pleased to announce the improved functionality of GOL which will assist Clubs in the administration and monitoring of WWCC or equivalent within their Clubs. GOL now has the ability to send direct alerts to Clubs and Technical Members when a WWCC or equivalent is due to expire, has expired or is missing from the system. As we know State and Territory legislation require all persons working in direct contact with children to have a WWCC or equivalent. Having WWCC or equivalent for all club staff and volunteers (paid or unpaid) is also an Affiliation requirement. This new functionality will not only decrease the administrative burden for Clubs but will assist in protecting children who participate in gymnastics.

How does someone get a Working With Children Check (WWCC) or equivalent? Please use the links below to find out about the WWCC process in your State or Territory: ACT NSW NT QLD SA TAS VIC WA

WWCC or equivalent Alerts Overview

Tech members

Tech Members and Working with Children Checks (WWCC) or equivalent Do all Tech Members need a Working with Children Check or equivalent? There is legislation in each State/Territory which outlines the WWCC or equivalent requirements when working in direct contact with children. Who needs to view my Working with Children Check card? You may need to provide your WWCC or equivalent for several reasons which may include: To your employer if you are working in direct contact with children (e.g. Coaching at a club) If you are on a Board or Committee of a sporting Club If you are coaching or officiating at competitions (e.g. Australian Championships or State/Territory Championships) How can Tech Members check their WWCC details in the National Database? Please look at these instructions to view your WWCC details in the National Database. Will Tech Members receive alerts from the database about their WWCC? Current Tech Members will receive alerts in the following scenarios: If their WWCC details are missing 3 months out from expiry of their WWCC 1 month out from expiry of their WWCC When their WWCC has expired How can Tech Members update their WWCC details in the National Database? To update your WWCC details in the National Database, please contact your employer (i.e. your Club)

How to check your WWCC or equivalent details in the National Database Step 1: Go to the Tech Member Portal > Personal Info tab Scroll down

How to check your WWCC or equivalent details in the National Database Step 2: Scroll down to the Working with Children Check (WWCC) Header Click on the down arrow to expand the ipart

How to check your WWCC or equivalent details in the National Database Step 3: View your WWCC details These details are read only. To update your WWCC details, please contact your employer (Club) .

Missing Alert

3 months to expiry alert

1 month to expiry alert

Expired alert

Club personnel

Club Personnel and Working with Children Checks (WWCC) or equivalent Do all Club Personnel need a Working with Children Check? It is State/Territory legislation to hold a current WWCC or equivalent when working in direct contact with children. It will be Club policy which determines if all Personnel hold a current WWCC or equivalent. However it would be considered best practice for all Club Personnel had a WWCC or equivalent. Who needs to view my Working with Children Check card? You may need to provide your WWCC or equivalent for several reasons which may include: To your Club if you are working in direct contact with children (e.g. Coaching /administration work at a club) To your Club if they require all Personnel to hold a WWCC (e.g. Board or Committee members) If you are coaching or officiating at competitions (e.g. Australian Championships or State/Territory Championships) How can Club Personnel check their WWCC details in the National Database? This feature is not currently available as most Club Personnel are not set up to access GOL (Gymnastics Online). Will Club Personnel receive alerts from the database about their WWCC? Active Club Personnel with active relationships to a Club will receive alerts in the following scenarios: If their WWCC is missing 3 months out from expiry of their WWCC 1 month out from expiry of their WWCC When their WWCC has expired How can Club Personnel update their WWCC details in the National Database? To update your WWCC details in the National Database, please contact your Club

Missing alert

3 months to expiry alert

1 month to expiry alert

Expired alert

Clubs

Clubs and Working with Children Checks (WWCC) or equivalent Do all Tech Members and Club Personnel need a Working with Children Check? It is State/Territory legislation to hold a current WWCC or equivalent when working in direct contact with children. Having a WWCC or equivalent for all club staff and volunteers (paid or unpaid) is also an Affiliation requirement. Do Clubs need to view Tech Members’ and Club Personnel’s Working with Children Check cards? Yes you need view and validate Tech Members’ and Club Personnel’s Working with Children Check cards or equivalent if they are working with your club and in direct contact with children or it is policy for all staff and personnel to hold a current WWCC or equivalent. The club should implement a process of filing copies of individuals WWCC or equivalent information which is in line with the Privacy Act. This should be in addition to entering the WWCC or equivalent information into GOL. How can Clubs view Tech Members’ and Club Personnel’s WWCC details in the National database? WWCC details for active Tech Members and Club Personnel who have an active relationship with your club can be accessed via the Club Admin Portal: Club Admin Home> Bad Data> Missing/Expired Working with Children Check Information Club Admin Home> Reports> Technical Members Club Admin Home> Reports> Club Personnel Will Clubs receive alerts from the database about Tech Members’ and Club Personnel’s WWCC? Clubs will receive a monthly alert which identifies missing or expired WWCC information for any active Tech Members or Club Personnel with active relationships to your Club. How can Clubs update Tech Members and Club Personnel WWCC details in the National Database? Please look at these instructions for updating WWCC Details for Tech Members and Club Personnel in the National Database.

How to find Missing or Expired WWCC or equivalent information of Tech Members & Club Personnel who are connected with your Club Step 1: Go to Club Admin Home> Bad Data tab Scroll down

How to find Missing or Expired WWCC of Tech Members & Club Personnel or equivalent information who are connected with your Club Step 2: Scroll down to the Missing/Expired Working with Children Check Information Header Click on the down arrow to expand the ipart

How to find Missing or Expired WWCC or equivalent information of Tech Members & Club Personnel who are connected with your Club Step 3: View Report Click here to export the report to excel or other formats Click on headers to sort the report by the field A person will appear multiple times on the report if they have multiple relationships with a Club. Click here to either view next page or to show all records in report.

How to find Missing or Expired WWCC or equivalent information of Tech Members & Club Personnel who are connected with your Club Step 4: Select person to update their WWCC details Click on a name to bring up a Working with Children Check (WWCC) information pop up window

How to find Missing or Expired WWCC or equivalent information of Tech Members & Club Personnel who are connected with your Club Step 4: Edit person’s WWCC details Click on pencil icon to be able to edit fields Ensure that all fields have been populated and then select Save

How to find Missing or Expired WWCC or equivalent information of Tech Members & Club Personnel who are connected with your Club Step 4: Person’s updated WWCC details are saved If the save is successful, you will see this message In order to have the person removed from the Missing/Expired Working with Children Check Information report, you will need to use the F5 button to refresh the report

How to find Tech Members & Club Personnel WWCC or equivalent information details in the National Database who are connected with your Club Step 1: Go to the Club Admin Home> Reports tab Scroll down

How to find Tech Members & Club Personnel WWCC or equivalent information in the National Database who are connected with your Club Step 2: Scroll down to the Technical Member or Club Personnel Header Click on the down arrow to expand the ipart

How to find Tech Members & Club Personnel WWCC or equivalent information in the National Database who are connected with your Club Step 3: View and Export Report Click here to export the report to excel or other formats. Recommended to view WWCC details The onscreen view of the report does not show all fields – exporting is recommended Click on headers to sort the report by the field A person will appear multiple times on the report if they have multiple relationships with a Club. Please contact your state association to make changes to relationships to your club Click here to either view next page or to show all records in report.

How to find Tech Members & Club Personnel WWCC or equivalent information in the National Database who are connected with your Club Step 4: View exported report You will see much more fields and information in the exported report. WWCC details can be found here

Clubs Monthly WWCC or equivalent information Alert

support

Support More information about WWCC or equivalent Alerts, please visit http://support.gymnastics.org.au/staff/Knowledgebase/Article/Edit/49 For support with WWCC or equivalent Alerts, please log a support ticket either via: http://support.gymnastics.org.au support@gymnastics.org.au Please email all screen shots as attachments if you choose the email method to raise a support ticket.