Work Rights and Working with Children Check requirements at the University

All employees are required to provide certified copies of documents showing Australian work rights. These can be any of the following:

Citizens of Australia or New Zealand

A certified copy of either

  • A valid Australian or New Zealand passport
  • An Australian citizenship certificate and an Australian driver's licence or Government issued photo ID*
  • An Australian birth certificate and an Australian driver's licence or Government issued photo ID*
  • A certificate of evidence of Australian citizenship and an Australian driver's licence or Government issued photo ID*
  • A screenshot of the AEC electoral enrolment check and an Australian driver's licence or Government issued photo ID*.

*Please note that we only accept Category A government issued photo ID – this means that they need to include your full name and date of birth.

Full list of what Category A documents are can be accessed here.

Citizens of other countries

  • Certified copy of current passport
  • Visa grant notification (does not have to be certified)

Important note: the University will verify your submitted visa grant notice via VEVO.

How do I satisfy this requirement?

Please scan a certified photocopy of these documents and send by email to hr-assist@unimelb.edu.au or, if you have already received your University of Melbourne IT staff login, upload this via our online form at http://go.unimelb.edu.au/4e2r.

Note: You may also wish to bring your hard copy documents – passport, birth certificate, driver license, citizenship certificate, etc. – to the front counter of 11 Barry Street (level 1) where one of the Service Centre staff will be able to scan, sight and submit the document to HR Assist.

Important: HR Assist will only enter the necessary details of your work rights into your employee record such as work rights document type (visa, citizenship certificate, birth certificate, etc.), dates, document number, etc. We will not save any the documentation into your record.

What is a certified copy of a document?

For the purposes of work rights applications at the University of Melbourne a certified copy is a photocopy of an original document that is verified as sighted (along with the original) by

  1. a member of staff of the University including your supervisor or
  2. any of the following professionals: http://ask.unimelb.edu.au/app/answers/detail/a_id/1094.

How to certify:

  1. Take the original and a copy to an authorised person
  2. The person will write on every page of the copy: “I have sighted the original document and certify this to be a true copy of the original”
  3. The person will sign each statement and write their profession. For example, 'Pharmacist'.

Why are we asking for this?

Under Section 245 AB of the Migration Act 1958, the University of Melbourne has a legal obligation to ensure all employees have the right to work in Australia.

Working with Children Check (WWCC)

Who needs a WWCC and why?

From 30 May 2024, all employees (continuing, fixed-term and casual) are required to obtain a Working with Children Check.

The University of Melbourne is dedicated to safeguarding the welfare of all members of our community, especially those who are most vulnerable. As part of our commitment to child safety and in line with the Victorian Child Safe Standards, we have updated our position and introduced a requirement that all staff – as employees and members of the University community – hold a valid WWCC. By ensuring that every staff member possesses a valid WWCC, we aim to reaffirm our focus on child safety and the establishment of an environment where children can feel safe and supported.

Note:

  1. A volunteer WWCC and employee WWCC are not the same. In undertaking paid work at the University, you are required to hold a valid employee WWCC. You will be able to change your volunteer check to an employee check via the Government website
  1. Staff working for the University but residing interstate must now apply for a Victorian WWCC via the Services Victoria portal.

Does the University reimburse for WWCCs?

Yes, staff can seek reimbursement for the cost of obtaining a new WWCC (or renewal) applied for and paid for on or after 30 May 2024. To do this, they must save the application fee receipt.

Note: Any WWCC applied and paid for before 30 May 2024 will not be reimbursed by the University.

How do I apply for a WWCC?

Please visit the Victorian government portal and complete your application.

You are legally required to list the University as your employer and enter the employer address as follows:

Organisation Name: The University of Melbourne - HR Assist
Postal number and street: Level 3, 11 Barry Street
Suburb: Carlton
State: VIC
Postcode: 3053
Phone: 0383440888

Once you have completed the check, the Victorian government will send a copy of your check to the University by mail. This process will take 4 – 6 weeks. We will enter the necessary details of the check into your employee record and destroy any hardcopy documents. You are not required to send your WWCC card or details to the University.

I already have a Volunteer WWCC. Is this sufficient?

A volunteer WWCC and employee WWCC are not the same. In undertaking paid work at the University, you are required to hold a valid employee WWCC. You will be able to change your volunteer check to an employee check via the Victorian government website.

I already have a valid employee WWCC. What do I need to do?

Please ensure that the University of Melbourne is listed as your employer by following the steps below:

  1. Visit the government website and press Get Started to update your details
  2. After completing the verification process, you will enter the Update Details page. Scroll down to Organisation details. Note: if you already have an address listed under the University of Melbourne, please click Remove to delete the existing address. You will need to do this so that when you add the University as an organisation, it will re-trigger the check letter with the University’s updated address

    A screenshot of a government webpage with an old University of Melbourne address listed as a place of work. A button that says 'Remove' is highlighted with a red box.
  3. Select  Add an organisation and use the following address

    The University of Melbourne - HR Assist
    Level 3 11 Barry Street, CARLTON VIC 3053
    0383440888 
    A screenshot of a government website that has the University of Melbourne's address highlighted with red boxes.
  4. Select  Next to save the new address and scroll down to tick the declaration statement. Press Update Details to complete the process. Once you have completed the check, the Victorian government will send a copy of your check to the University by mail. This process will take 4–6 weeks. We will enter the necessary details of the check into your employee record and destroy any hardcopy documents. You are not required to send your WWCC card or details to the University.

I have an Interstate WWCC. Is this sufficient?

No, staff working for the University but residing interstate must apply for a Victorian WWCC via the Victorian government portal which now accepts interstate residential addresses.

I have or can obtain a Victorian Institute of Teaching (VIT) registration. Is this sufficient?

Yes. Staff holding a valid VIT registration are exempt from obtaining an employee WWCC. However, you must register your VIT details with the Victorian government on this page with the e-mail address hr-assist@unimelb.edu.au.

After you have commenced your role, please submit a copy of your current VIT card here.

Important: As the VIT registration expires annually, you will be required to provide us with a copy of your card each year to be compliant. Alternatively, you may choose to apply for a WWCC which is valid for 5 years.

Do I need to obtain a WWCC if I already have a Police Check?

Yes, the WWCC is different to a Police Check. You will still need to apply for a WWCC, even if you have already had a Police Check in the past.

The Victorian government monitors WWCC cardholders in an ongoing manner, whereas Police Checks are only valid at the time it is issued.

Additional Information

For any assistance, please contact the HR Assist team via e-mail at hr-assist@unimelb.edu.au or phone on (03) 8344 0888. For existing staff, please submit a ticket enquiry here.