To outline the processes that Bayswater Primary School will follow to recruit, screen, supervise and manage volunteers to provide a child safe environment, and to explain the legal rights of volunteers.
This policy applies to the recruitment, screening, supervision and management of all people who volunteer at our school.
Child-connected work: work authorised by the school governing authority/provider of a school boarding services and performed by an adult in a school or school boarding premises environment while children are present or reasonably expected to be present.
Child-related work: As defined by the Worker Screening Act 2020 (Vic), child-related work is work that usually involves direct contact (including in person, over the phone, written and online communication) with a child that is a central part of that person’s duties. It does not include work that involves occasional direct contact with children that is incidental to the work.
Closely related family member: parent, carer, parent/carer’s spouse or domestic partner, stepparent, parent/carer’s mother or father in-law, grandparent, uncle or aunt, brother or sister, including step or half siblings.
Volunteer worker: A volunteer school worker is a person who voluntarily engages in school work or approved community work without payment or reward.
School work: School work means:
This is a broad definition and means that volunteers who participate in school community activities, such as fundraising and assisting with excursions, are legally protected (i.e., indemnified) from action by others in the event of an injury or accident whilst they are performing volunteer schoolwork in good faith.
Bayswater Primary School is committed to implementing and following practices which protect the safety and wellbeing of children and our staff and volunteers. Bayswater Primary School also recognises the valuable contribution that volunteers provide to our school community and the work that we do.
The procedures set out below are designed to ensure that Bayswater Primary School’s volunteers are suitable to work with children and are well-placed to make a positive contribution to our school community.
Members of our school community who would like to volunteer are encouraged to express their offer of assistance through the school office, where it will be directed to the School Principal.
Bayswater Primary School values the many volunteers that assist with sports events, camps, excursions, school concerts and other events and programs. To ensure that we are meeting our legal obligations under the Worker Screening Act and the Child Safe Standards, Bayswater Primary School is required to undertake suitability checks which in most cases will involve asking for evidence of a Working with Children (WWC) Clearance and may also involve undertaking reference, proof of identity, qualification and work history involving children checks.
Considering our legal obligations, and our commitment to ensuring that Bayswater Primary School is a child safe environment, we will require volunteers to obtain a WWC clearance and produce their valid card to our office staff for verification in the following circumstances:
In addition, depending on the nature of the volunteer work, our school may ask the volunteer to provide other suitability checks at its discretion (for example, references, work history involving children and/or qualifications). Proof of identity may also be required in some circumstances.
On some occasions, parents and other members of the school community may volunteer to do work that is not child related. For example: volunteering on the weekend for gardening, maintenance, working bees, parents and friends club coordination, fete coordination, other fundraising groups that meet in the evenings during which children will not be, or would not reasonably be expected to be, present.
At Bayswater Primary School, volunteers for this type of work will still be required to provide a valid WWC Clearance.
School council members and volunteers on any sub-committee of School Council will be asked to provide evidence of a valid WWC Clearance. Whilst we acknowledge that these volunteers will not be engaging in child-related work as part of their role, even when there is a student sitting on the School Council, we believe that it is important that our volunteers who are involved in making important decisions about our school which will have an impact on students do have a valid WWC Clearance.
Under the Child Safe Standards volunteers must have an appropriate induction and training in child safety and wellbeing.
To support us to maintain a child safe environment, before engaging in any work where children are present or reasonably likely to be present, volunteers must familiarise themselves with the policies, procedures and code of conduct referred to in our Child Safety Induction Pack and ensure the actions and requirements in these documents are followed when volunteering for our school.
Depending on the nature and responsibilities of their role, Bayswater Primary School may also require volunteers to complete additional child safety training.
Volunteer workers will be expected to comply with any reasonable direction of the principal (or their nominee). This will include the requirement to follow our school’s policies, including, but not limited to our Child Safety Policy and our Child Safety Code of Conduct.
Volunteer workers will also be expected to act consistently with Department of Education policies, to the extent that they apply to volunteer workers, including the Department’s policies relating to Equal Opportunity and Anti-Discrimination, Sexual Harassment and Workplace Bullying.
The principal (or their nominee) will determine the level of school staff supervision required for volunteers, depending on the type of work being performed, and with a focus on ensuring the safety and wellbeing of students.
The principal has the discretion to make a decision about the ongoing suitability of a volunteer worker and may determine at any time whether or not a person is suitable to volunteer at Bayswater Primary School.
Volunteers must ensure that any student information they become aware of because of their volunteer work is managed sensitively and in accordance with the Schools’ Privacy Policy and the Department’s policy on Privacy and Information Sharing.
Under these policies, student information can and should be shared with relevant school staff to:
Volunteers must immediately report any child safety concerns that they become aware of to a member of staff to ensure appropriate action. There are some circumstances where volunteers may also be obliged to disclose information to authorities outside of the school such as to Victoria Police. For further information on child safety responding and reporting obligations refer to: Child Safety Responding and Reporting Obligations Policy and Procedures.
While it is unlikely volunteers will be responsible for any school records during their volunteer work, any school records that volunteers are responsible for must be provided to office staff to ensure they are managed in accordance with the Department’s policy: Records Management – Schools.
Volunteer workers are covered by the Department of Education’s Workers’ Compensation Policy if they suffer personal injury in the course of engaging in schoolwork.
If a volunteer worker suffers damage to their property in the course of carrying out schoolwork, the Minister (or delegate) may authorise such compensation as they consider reasonable in the circumstances. Claims of this nature should be directed to the principal who will direct them to the Department’s Legal Division.
The Department of Education’s public liability insurance policy applies when a volunteer worker engaged in schoolwork is legally liable for:
This policy will be communicated to our school community in the following ways:
Bayswater Primary School policies and resources relevant to this policy include:
Department policies:
Policy last reviewed
October 2026
Approved by
Principal
Next scheduled review date
Before October 2028
