Why this matters 

Working With Vulnerable People (WWVP) registration is required when people have care of children or have opportunities to engage with children without their parent or carer present. 

For P&Cs, this means WWVP requirements apply in some situations, but not all. Understanding when a WWVP card is required helps P&Cs meet their legal obligations, protect students, and avoids creating unnecessary barriers to volunteering. 

Where a WWVP card is required, the P&C must ensure that volunteers hold a valid registration. Schools also have their own requirements, and school processes take priority on school sites and activities. 

Working With Vulnerable People (WWVP) registration is an important safeguard, but it should not be relied upon on its own. P&Cs should also ensure appropriate supervision of volunteers and active risk management, particularly where children and young people are involved. This includes having clear processes to prevent situations where children are separated from their peers or taken out of sight, and making sure activities are designed and overseen in ways that keep everyone safe. 

What a WWVP check is 

A WWVP check is a background screening process administered by the ACT Government. It helps assess whether a person is suitable to work or volunteer in roles that involve contact with vulnerable people, including children. 

WWVP checks are managed through Access Canberra. They will issue a WWVP card to applicants who meet the criteria (although sometimes the card will be issued with certain restrictions).   

When a WWVP card is required 

People are required to hold a WWVP card where they are:  

• employed by the P&C, or 
• volunteering in a P&C role, 
• and the role involves contact with students or other vulnerable people, particularly where: 
• the contact is regular or ongoing 
• the role involves supervision or authority 
• activities are organised or delivered by the P&C 

This may apply to roles such as: 

• paid staff employed by the P&C 
• volunteers running regular programs or services 
• volunteers supervising children at P&C-run activities 
• volunteers at P&C run events where children are present 

Practical examples 

Volunteering in a school canteen 

If a volunteer is helping in the school canteen: 

• children are present 
• parents and carers are not supervising their own children 
• the volunteer may have unsupervised contact with students 

In this situation, a WWVP card is required. 

Good practice includes: 

• the P&C ensuring all canteen volunteers hold a valid WWVP card 
• volunteers carrying their WWVP card with them 
• volunteers signing in and out using the school’s register or electronic system 

While the school will usually hold the official record of sign in and WWVP registrations, the P&C meets its obligation by ensuring volunteers have a card and comply with school processes. 

Mother’s Day or Father’s Day stalls at school 

If a P&C runs a stall during school hours where: 

• students attend without their parents or carers 
• volunteers interact directly with children 

A WWVP card is required for volunteers. 

This applies even if the activity is short-term or occurs only once a year. 

Barbecue or similar off-site fundraising 

If volunteers are helping at a Bunnings barbecue: 

• the event takes place off school grounds 
• it usually occurs on a weekend 
• children attending are under the supervision of their own parents or carers 

In this situation, a WWVP card is not required. 

School fete or event outside school hours 

If a P&C runs a fete or similar event: 

• outside school hours or on a weekend 
• where parents and carers remain responsible for supervising their children 

A WWVP card is not technically required for volunteers. However, because volunteers may still engage with children, it is strongly encouraged that volunteers: 

• hold a WWVP card 
• carry it with them during the event 

This supports a safe environment and provides reassurance to the community. 

A P&C meeting  

If a person is attending a P&C meeting: 

• the meeting usually takes place outside school hours or off-site 
• children who attend are accompanied and supervised by their own parents or carers 

In this situation, a WWVP card is not required for P&C members or attendees.  

Who is responsible for checking WWVP registrations 

Responsibility for checking Working With Vulnerable People (WWVP) registrations depends on where the activity takes place and who is running it. 

Activities on school sites 

For any activity that takes place on a school site, the school’s child safety policies and procedures take priority. 

This means: 

• the school is responsible for maintaining formal WWVP records for all volunteers on site, including P&C volunteers 
• all volunteers must follow the school’s sign-in, identification and WWVP verification processes 
• volunteers may be required to produce their WWVP card when attending the site 

In these situations, the P&C’s role is to: 

• ensure volunteers understand and comply with the school’s requirements 
• promote those requirements when recruiting volunteers 
• Keep appropriate records 
• support school processes by ensuring volunteers arrive prepared with their WWVP card 

The P&C meets its obligations by ensuring its volunteers comply with the school’s child safety processes. 

Activities run by the P&C off-site or outside school hours 

For activities run by the P&C off-site or outside school hours, the school is not involved in checking WWVP registrations. 

In these situations, the P&C is responsible for: 

• determining whether WWVP registration is required 
• ensuring volunteers hold a valid WWVP card where required 
• keeping appropriate records 
• ensuring volunteers understand and meet child safety expectations 

Examples may include off-site fundraising activities or P&C-run events not held on school grounds. 

Working together to keep everyone safe 

In all cases, clear communication helps prevent confusion. 

Good practice includes: 

• P&Cs clearly explaining WWVP expectations when seeking volunteers 
• schools and P&Cs reinforcing consistent child safety messages 
• volunteers understanding their responsibility to carry and present their WWVP card when required 

Taking a coordinated approach helps protect students, volunteers and both organisations.  

Good practice for P&Cs 

Good practice includes: 

• thinking about WWVP requirements early when planning activities or services 
• being clear about roles and levels of responsibility 
• checking requirements before engaging staff or volunteers 
• keeping records simple, up to date and protected 

If you’re unsure whether a role requires a WWVP check, it’s better to pause and seek advice. 

Where to get official guidance 

Information about WWVP requirements is available from Access Canberra. 

Related resources 

• Employing staff: what P&Cs need to know 
• Managing canteen services 
• OSHC and other services 
• Insurance and risk