Volunteers & Visitors Policy

Volunteers are part of what makes St Mary's College a community. Parents and carers hear reading, help at the canteen, coach teams, join camps and staff the Father's Day Stall. Because child safety is our first priority, everyone who volunteers or visits during the school day follows the simple procedures below.

Purpose

To ensure that all volunteers and visitors on campus are appropriately screened, inducted and supervised, so that students are safe and the College meets the Victorian Child Safe Standards, Ministerial Order 1359 and the Worker Screening Act 2020 (Vic).

Scope

Applies to all volunteers (parents, grandparents, carers, past students and community members), all visitors during school hours or at College activities, contractors, and the staff who host them, on campus and at camps, excursions and sport.

Policy statement

All adults who work or volunteer with students at St Mary's College must hold a current Victorian Working with Children Check (WWCC), complete the College's Volunteer Induction, and agree to the Child Safety Code of Conduct. All visitors sign in and are identifiable while on site. Volunteers act under the direction of staff and are never alone with a student out of sight of staff.

Procedures

Becoming a volunteer – four steps

1. Apply for a Victorian WWCC at the Working with Children Check Victoria website. Choose the volunteer type, which is free. When asked to nominate an organisation, add St Mary's Catholic College, Wattle Creek. Existing card holders should add the College through their WWCC portal account.
2. Complete the Volunteer Induction online through the Parent Portal under Volunteering. It takes about 20 minutes, covers child safety, confidentiality and emergency procedures, and must be redone annually.
3. Sign the Child Safety Code of Conduct (the final page of the induction module).
4. Show your WWCC card at the Junior or Senior office before your first volunteering activity; the office records it in the volunteer register and issues a lanyard.

The Portal shows a green "Approved volunteer" status once all steps are complete; teachers can only accept helpers with this status.

Activities that require a WWCC

Classroom helpers, camp and excursion helpers, canteen volunteers, sport coaches and team managers, P&F stalls involving students, library helpers and Interschool Sport drivers. Attending your child's assembly, Mass, concert or carnival as a spectator does not require a WWCC.

Parent helper courses

A two-hour Parent Helpers course for Prep–Year 2 reading and classroom support runs in Week 4 of Term 1 each year, presented by the Head of Junior School; completion is expected before helping in Prep–2 classrooms.

Visitors

• All visitors during school hours, including parents, enter through the Junior office (Chapel Road) or the Senior office and sign in using the visitor kiosk, which prints a lanyard label. Sign out when leaving.
• Parents dropping off forgotten items leave them at the office for delivery; please do not go to classrooms.
• Guest speakers and performers provide WWCC details to the organising teacher at least one week in advance.

Contractors

Contractors are engaged through the Business Manager, Mrs Annette Kowalski, provide a WWCC (employee type), complete a site induction, sign in at the office and wear a contractor lanyard. Work in student areas is scheduled outside school hours wherever possible.

Conduct while volunteering

• Follow the supervising teacher's instructions and remain within sight of staff; never take a student to a toilet or private space.
• Keep everything you see or hear about students confidential; do not photograph students.
• Report any child safety concern immediately to the teacher or a Child Safety Officer (Mrs Siobhan Reilly, Ms Priya Natarajan or Mr Tom Brennan).

Responsibilities

Parents and carers

• Hold a current WWCC, complete the annual induction and sign in each visit.
• Tell the office if your WWCC is suspended, revoked or expires.

Students

• Treat volunteers with courtesy and follow their reasonable instructions.
• Tell a teacher if any adult on campus makes them uncomfortable.

Staff

• Check volunteer status on the Portal before accepting helpers, supervise all volunteers and politely challenge anyone without a lanyard.
• The Deputy Principal – Wellbeing & Mission maintains and audits the volunteer register each semester.

Related documents

• Volunteering and WWCC
• Child Safety Policy
• Excursions & Camps Policy
• Privacy Policy
• Parents and Friends
• Parent Portal Guide

Review

Policy owner: Deputy Principal – Wellbeing & Mission. Approved by the College Leadership Team March 2026; ratified by the College Advisory Council; next review March 2028.

Frequently asked questions

Do I need a WWCC just to watch my child's assembly or sports carnival?

No. Spectators at assemblies, Masses, concerts and carnivals simply sign in at the office (or the event entrance) if arriving during school hours. A WWCC is needed when you are helping with or supervising students.

How much does a WWCC cost and how long does it take?

The volunteer WWCC is free and is valid for five years. Applications are made online and most are processed within two to three weeks, so apply well before camps or Term 1 helper rosters.

I already have a WWCC from another school. Do I need a new one?

No. Log in to your WWCC portal account and add St Mary's Catholic College, Wattle Creek as an organisation, then complete our induction and show your card at the office.

I did the induction last year. Do I have to do it again?

Yes. The induction is annual and takes about 20 minutes on the Parent Portal. It refreshes child safety and emergency information, and your volunteer status will not show as approved until it is done.

Can I drop something at my child's classroom?

Please leave it at the Junior or Senior office with your child's name and class. Staff deliver items at the next break. This keeps classrooms settled and ensures everyone on site is signed in.