Information Sheets

QLD Blue Card Application

Complete the applicable process as outlined:

1. If you do not have a Blue Card or it is expiring, complete steps 1-4

2. If you have a current Blue Card (valid for the duration of the Vocational Placement period), complete step 4.

International students can now get started on applying for a Blue Card before they arrive in Queensland by completing the New Customer/Photo and Signature Remote Application (for agency card) form. This form needs to be completed and approved before you can apply for a Blue Card. Read the Getting a customer reference number guide for help in completing this form. 

	Step / Instructions	Option 1	Option 2
1	Check your Eligibility Check your eligibility to apply/hold a Blue Card by reading the information here.	✓	NR
2	Create a Blue Card Account You must have a Blue Card Online Account, if you do not have one, you can create one here. If you have an account, skip this step. In order to complete the application, you must have a Customer Reference Number, this can be found on a Transport and Main Roads (TMR) product, such as: Open Driver licence Adult proof of age card Photo identity card Industry authority Marine Licence 18+ card If you do not have one of the above-mentioned items, you will need to get a CRN. To do this, take your acceptable identity documents to a TMR service centre. Let the staff take your photo and wait for the letter/email confirming your CRN and keep it in a safe place. If your photo was taken more than 6 years and 9 months ago you will need to go to a TMR service centre and explain that you are applying for a blue card and ask for a CRN or an updated photo. If you can’t get to a TMR service centre, Blue Card Services can help you find a way to get a CRN. Phone (07) 3211 6999 or 1800 113 611 or email info@bluecard.qld.gov.au for assistance.	✓	NR
3	Apply for or renew a Blue Card Once you have a Blue Card Online Account, you can log in and apply for or renew a Blue Card. Enter your details, Click Login and complete the online form. You can withdraw your consent to screening at any time before a decision is made about your application. Contact Blue Card Services to do this.	✓	NR
4	Provide Strategix with your Blue Card Once you have received your Blue Card, you must upload a copy to the Blue Card assessment. Your Blue Card and status will be validated and you will be linked to Strategix.	✓	✓

NSW Working with Children Check (WWCC) Number

VIC: Working with Children Card

ACT: Working with Vulnerable People (WWVP) Registration

SA Working with Children Card

Strategix SA staff are not required to have a WWCC as they don’t work in a child related area for more than seven days a year. Even though we occasionally have under 18yr old students they are enrolling into an adult environment so the WWCC is not required. However a centre may require a trainer to have it to complete placement visits, depends on the centre.

To go to the portal click here. The username and password is in the Quality team spreadsheet

Follow the steps below if a student needs a WWCC.

Working with Children Card - WA

TAS Registration to Work with Vulnerable People Card

NT Working with Children Clearance (Ochre Card)

Working With Children Checks Policy

Strategix must comply with Federal and State legislation with child/youth and vulnerable people-related work. All screening activities must be completed for applicable employees or students completing studies and or employment within the regulated sectors. Each state has specific legislative requirements which must be met.

This procedure ensures all relevant individuals obtain/have a current card and/or check prior to Vocational Placement (VP) or workplace activities. If an application comes back with a Negative Notice, it will limit the individual’s ability to participate in such activities.

In States where there is a charge for checks, College students will be reimbursed once they have successfully completed Vocational Placement.

This document is intended for internal use only, students or staff who require a working with children check should be provided with and follow the Working with Children Applications instructions.

Staff who require a blue card must also follow the eligibility and application instructions.

Record Keeping

Once a card or clearance has been issued, a copy/evidence must be provided to Strategix. In line with legislative requirements, Strategix will maintain the evidence/record of the working with children check on file for up to 7 years. These records will be maintained as required by each state. Quality will monitor the expiry dates of the blue card via the HRIS matrix - WWCC Register tab.

Strategix Employees:

The https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3035660741 outline Strategix’s requirements for employees and relevant checks surrounding their employment.

Refer to the table below for the procedure applicable to each state’s checking requirements:

QLD Blue Card Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Non-eligible/Disqualified Persons

A staff/student must notify Strategix if they are a disqualified person and must not complete the application process. When notified, the student is to be withdrawn from the course. When a staff member notifies Strategix, they will be addressed as per the Recruitment Policy and Procedure.

Notice of Outcome / Linking to Strategix

Positive Notice
Once an applicant receives the Blue Card, they must upload it to the assessment portal and an administrative assistant is responsible to log in to the portal and link them to Strategix (each user has their own login). Access the Organisation Portal user guide here.

Negative Notice
In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified, the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure.

De-Registration of Blue Card
When a Blue Card holder registered with Strategix has withdrawn/completed their course (regardless of whether the Blue Card has arrived or not) or ceased employment they are de-linked.

De-linking Staff
When a staff member is no longer working with children (within their role at Strategix) they are to be de-link by the accounts department.

De-linking Students
An automated report is sent to the Administrative assistant at the end of each month with a list of students who need to be de-linked. Once received, the Administrative assistant completes the de-link process as follows:

1. Open the Monthly Blue Card Delink Report (received monthly by bluecards@strategix.edu.au)

2. In the report, split any hyphenated or dual first names etc. as follows:

   • Select column E (Given Name)

   • Click on Data

   • Click Text to Columns

   • Ensure “Delimited” is selected and click next

   • Select Space and Other

   • Type a hyphen in the other field

   • Click finish

   • Once the names have been split delete any name/info in the columns after E

Open

• Download a current blue card report from the portal by logging in and navigating to the Blue Card Register area and clicking on “Export results”

• Once the information is downloaded from the blue card register open the report:

  • Delete the top 2 rows so the row headings are at the top of the spreadsheet

  • Cut column B (the names) and paste it in column K

  • Select column K (the names) and split the names and hyphens as preformed in the aXcelerate report (using the Text to Columns function) and delete the names/text to the right of column K

• On both the aXc Monthly Blue Card Delink Report and the report exported from the blue card portal combine the students name followed by the DOB into one cell each:

  • Enter the following code into cell F2 on the aXc Monthly Blue Card Delink Report: =E2&" " &TEXT(D2,"mm/dd/yyyy")

  • Enter the following code into cell L2 on the exported blue card report: =K2&" " &TEXT(C2,"mm/dd/yyyy")

  • Apply the formula all the way down the lists of students on both reports

• Open the Blue Card Student Register and access the De-link Formula tab

• Copy the column containing the cells with the combined text of the students Name and DOB

• Paste the combined name and DOB text using the “Paste Values Only” command into the allocated spaces on the google sheet. The spreadsheet will automatically highlight students' names.

• Check each highlighted student to see if they are to be delinked (referring to their enrolment/s on aXc)

• On the Blue card portal, de-link only those that are no longer enrolled in any course or who have transferred to a course that no longer requires a Blue Card. Note, some highlighted students on the report may have cancelled or transferred and gone into another course requiring a blue card.

• Once all applicable students are de-linked, clear the names from google sheet by selecting the names and pushing the “delete” key on the keyboard (this will ensure the spreadsheet retains the formatting rules)

• Move onto Record Keeping.

Record Keeping

Student Records
The Administrative assistant must download the “Export Results” each month after de-linking students. A copy of the export is to be uploaded to the Blue Card Student Register. The report saved to the register must have the tab named with the date the report and delinking occurred.

Staff Records
Staff records are kept on the Staff Register tab of the Working with Children Register spreadsheet.

NSW Working With Children Check (WWCC) Number Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Linking to Strategix

In the occurrence of a Barred notice encountered by an applicant, they must notify Strategix of the of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure.

If an applicant receives a positive outcome of their application, they must upload a copy of the notification email (containing the WWC number) to the assessment portal and an administrative assistant is responsible to verify the WWC number. In order to verify the WWC number:

• Go to https://wwccemployer.ocg.nsw.gov.au/Login

• log in using the following username and password:

  • Username: compliance@strategix.edu.au

  • Password: 1Semillon!

• Select the verify Working with Children Status tab

• Enter the worker’s/volunteer’s surname, date of birth and WWC number or APP number

• Click “Verify”

• Take a screenshot of verification outcome and either:

  • If the verification outcome is a positive outcome, proceed to Update aXcelerate or

  • If the of a verification outcome is a Barred notice, the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue with the Update aXcelerate steps below (required to record outcome).

Update aXcelerate

The administrative assistant must add upload the WWC screenshot to the applicant’s portfolio checklist on aXcelerate and update all fields associated to the checklist item; including the:

• WWC number,

• Verification date,

• Verification outcome (in comments),

• The “Paid” or “Volunteer” work status (in comments) and

• Expiry date.

Barred Outcomes

If at any stage in the future an applicant becomes barred, the Office of the Children’s Guardian will notify Strategix (as long as Strategix has performed the verification process). When this occurs, Strategix must:

• Ensure the applicant ceases working with children or youth immediately

• Students - Withdraw the student from the course

• Staff – Management will work with the staff member as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039068250

• Record the details/evidence on the aXcelerate profile.

VIC Working With Children Card Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Strategix Check

Positive Notice

Once an applicant receives the Card, they must upload it to the assessment portal and the administrative assistant is responsible to access the Victorian Working with Children check and verify the card/status and take a screenshot of the check.

Negative Notice

In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue to step 3.

Update aXcelerate

The administrative assistant uploads a screenshot to the applicant’s portfolio checklist on aXcelerate and update all fields associated to the checklist item; including the:

• Card number,

• Verification date,

• Verification outcome (in comments),

• The card type “P” for paid employers or “V” Volunteers (in comments),

• Expiry date and

• Retain and secure all correspondence from the department about applicants.

ACT Working with Vulnerable People Registration Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Validate Applicants Registration

Once an applicant receives the Card, they must upload it to the assessment portal and the administrative assistant is responsible must validate the registration with Access Canberra via email to wwvp@act.gov.au. The email must contain, the applicant’s registration number and full name and a request for the details/number to be validated.

Positive Notice

Once a positive notice reply is received the administrative assistant must make a copy of the email and progress to step 3.

Negative Notice

In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue to steps to Update aXcelerate.

Please note: Access Canberra are limited to what they can disclose with Strategix or the Host if the applicant is not registered as the regulated organisation/employer. If it was not done in the original application the applicant needs to contact the department.

Update aXcelerate

The administrative assistant uploads the email response to the applicant’s portfolio checklist on aXcelerate and update all fields associated to the checklist item; including the:

• Card number,

• Verification date,

• Verification outcome (in comments),

• Expiry date and

• Retain and secure all correspondence from the department about applicants.

SA Child-Related Employment Screening Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Strategix Check

Once an applicant receives the Screening Reference Number, they must upload it to the assessment portal. Once received, the administrative assistant is responsible to:

• Log into the Organisation Portal

• Navigate to the WWCC Registration Of Interest page

• Verify that the applicant has a current Working with Children Check and is not prohibited

  • Search student’s details and reference number (found on the DHS Screening Assessment email/pdf the student would have received and uploaded to the portal)

• Generate a Certificate of Interrogation which records the time and date of the search, the individual searched, their Working With Children Check status and who did the search.

• Register an interest in the individual so that you will receive any changes in status to that individual's Working With Children Check.

Positive Notice

Once a positive notice confirmed, the administrative assistant must progress to step 3.

Negative Notice

In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue to step 3.

Update aXcelerate

The administrative assistant uploads the Certificate of Interrogation to the applicant’s portfolio checklist on aXcelerate and update all fields associated to the checklist item; including the:

• Verification date,

• Verification outcome (in comments),

• Expiry Date.

Additional Requirements (where pertinent)

Some VP Hosts require students to attend a one day Child safe environments (CSE) training. When required the applicant should contact the department for information on providers and costs.

Applicants must organise a time to complete the training prior to being eligible to attend VP with the host. Upon completion applicants must provide Strategix and the VP host with a copy of their certificate of completion.

WA Working with Children Check Procedure

Eligibility and Application

The administrative assistant completes, signs and dates the working with children volunteer concession form and provides it to the student (the student must submit this form with their application).

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Strategix Check

Once an applicant receives the WWC Card, they must upload it to the assessment portal. Once received, the administrative assistant is responsible to:

• Access the WWC Card Validation service

• Verify that the applicant has had a Working with Children Check and is not prohibited

• Take a screenshot of the result

Positive Notice

Once a positive notice is confirmed, the administrative assistant must progress to step 3.

Negative Notice

In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue to step 3.

Update aXcelerate

The administrative assistant uploads the screenshot of the result to the applicant’s portfolio checklist on aXcelerate and updates all fields associated with the checklist item; including the:

• Verification date,

• Verification outcome (in comments),

• Expiry Date.

TAS Working with Vulnerable People Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Strategix Check

Once an applicant receives their Registration Card, they must upload it to the assessment portal. Once received, the administrative assistant is responsible to:

• Log into the Employer Portal - Signup here

• Verify/check the registration status

• Take a screenshot of the result

• Link the applicant to Strategix.

Positive Notice

Once a positive notice is confirmed, the administrative assistant must progress to step 3.

Negative Notice

In the occurrence of a Negative notice, the applicant must notify Strategix of the outcome. When notified the student is to be withdrawn from the course. When a staff member notifies Strategix they will be addressed as per the Recruitment Policy and Procedure. Continue to step 3.

Update aXcelerate

The administrative assistant uploads the screenshot of the result to the applicant’s portfolio checklist on aXcelerate and updates all fields associated with the checklist item; including the:

• Verification date,

• Verification outcome (in comments),

• Expiry Date.

NT Working with Children Clearance (Ochre Card) Procedure

Eligibility and Application

Students are provided with the Working with Children Applications in the assessment portal prior to being required to complete any child and youth-related activities.

Notice of Outcome / Strategix Check

Once an applicant receives their Clearance Notice Number, they must upload it to the assessment portal. Once received, the administrative assistant is responsible to:

• Access the SAFE NT Online Service

• Verify/check the clearance status

• Take a screenshot of the result

Update aXcelerate

The administrative assistant uploads the screenshot of the result to the applicant’s portfolio checklist on aXcelerate and updates all fields associated with the checklist item; including the:

• Verification date,

• Verification outcome (in comments),

• Expiry Date.