EWA Screening Procedures

Equestrian Western Australia (EWA) is committed to providing a child-safe environment. As part of this, we will recruit and engage staff and volunteers who do not pose a risk to children by following the EWA Member Protection Policy and implementing screening procedures. EWA, including our state affiliated clubs, will meet the requirements of the relevant Working with Children Check laws (Criminal Record Checking Act 2004).

Employment screening and Working with Children Checks can involve criminal history checks, signed declarations, referee checks and other appropriate checks that assess a person’s suitability to work with children and young people.

Recruitment & Selection

The roles at any club are varied with most positions filled by volunteers and some filled by paid employees. Roles include but are not limited to Committee Members, Coaches, Volunteers, Team Managers, Judges and Officials. Individuals travelling with children and young people to another state or territory in a work-related capacity must also comply with the screening requirements of that particular state or territory. 

When recruiting for a position, it is the responsibility of the club to:

  • Identify the selection criteria and skills required for the role.
  • Clearly state EWA's commitment to its member protection policies and child safeguarding ("Equestrian Western Australia (EWA) is committed to providing a child-safe environment. As part of this, we will recruit and engage staff and volunteers who do not pose a risk to children by following the EWA Member Protection Policy and implementing screening procedures. EWA, including our state affiliated clubs, will meet the requirements of the relevant Working with Children Check laws (Criminal Record Checking Act 2004)".
  • Interview applicants whether formally or informally. Questions should be asked as to why they applied for the role, why they want to work with children etc. Be aware of inappropriate responses.
  • Conduct a criminal record check and ensure the person has the skills or qualifications required for the role.
Role Skills Required Checks Required References
Committee Member Management, financial, organisational, governance, communication and sport knowledge WWC*, National Volunteer Police Certificate (if unpaid) or National Police Certificate (if paid) Two required from most recent club or employer
Coaches Organisational, sport knowledge WWC* Two required from most recent club or employer
Volunteers Organisational, sport knowledge WWC*, National Volunteer Police Certificate (if unpaid) or National Police Certificate (if paid) Two required from most recent club or employer
Team Managers Organisational, sport knowledge WWC*, National Volunteer Police Certificate (if unpaid) or National Police Certificate (if paid) Two required from most recent club or employer
Judges Sport knowledge WWC* Two required from most recent club or employer
Officials Organisational, governance, and sport knowledge WWC* Two required from most recent club or employer

* Some Working With Children exemptions may apply.

Your club may have additional roles that may require screening. Please contact EWA for assistance on identifying these roles.

Reference Checks

It is recommended that clubs obtain at least two references from an applicant's most recent sporting club or employer. When interviewing, ask questions directly as to whether the person is appropriate to work with children.

Criminal Record Check Process for Clubs

  1. Identify and list the positions where criminal checks are required.
  2. Ensure appropriate criminal record checks are conducted: 
       a) Ensure that the person filling the position (whether voluntary or paid) obtains a Working With Children Check. If the person already has WWC Card, your club should sight and take a copy of the Card, record the details in the record keeping spreadsheet and validate and register that they are now associated with EWA on the WWC website.  This notifies the WWC Screeining Unit that the card holder is engaged in child-related work for the club and allows them to update your club in the future if there is a change in the card holder's status.
       b) Ensure volunteers obtain a Volunteer National Police Certificate (VNPC) if required (application details below).
       c) Ensure paid employees obtain a National Police Certificate (NPC) if required.
  3. Establish and maintain a Criminal Record Check Spreadsheet (template available here). Include those that are exempt from WWC. Ensure the document is kept secure, confidential and updated regularly. Identify the person within the club that holds the information.

Volunteer National Police Certificate (VNPC)

What is a Volunteer National Police Check?
A Volunteer National Police Check lists an individual's criminal and WA traffic court outcomes and pending charges that are deemed disclosable at the time of application. It is designed to assist organisations adequately screen volunteers in working positions of financial trust or involved in driving or other special duties that provide services to vulnerable people. 

Eligible volunteers include people that:

  • Receive no payment for work (except out of pocket expenses); and
  • Perform volunteer work which provides a community service and not as part of obligated work placement (e.g. student placement, work experience, “Work for the Dole”)

Application Process
Download the Volunteer National Police Check Form and submit it along with 100 points of identification to the EWA office. The price to apply is $14.90.

It may take up to 15 working days for EWA to receive the VNPC, depending on postage times. The certificate is the property of the volunteer.

Managing Allegations

  • Has a reference check raised concerns?
  • Has an interview produced a response that does not seem appropriate?
  • Does the person in question have a criminal record that makes them unsuitable for the role they have applied for?
  • Has a concern been raised about them, such as inappropriate behaviour (refer to the EWA Member Protection Policy)?

To decide if action is required please call 9296 1200 to speak to an EWA Member Protection Information Officer for advice.

Negative Notice
An Interim Negative Notice may be issued in some cases when the WWC Screening Unit receives information relevant to the immediate safety of children (e.g. a charge or conviction for a relevant offence). This prohibits a person from engaging in child-related work during the assessment or re-assessment until a final decision is made.

If the WWC Screening Unit’s assessment or re-assessment of a person’s eligibility to hold a WWC Card indicates an unacceptable risk to children they will be issued with a Negative Notice.

If EWA or an EWA club is notified by the WWC screening unit or by the individual themselves, that an employee, volunteer or student has been issued with a Negative Notice or Interim Negative Notice they must be removed from child-related work immediately and you must inform the CEO of EWA. Make sure you keep records of the process that has been followed and contact the WWC screening Unit or EWA with queries and support. 

It is an offence for you to engage the person in paid, unpaid or voluntary child-related work in Western Australia and the Christmas and Cocos (Keeling) Islands if you know they have an Interim Negative Notice or Negative Notice. 

Appointment and Induction

Once the above steps have been completed, a decision needs to be made about whether the person is suitable for the role and advise the person in writing if they are being offered the position. Make sure you follow your organisation or club's policies and procedures and provide an induction.

Talk to everyone about their expectations and offer ongoing support and supervision to help keep track of a person's attitude, actions and practices and their ability to effectively perform their role. Effective support and supervision will assist volunteers to enjoy their role and is likely to expose any behaviours of concern which need to be addressed.

Safe Clubs 4 Kids is an award winning initiative designed to enhance safeguarding strategies for children participating within sport. The Safe Clubs 4 Kids initiative is delivered in conjunction with the four (4) partner organisations – the Department of Sport and Recreation, Western Australian Sports Federation, the Working With Children Screening Unit, and the Western Australian Police – Child Abuse Squad.

Topics covered throughout the workshop include:

  • Understanding the risks.
  • Creating a safe participatory environment.
  • Reporting processes.
  • What resources are available.
STATE BRANCHES