Accessing schools as a parent, carer or close relative of a student
Volunteering at school is a great way to support your child’s education and connect with the wider school community. The department welcomes and values the contribution of volunteers.
As a parent, carer or close relative of a student, you may visit the school for many reasons. Depending on why you’re visiting, you may need to sign in at the office and complete a digital declaration.
This page explains what you need to do before and during your visit.
| Term | Definition |
|---|---|
Parents and carers | Parents (including stepparents), legal guardians or any other person who has custody of a child. |
Close relatives | Siblings, stepsiblings, grandparents, stepgrandparents, aunts, uncles, nieces and nephews. This also includes people who are part of an extended family or kinship system in Aboriginal and Torres Strait Islander cultures. |
Digital declaration | An online form the school sends you by email. It asks for your details and any certificates you need for what you’ll be doing at the school. |
School Visitor Check-In | The school sign-in system in the Service NSW app. Schools use it to record who is on site and as a register in case of an emergency. |
Working With Children Check (WWCC) | A check that shows whether a person can work or volunteer with children. It is issued by the NSW Office of the Children’s Guardian and includes a national criminal history check and a review of workplace misconduct findings. A WWCC number lasts 5 years after it’s issued. |
The difference between ‘visiting’ and ‘volunteering’
Keeping students safe is our top priority. We need to know who is at school and check there’s no reason they shouldn’t be there. In an emergency, this also helps staff make sure everyone is accounted for.
What you need to do depends on why you’re visiting:
You don’t need to sign in or complete a digital declaration when you are:
- dropping off or picking up your child
- attending parent-teacher interviews
- attending Grandparents Day/Mother’s Day or Father’s Day events
- attending school fetes or events open to the public
- spectating school sport, presentations or performances
You don’t need a Working with Children Check (WWCC) to volunteer in an activity that involves your child, or that your child usually takes part in, such as their class or reading group. You child must be taking part in the activity.
This doesn’t apply to the activities listed under ‘When you need a Working with Children Check’. You need a WWCC for those, even if your child is taking part.
You still need to complete a digital declaration and sign in when you arrive.
You need a valid WWCC to volunteer in any activity your child is not taking part in.
You also need a valid WWCC for these activities, even if your child is taking part:
- helping at sports days or athletics carnivals
- helping at Mother’s Day or Father’s Day stalls or sausage sizzles
- working in the canteen
- joining school committees (like the PSC)
- supervising an excursion
- going on an overnight excursion
- driving other students to school events when your child is not in the car
- mentoring a student, including in a formal mentoring program
- providing personal care to a student with a disability
Volunteering at a school
Before you volunteer, you need to complete a digital declaration. In it, you give your details, agree to the department’s privacy policy statement and declare there’s no reason you shouldn’t be at a school, such as a serious criminal conviction.
The school uses your details to check your WWCC, if you have one, and to check your are not barred from working in NSW public schools. Individuals on the department’s Not to be Employed list are unable to volunteer without prior approval from the Probity unit.
Apply for a Working with Children Check through the Office of the Children’s Guardian.
Before you arrive at school
The school will send you an email with a link to your digital declaration.
If you have a NSW WWCC, we encourage you to add the number even if you don’t need it for this visit. It lets you volunteer in more activities without having to fill out a new form.
Checking the email is genuine
The email will name the school, explain why you’re being screened and say which category applies to you, for example parent, carer or close relative of a student.
If you’re unsure whether the email is genuine, contact the school directly to check it was sent by the department.
When you arrive at school
- Show office staff a government-issued photo ID that contains your full name, date of birth and photo. You can use your NSW digital driver licence in the Service NSW app.
- Sign in to the school through the SVCI app, which keeps a record of individuals who are at the school for work, health and safety purposes.
Why we ask for photo ID and your date of birth
School office staff check your photo ID to confirm your identity and match you to your digital declaration.
Your date of birth helps tell apart people with the same name in the department’s system and match you to your Working with Children Check.
Frequently asked questions
Without a WWCC, your clearance only covers the school your child attends. The second school will email you a link to update your digital declaration.
If you have a valid volunteer WWCC, you only need to complete the digital declaration once.
No. You need to wait until the Office of the Children’s Guardian gives you your WWCC number. This can take a few weeks, so apply well before you plan to volunteer.
There are many reasons why a school might need to revoke your access as a parent, carer or close relative.
Contact the school if you think this is a mistake.
Yes, but you need a WWCC for paid work, which you can apply for through the Office of the Children’s Guardian.
You cannot do contract work on a volunteer WWCC.