Working With Children Check register

When you need this form

Cleaners, contractors and volunteers working in schools, childcare centres, out of school hours care and church programs need a valid check before they are rostered. The register tracks card numbers, expiry dates, verification evidence and approvals across the workforce. Sites in the child-related sector, and the insurers behind them, expect the organisation to hold current evidence, not to trust that everyone sorted it out.

Spreadsheets fail on expiry. A live register carries the verification screenshot, the date it was checked, who approved the worker and the expiry that drives the next check. During a term-based audit or a centre inspection, you produce a current register in seconds instead of chasing certificates through email. That difference matters when the questions are about children.

What good looks like

• Worker name, role and the sites they are approved to attend.
• Check number, card type and expiry date recorded for each worker.
• Verification evidence attached: screenshot or photo of the check outcome.
• Approver named and dated, showing who cleared the worker to attend.
• Status flagged for expiring, expired or pending checks before rostering.