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Any club with junior members needs to know that every coach, team manager and trainer who works with children holds a current Working with Children Check, and that the club has checked it. Each state runs its own scheme with its own name and rules. Here's what to collect, how to verify it, and how to stop checks quietly lapsing mid-season.

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Who usually needs one

In most states, anyone aged 18 or over who volunteers or works with children in a role that involves regular contact needs a check: coaches, assistant coaches, team managers, trainers, umpires and referees of junior games, and committee members who deal with children. Some states have exemptions, for example a parent volunteering for an activity their own child is part of. The exemptions differ, so check your state's scheme and your sport's member protection policy, which often asks for more than the law does.

The scheme in each state

Most checks are free for volunteers and last several years, but the fee, how long it lasts and how you verify it differ by state. Always check the scheme's own site.

• NSW: a clearance lasts 5 years, is free for volunteers, and is monitored for the whole time, even if the holder changes clubs.
• Queensland: there's no fee for a volunteer blue card when the volunteer is linked to an organisation.
• Victoria: since 19 October 2026, anyone applying for a Working with Children Clearance has to complete the new WWC Child Safety Training as part of the application.

Coaches who are also paid, or who work with children in more than one state, may need more than one check. Our season-start checklist covers everything else to collect.

Checklist for each coach and volunteer

• Working with Children Check. The card number, the expiry date, and the date your club verified it with the state scheme. In some states the volunteer must also link or nominate your club.
• Coaching accreditation. Most sports ask coaches to hold at least the community or club level accreditation from the sport's governing body.
• First aid and CPR. For trainers, and often for at least one person at every game. CPR is usually redone every 12 months and first aid every 3 years.
• Sports trainer accreditation. If your sport or league asks for an accredited trainer at junior games.
• Child safe or member protection training. Play by the Rules has free online courses many clubs use.
• Concussion training. Many sports now ask coaches and trainers to complete their concussion module.
• Umpire or referee accreditation. For anyone officiating junior games.
• Contractors the club pays. Public liability insurance and any licence for physios, paid coaches, bar staff (RSA), caterers, groundskeepers and holiday camp operators.

If your sport uses PlayHQ

PlayHQ's PlaySafe feature checks Working with Children Checks automatically for sports whose governing body has switched it on, including Basketball Victoria and Netball Australia. It covers the check itself. Coaching accreditation, first aid and CPR, child safe training and the club's contractors still need keeping track of.

Where clubs get caught out

1. A check expires mid-season. It was current at pre-season registration, so nobody looks again until the next year.
2. A new volunteer starts before their check comes through. Parents step in at short notice, especially as team managers.
3. Only one person knows where the records are. When the secretary or child safety officer changes over, the spreadsheet goes with them.
4. A card was never verified. A photo of a card isn't the same as checking it with the state scheme. Record the date you checked.

Keeping it current without the follow-ups

UpToDocs gives each coach and volunteer their own link to upload their check and certificates. It reads the expiry dates and reminds them before anything lapses, so the club only hears about it when something actually needs attention. See how clubs use it.

This guide is general information, not legal or insurance advice. Rules differ by state and industry; check with your own adviser or the relevant regulator.