Safe Hands - Newcastle, NSW
Worker Screening & Training Policy
This policy sets out Safe Hands’s requirements for worker screening, qualifications verification, mandatory training, and ongoing professional development for all staff, contractors, and volunteers delivering NDIS supports.
1. Purpose
The safety and wellbeing of NDIS participants depends on every worker being thoroughly screened, properly trained, and continuously supported. This policy ensures Safe Hands meets its obligations under the NDIS Practice Standards and the NDIS (Worker Screening) Act, and maintains a workforce that participants and their families can trust.
This policy applies to all employees, contractors, subcontractors, volunteers, and students on placement at Safe Hands who deliver, or may have contact with, NDIS participants.
2. Legislative Framework
- National Disability Insurance Scheme Act 2013 (Cth)
- NDIS (Provider Registration and Practice Standards) Rules 2018
- NDIS (Worker Screening) Act 2020 (NSW)
- Child Protection (Working With Children) Act 2012 (NSW)
- NDIS Practice Standards - Core Module, Module 1 (Rights and Responsibilities)
- Work Health and Safety Act 2011 (NSW)
- Fair Work Act 2009 (Cth)
3. Pre-Employment Screening - Required Checks
No worker may commence any role involving contact with NDIS participants until all required screening clearances have been verified. The following checks are mandatory:
NDIS Worker Screening Check
Mandatory for all workers in risk-assessed roles. Applied for through Service NSW. Safe Hands must sight and record the clearance number before commencement.
Working With Children Check (WWCC)
Required for any worker who may have contact with a child (under 18) during supports. Issued by the Office of the Children's Guardian NSW. Must be current before any child contact.
National Police Check
Required at commencement for all workers. Conducted through an ACIC-accredited agency. Renewed every 3 years or sooner if circumstances change.
Identity Verification
100-point identity check at commencement. Copies of identity documents are retained securely in the worker’s personnel file.
Reference Checks
Minimum two professional references checked for all direct support workers. At least one referee must be a direct supervisor from a recent employer. References are documented and retained.
Qualifications Verification
All stated qualifications, certifications, and registrations are sighted and verified before commencement. Copies retained on personnel file.
Absolute requirement: No worker may commence any role that involves contact with NDIS participants - including children - until Safe Hands has sighted and recorded all required clearances. There are no exceptions, regardless of staffing pressures.
4. Risk-Assessed Roles
Under the NDIS Worker Screening legislation, all roles at Safe Hands that involve direct contact with NDIS participants are classified as risk-assessed roles. The NDIS Worker Screening Check is mandatory for all persons in these roles.
Risk-assessed roles at Safe Hands include (but are not limited to):
- Support workers (all categories)
- Support coordinators
- Occupational therapists, physiotherapists, speech pathologists, psychologists
- Allied health assistants
- Transport workers carrying participants
- Senior staff with regular participant contact
- Directors / CEO with any participant contact
Volunteers and students whose role involves contact with participants also require an NDIS Worker Screening Check and, if applicable, a WWCC.
5. Maintaining and Monitoring Clearances
Safe Hands maintains a Worker Screening Register recording the clearance type, number, issue date, and expiry date for every worker. The Director / CEO is responsible for monitoring this register and ensuring clearances are renewed before expiry.
5.1 Clearance Expiry
- Workers are notified at least 3 months before their clearance expiry date
- Workers must apply for renewal in sufficient time to ensure continuity - a lapsed clearance will result in the worker being stood down from participant contact until a new clearance is received
- NDIS Worker Screening Checks do not expire on a set date - they are revoked if circumstances change (see 5.2 below)
- Working With Children Checks must be renewed every 5 years (paid workers) or as required
5.2 Change in Circumstances
Workers must notify Safe Hands immediately if:
- Their NDIS Worker Screening Check or WWCC is suspended, revoked, or cancelled
- They are charged with or convicted of any criminal offence
- Their registration or professional licence is cancelled, suspended, or subject to conditions
- There is any other change in their personal circumstances that may affect their suitability to work with vulnerable people
A worker whose clearance is suspended or revoked will be immediately stood down from all participant contact, pending management review and a decision about their continued engagement.
Safe Hands may verify NDIS Worker Screening Check status at any time through the NDIS Worker Screening Database. Workers consent to this verification as a condition of employment.
6. Mandatory Training - Induction
All workers must complete the following training before they commence any unsupervised contact with NDIS participants:
| Training Module | Delivery | Timeframe |
|---|---|---|
| NDIS Code of Conduct & Worker Obligations | Self-paced or in person | Before commencement |
| Code of Conduct acknowledgement (signed) | In person with manager | Before commencement |
| Safe Hands Policies & Procedures overview | In person induction | Day 1 |
| Participant rights, autonomy, and consent | Self-paced or in person | Within first week |
| Incident identification, response & reporting | Self-paced or in person | Within first week |
| Child safety & mandatory reporting obligations | Self-paced or in person | Within first week |
| Privacy & information handling | Self-paced or in person | Within first week |
| Abuse, neglect & exploitation identification | Self-paced or in person | Within first week |
| First Aid & CPR certification | Accredited provider | Before unsupervised shifts (direct support workers) |
| Manual handling & safe lifting | In person or online | Before delivering personal care supports |
7. Ongoing Training Requirements
In addition to induction training, all workers must complete the following on a recurring basis:
| Training | Frequency | Who |
|---|---|---|
| NDIS Code of Conduct refresher | Annual | All workers |
| Child protection refresher | Annual | All workers with child contact |
| Incident management refresher | Annual | All workers |
| First Aid & CPR renewal | First Aid: 3 years; CPR: 1 year | All direct support workers |
| Manual handling | Every 2 years or when role changes | All workers performing physical supports |
| Privacy & information handling | Annual or when legislation changes | All workers |
| Behaviour support (where relevant) | Annual | Workers supporting participants with complex behaviour needs |
| Cultural safety | Annual | All workers |
Training records are maintained on each worker’s personnel file. Failure to complete mandatory training within the required timeframe may result in a worker being stood down from participant contact until training is completed.
8. Qualifications for Specific Roles
The following minimum qualifications apply to specific roles within Safe Hands:
| Role | Minimum Qualification |
|---|---|
| Support Worker | Certificate III in Individual Support (or equivalent) - or demonstrated equivalent experience with commitment to complete qualification |
| Support Coordinator | Relevant tertiary qualification in disability, social work, community services, or equivalent demonstrated experience |
| Occupational Therapist | Registered with AHPRA as an Occupational Therapist |
| Physiotherapist | Registered with AHPRA as a Physiotherapist |
| Speech Pathologist | Certified Practising Member of Speech Pathology Australia |
| Psychologist | Registered with AHPRA as a Psychologist |
| Allied Health Assistant | Certificate IV in Allied Health Assistance (or relevant field) |
Registration and membership currency must be verified at commencement and annually thereafter. Workers must notify Safe Hands immediately if their registration is suspended, conditioned, or cancelled.
9. Supervision During Probation
All new workers complete a probationary period during which they receive enhanced supervision:
- The first shift with a new participant is conducted with a senior worker or supervisor present where operationally possible
- Weekly check-ins with the supervising manager during the first month
- A probationary review at 3 months covering performance, conduct, and training completion
- Confirmation of ongoing employment is subject to satisfactory probationary review
10. Contractor and Subcontractor Requirements
Safe Hands applies the same screening and training standards to contractors and subcontractors as to direct employees. Before engaging any contractor to deliver supports:
- Sight and record their NDIS Worker Screening clearance number
- Sight their WWCC if they may have contact with children
- Verify their qualifications and professional registrations
- Confirm they have received, read, and agreed to comply with this policy and the Code of Conduct
- Maintain a record of their clearances in the Worker Screening Register
11. Record Keeping
Safe Hands maintains a secure Worker Screening Register containing:
- Full name of each worker
- Role and start date
- NDIS Worker Screening clearance number and date received
- WWCC number and expiry (where applicable)
- National Police Check date and result
- Identity verification date
- Professional registration details and renewal dates
- Training completion records and dates
Worker screening records are retained for 7 years from the end of the employment or engagement, in a secure manner accessible only to authorised management staff.
12. Responsibilities
| Role | Responsibility |
|---|---|
| Director / CEO | Approves this policy; maintains the Worker Screening Register; final decision on suitability of workers; manages serious clearance concerns |
| Hiring Manager | Ensures all required checks are completed before commencement; organises induction training; notifies Director of any clearance changes |
| Workers | Provide accurate screening information; maintain clearances; complete mandatory training; notify management immediately of any change in circumstances |
13. Related Documents
- Code of Conduct (POL-COC-001)
- Child Safety Policy (POL-CSP-001)
- Human Rights & Participant Rights Policy (POL-RTS-001)
- Privacy Policy (POL-PRV-001)
- Incident Management Policy (POL-INC-001)
- Worker Screening Register (FORM-WST-001)
- NDIS (Worker Screening) Act 2020 (NSW)
This policy has been reviewed and approved by the Director / CEO of Safe Hands. It will be reviewed annually or earlier if required by changes in legislation or NDIS Practice Standards.
Approved by
Rujal S - Director / CEO, Safe Hands
Date Approved
1 January 2026
Effective date
Document ID: POL-WST-001 | © 2026 Safe Hands Disability | ABN 31 315 518 918