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Policy HR-01

Recruitment, Screening, Blue Card and Workforce Compliance

How Araya recruits, screens, inducts and monitors every person who works or volunteers with students, under Queensland's Blue Card law.

Araya Tuition

Araya Tuition · HR-01

Recruitment, Screening, Blue Card and Workforce Compliance Policy

Document
HR-01
Version
2.0
Current as at
4 October 2026
Next review
October 2027
ABN
46 535 961 069

Araya Tuition (ABN 46 535 961 069). Version 2.0. Current as at 4 October 2026. Next review: October 2027. Document owner: Designated Child Safety Officer. Supersedes the version current as at 30 August 2026.

No card, no start. Nobody starts any paid or volunteer work with Araya that involves children until they hold a valid Blue Card or exemption card, Araya has validated it and linked them to Araya in the Blue Card Services Organisation Portal, and they are recorded in Araya's Blue Card register. Having applied for a card is not enough.

1. Purpose and scope

Araya Tuition ("Araya") runs tuition, mentoring, sport, excursions and volunteer-driver transport for school-age students in Brisbane, many from migrant and refugee families. This policy sets out how Araya recruits, screens, inducts, supervises and monitors the people who work or volunteer with those students.

It applies to every worker, meaning anyone who does child-related work for Araya, paid or unpaid: staff, contractors, tutors, mentors, coaches, volunteer drivers, excursion helpers, and administrators who have contact with students or access to students' records.

Child-related work means any Araya work or volunteering that involves, or is likely to involve, contact with children. That includes tutoring and mentoring sessions, sport, excursions, transporting students, and messaging students through Araya's portals.

This policy applies the Working with Children (Risk Management and Screening) Act 2000 (Qld) and its Regulation as amended, including by the Working with Children (Risk Management and Screening) and Other Legislation Amendment Act 2024 (Qld) (together, "the WWC Act"), and the Child Safe Standards and Universal Principle under the Child Safe Organisations Act 2024 (Qld).

2. No card, no start

A worker must not start child-related work with Araya, even for one session and even under supervision, until all of the following are done:

  1. the worker holds a valid Queensland Blue Card or exemption card. A pending application, a receipt or an interstate check is not enough;
  2. Araya has validated the card (number, name and expiry) and linked the worker to Araya through the Blue Card Services Organisation Portal;
  3. the worker is recorded in Araya's Blue Card register (section 6); and
  4. the other screening and induction steps in sections 4 and 5 are complete.

Under the WWC Act it is an offence for an organisation to engage a person in regulated child-related work without a valid card or exemption, and for the person to do that work. Araya's systems follow the same rule: Araya does not create a teacher, mentor or driver account that gives access to students until these steps are complete, and handovers in the Araya Driver app stay switched off until an Araya administrator marks the driver's screening as cleared.

3. Who needs a card, and exemptions

3.1 Araya's rule

Every tutor, mentor, coach, volunteer driver and staff member, and every administrator who has contact with students, must hold a Blue Card or an exemption card before starting, even where the law might allow an exemption for that person or activity.

3.2 Exemption cards (registered teachers and police officers)

Queensland registered teachers and police officers do not need a Blue Card for their professional role, but they must hold an exemption card issued by Blue Card Services before doing child-related work with Araya, because Araya work is outside their professional role. Araya treats an exemption card the same way as a Blue Card: it is validated, linked to Araya and recorded in the register. If the person stops being a registered teacher or police officer, they must tell Araya and Blue Card Services and stop child-related work until they hold a Blue Card.

3.3 Parent volunteers

The WWC Act exempts some parents who volunteer at an activity in which their own child takes part. The exemption does not cover overnight activities or activities involving close personal contact with other children, and Araya does not apply it to tutoring, mentoring or driving other people's children. At Araya, a parent may help at an event their own child attends without a card only if the Designated Child Safety Officer has checked that the exemption applies, recorded that check in the register, and the parent is never alone with another child. A parent who tutors, mentors, drives other students or helps regularly must hold a Blue Card.

3.4 Volunteers under 18 and other exemptions

Araya relies on an exemption (including any exemption for volunteers under 18) only after checking it against the WWC Act or with Blue Card Services and recording the reason in the register. Volunteers under 18 are always supervised by a carded adult.

3.5 Other screening cards do not count

Interstate working with children checks, a National Police Certificate and the NDIS Worker Screening Check are not a substitute for a Queensland Blue Card or exemption card. Queensland's former "yellow card" was a disability worker screening card that the NDIS Worker Screening Check replaced. It was never an exemption from the Blue Card, and Araya does not accept it as one.

4. Recruitment and screening steps

Araya will complete every step below for every tutor, mentor, coach, driver and staff member, and keep a record of each step.

  1. Role description. Each role has a written description that states Araya's commitment to child safety and that a Blue Card or exemption card is required.
  2. Application. Applicants apply through Araya's online application. They give contact and emergency-contact details, experience and qualifications, and their Blue Card or exemption card details.
  3. Identity check. Araya checks the applicant's identity against a current photo identity document (for example a driver licence or passport) and confirms the name matches the Blue Card or exemption card. Araya records the document type, the date it was checked and who checked it. Araya does not need a Medicare card to verify identity, and once identity has been verified Araya deletes uploaded copies of identity documents.
  4. Blue Card check. Araya validates the card number, name and expiry in the Organisation Portal and links the person to Araya. An applicant who does not hold a card must apply through Blue Card Services, using Araya's organisation details where the application asks for them, and cannot start until the card is issued and linked to Araya. Volunteers do not pay for a Blue Card.
  5. Referee checks. Araya contacts at least two referees who are not related to the applicant, including at least one who has seen the applicant work or volunteer with children where possible. Araya asks each referee directly whether they have any concerns about the applicant being around children, and records the answers.
  6. Interview. Araya interviews each applicant, including questions about child safety, boundaries and their reasons for working with young people. Two Araya people take part wherever practicable.
  7. Declaration and Code of Conduct. The applicant signs a declaration that they know of no reason they should not work with children and that they will tell Araya about any change in their police information. They also sign Araya's Child Safety Code of Conduct.
  8. Drivers. Volunteer drivers must also meet the requirements in the Transport and Volunteer Driver Policy (OP-02): an open driver licence, a satisfactory traffic history, a registered and insured vehicle, and Araya's approval.

Fair decisions. Screening decisions take into account only information that is relevant to the safety of children and the role. The Anti-Discrimination Act 1991 (Qld) prohibits discrimination in work on the basis of an irrelevant criminal record. Araya records the reasons for each decision. Araya may decline an applicant who holds a valid Blue Card if other information shows they are not suitable for the role.

5. Induction, training and supervision

Before their first contact with students, every worker must:

  • complete Araya's Child Safety Foundations online course and pass its quiz with at least 11 out of 12. The course records progress and quiz results, and a certificate is emailed to the worker on completion;
  • read and sign the Child Safety Code of Conduct;
  • be inducted on the Child Safety Reporting Procedure (CS-03), including every adult's personal duty to report child sexual offending to police under section 229BC of the Criminal Code (Qld);
  • be inducted on privacy, attendance and collection, emergency and first aid procedures, using Araya's portals and messaging, and (for drivers) the Transport and Volunteer Driver Policy.

New workers are supervised by an experienced Araya worker for at least their first four sessions. Workers re-acknowledge the Code of Conduct every year, and complete refresher training whenever Araya updates its child-safety course or procedures.

6. Araya's Blue Card register

Araya keeps a written Blue Card register of every person engaged in child-related work, paid or volunteer, as the WWC Act requires. For each person the register records at least:

  • full name and role;
  • card type (Blue Card or exemption card), card number and expiry date;
  • the date Araya validated the card and the date the person was linked to Araya in the Organisation Portal;
  • the date the person started child-related work;
  • any exemption relied on, and why (section 3);
  • any notice from Blue Card Services about the person (for example a suspension or cancellation) and what Araya did;
  • the date the person stopped and the date the link was removed.

The Designated Child Safety Officer checks the register against the Organisation Portal at least once a month and reminds workers at least two months before their card expires. Araya will give the register to Blue Card Services or the Queensland Family and Child Commission (QFCC) if asked. Araya will confirm with Blue Card Services the exact register content and timeframes required by the amended Act and Regulation, and will add anything further they require. Register entries are child-safety records and are kept for at least 45 years.

7. Child-safe risk management

Araya keeps a written child-safe risk management approach that covers the eight elements of a child and youth risk management strategy under the WWC Act:

  1. a statement of commitment to the safety and wellbeing of children;
  2. a code of conduct for interacting with children;
  3. written procedures for recruiting, selecting, training and managing workers (this policy);
  4. policies and procedures for handling disclosures or suspicions of harm (CS-03);
  5. a plan for managing breaches of the strategy;
  6. policies and procedures for complying with the Blue Card system (this policy);
  7. risk management plans for high-risk activities and special events, such as transport and excursions (OP-02);
  8. strategies for communication and support.

The Child Safe Standards under the Child Safe Organisations Act 2024 (Qld), overseen by the QFCC, now also apply to Araya's child-safe practice. Araya will confirm with Blue Card Services and the QFCC how the WWC Act strategy requirement applies now that the Child Safe Standards are in force, and will keep all eight elements in place either way. The strategy is reviewed at least once a year.

8. Ongoing monitoring

  • Blue Card Services monitors card holders' police information continuously and tells linked organisations when a card is suspended or cancelled. This is why every worker must be linked to Araya.
  • Araya checks the register monthly (section 6) and reviews each worker's role, supervision and conduct at least once a year. For drivers, this includes their licence, registration and insurance.
  • Supervisors watch for boundary or conduct concerns, and raise any concern under CS-03.

9. Workers' obligations

Every worker must:

  • keep their Blue Card or exemption card valid. Cards last three years. Lodge the renewal before the card expires. If a card expires, stop child-related work until a new card is issued and linked to Araya;
  • tell Blue Card Services immediately of any change in their police information (for example being charged with or convicted of an offence), as the WWC Act requires, and tell Araya's Designated Child Safety Officer at the same time;
  • tell Blue Card Services of any change of name or contact details within the time the WWC Act requires, and tell Araya;
  • stop child-related work immediately and tell Araya if their card is suspended or cancelled, if Blue Card Services issues a negative notice, or if they withdraw an application;
  • never let anyone else use their card or details;
  • follow the Child Safety Code of Conduct and the Child Safety Reporting Procedure;
  • tell Araya when they stop working or volunteering, so that their link and portal access can be removed.

10. Suspension, cancellation, negative notices and other concerns

If Araya learns that a worker's card has been suspended, cancelled or surrendered, has expired, or that a negative notice has been issued, Araya will, on the same day:

  • remove the worker from all child-related work, including rosters, sessions and transport runs;
  • switch off their access to students in Araya's portals, and set their Driver app screening status so that handovers are switched off;
  • record what happened and what Araya did in the Blue Card register;
  • inform the Designated Child Safety Officer.

Araya keeps the reason confidential and shares it only with people who need to know. Araya will not re-engage the person in child-related work unless they again hold a valid card that is linked to Araya.

If Araya receives a complaint, allegation or information suggesting a worker may pose a risk to children, even if their card is valid, it is handled under the Child Safety Reporting Procedure (CS-03). That procedure covers standing the worker down from child contact, reporting to police and Blue Card Services, and running a fair internal process.

11. When a worker leaves

On a worker's last day Araya removes their portal and Driver app access. Araya removes their link to Araya in the Organisation Portal promptly, within any timeframe the WWC Act sets, and records the end date in the register. Araya keeps the worker's screening, training and child-safety records (section 6).

12. Legislation and sources

  • Working with Children (Risk Management and Screening) Act 2000 (Qld) and Working with Children (Risk Management and Screening) Regulation 2020 (Qld), as amended
  • Child Safe Organisations Act 2024 (Qld): Child Safe Standards and Universal Principle (QFCC)
  • Criminal Code Act 1899 (Qld), sections 229BB (failure to protect) and 229BC (failure to report)
  • Anti-Discrimination Act 1991 (Qld)
  • Work Health and Safety Act 2011 (Qld): volunteers are workers
  • Blue Card Services, Queensland Government: qld.gov.au/bluecard

Questions: contact Araya's Designated Child Safety Officer through reception@arayatuition.com or 0466 373 048.

This document is Araya's policy. It is not legal advice. If it differs from the law, the law applies; where this document sets a stricter rule than the law, Araya follows the stricter rule.