Why Do I Need a WWVP Card to Volunteer at Ramblers?

At Ramblers Basketball Club, the safety and protection of our junior players are our highest priorities. As a community basketball club operating in Canberra, we strictly comply with ACT child protection laws and national privacy principles.

Who Is Considered an Appointed Volunteer?

For the purposes of the ACT Working with Vulnerable People (Background Checking) Act 2011, an appointed volunteer refers to anyone holding an official, designated role with a team—specifically:

Head Coaches & Assistant Coaches
Official Team Managers
Appointed Club Officials & Coordinators

If you are appointed to one of these official roles, you must provide your Working with Vulnerable People (WWVP) registration details and a verified photo of your card before taking to the court or team bench with your players.

What is a WWVP Registration?

A Working with Vulnerable People (WWVP) card is an official background check and risk clearance issued by Access Canberra under the Working with Vulnerable People (Background Checking) Act 2011. The scheme ensures that anyone engaging in regulated activities with children undergoes background screening and continuous national monitoring.

100% Free for Volunteers: WWVP registrations for volunteer roles are completely free through Access Canberra and remain valid for 5 years.

Why Is It Mandatory for Appointed Club Personnel?

1. ACT Legal Requirement

In the ACT, junior sport is classified as a regulated activity. Under territory law, it is a statutory offence for any appointed volunteer aged 16 or over to coach, manage, or engage in regulated team activities with junior players without an active WWVP registration.

2. Protecting Volunteers & the Club from Fines

Access Canberra compliance officers conduct unannounced stadium spot-checks at ACT venues during game weekends. Under territory legislation:

For Individual Volunteers: Engaging in a regulated activity without active registration carries individual statutory fines of up to $7,000 and/or imprisonment.
For the Club: Allowing an unverified or expired volunteer to coach or sit on the team bench exposes the club to significant organizational penalties and regulatory action.

3. Creating a Safe Environment

Access Canberra continuously monitors cardholders across national databases. This gives parents, families, and team members total confidence that our basketball environment is safe and accountable.

Key Compliance Rules & Role Distinctions

To ensure clarity, the law makes a clear operational distinction between the team bench (coaching and managing) and the score table / score bench (game-day scorekeeping):

Team Bench Personnel (Card Mandatory): Anyone serving as an appointed Head Coach, Assistant Coach, or Team Manager who sits on or directs from the team bench must hold an active WWVP card. There are no “escort” or “supervision” exceptions an unregistered coach cannot coach, even if a card-holding team manager is seated next to them.
Score Table / Score Bench Duties (Parent Exemption Applies): Parents and close relatives who assist on an ad-hoc basis at the neutral score table / score bench such as running the electronic scoreboard, updating the iPad scoring system, or flipping score tiles—are exempt from needing a WWVP card under Section 12 of the ACT WWVP Act, provided their child is participating in that game.
When the Exemption Does NOT Apply: If a parent steps into an official, ongoing role on the team bench (e.g., appointed Coach or Manager), or if they perform score table duties for games where their own child is not playing, the parental exemption no longer applies and a valid WWVP card is required.
Mandatory for Age 16+: WWVP registration is compulsory for appointed volunteers aged 16 and older. For junior volunteers turning 16, we recommend starting the free application process at 15 years and 9 months so they are cleared on their 16th birthday.
National Mutual Recognition: Under national legislation, any negative screening or card cancellation in another Australian state automatically disqualifies a person from holding a WWVP card in the ACT.
Carry Your Card: Access Canberra requires registered personnel to carry their physical WWVP card (or digital pass) whenever they are on the team bench or conducting regulated activities.

How We Store, Protect, and Manage Your Information

Belconnen Ramblers Basketball Club is committed to protecting your privacy in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Why We Collect It: We collect your details and card photos solely to comply with ACT law (Working with Vulnerable People Act 2011) and verify your eligibility to volunteer. We do not share your data with third parties unless legally required (e.g., Access Canberra compliance audits).
Secure Storage: All volunteer records and card copies are stored within our secure Microsoft cloud environment in protected, non-public folders accessible only by authorized Executive Committee delegates using Multi-Factor Authentication (MFA).
Profile Management: Active volunteers can view and update their compliance information through their Ramblers portal account. To assist volunteers in maintaining valid clearance, the club issues courtesy renewal notifications prior to card expiration.
Data Retention & Archival Exceptions: Information is held securely while you remain an active volunteer with the club. Upon ceasing your role, personal identification documents are securely disposed of, while core compliance verification records are archived in accordance with statutory record-keeping and legal liability obligations permitted under APP 11.2.

How to Apply or Submit Your Card

Step	Action	Link / Resource
1. Apply or Renew Online	Complete the online form. Select “Volunteer” so there is no fee.	Access Canberra WWVP Portal
2. Temporary Permit	If you have applied and are waiting for your physical card, save a photo/screenshot of your Application Reference & Receipt. This acts as a temporary permit to coach/manage.	Access Canberra Lodgement Receipt
3. Submit to Ramblers	Reply directly to the club’s compliance email with high-resolution photos of the front and back of your card (or application receipt) along with your full legal name, DOB, registration number, and expiry date.	Ramblers Compliance Email
4. Local Legal Info	For detailed independent legal guidance on ACT WWVP laws and ACAT appeal processes, you can review local advice.	Go To Court Lawyers ACT – WWVP Guide

Thank you for taking the time to keep our kids safe and helping Ramblers stay compliant, protected, and focused on basketball!