The authorisation process provides a key safeguard, so that only relevant and suitable professionals are given access to Child Link. The roles and persons who may be become Child Link Users are set out in the Child Wellbeing and Safety Act and associated regulations. Most Child Link Users must be authorised by a senior responsible person in their organisation or workforce before they can access Child Link. This is to ensure that Child Link is only accessed by those professionals who need to use Child Link in their work with children and families and that Child Link is used appropriately and safely.
Who is a Child Link Authoriser?
The person or role who is the Authoriser for each type of Child Link User is set out in the Child Wellbeing and Safety Act and associated regulations. The legislation requires that Authorisers of Child Link Users authorise each Child Link User in writing. For example, to become a Child Link User:
- An early childhood teacher, will be authorised by the approved provider of their education and care service
- A teacher or student wellbeing professional within a school, will be authorised by the principal of their school
- A Maternal and Child Health nurse with a council Maternal and Child Health service, will be authorised by the Chief Executive Officer of that council
- A Child Protection practitioner, will be authorised by the Secretary of the Department of Fairness, Families and Housing.
For a complete list of Authorisers for each type of Child Link User, see Appendix B.
A Child Link Authoriser determines who in their organisation is eligible to have access to Child Link and enables and manages this access. In determining whether a professional should be a Child Link User, a Child Link Authoriser may consider:
- the relevance of the person’s role in relation to accessing confidential information on Child Link, including whether the role has responsibility for:
- identifying, assessing, and managing the needs and risks experienced by children
- connecting children with relevant wellbeing and safety services or programs
- delivering tailored services or programs to children to support their development, wellbeing, or safety
- the capability of the person to effectively use Child Link, including whether the person has the appropriate skills to sufficiently handle and manage confidential information
- the person’s understanding of the Child Information Sharing reform, including CISS, that are important for Child Link access.
A Child Link Authoriser must ensure that the prerequisites for Child Link access have been met before enabling a professional to register as a Child Link User. There are conditions, as set out in the Child Wellbeing and Safety Act, for eligibility to become a Child Link User (see Section 3 on Child Link Users for the list of prerequisites).
Child Link Authorisers are obliged to ensure that Child Link Users operating under their authorisation are complying with the Secretary’s Guidelines, the terms and conditions of use of Child Link and any associated user practice guidance. Child Link Authorisers are required to review and confirm the Child Link Users they have authorised on a regular basis, to ensure no change of circumstances for those Child Link Users have occurred.
The authorisation of a Child Link User and the ongoing management of their access by a Child Link Authoriser is conducted on the Child Link system. To enable this, Child Link Authorisers are registered on Child Link and must accept the terms and conditions of use for access to Child Link. A Child Link Authoriser does not have access to confidential information on Child Link unless the Child Link Authoriser is also an authorised Child Link User.
Suspending a Child Link User’s access
A Child Link User’s access may be suspended by their Child Link Authoriser or by authorised Child Link system administrators. A Child Link Authoriser may temporarily suspend the access of a Child Link User under their authorisation at any time. This may occur for example, where the Child Link User does not access Child Link for a significant period.
Removing a Child Link User’s authorisation
A Child Link Authoriser may remove their authorisation of a Child Link User at any time. This includes where a Child Link User no longer requires access or no longer fulfils prerequisites for access to Child Link.
If the Child Link Authoriser becomes aware that a Child Link User may pose an unacceptable risk of harm to any person, they must remove their authorisation immediately. Examples include where the Child Link User:
- has been investigated under the Reportable Conduct Scheme and the investigation has been substantiated
- has a Child Protection report against them at the investigation outcome stage
- is currently charged with or has been convicted or found guilty of committing an offence under the Child Wellbeing and Safety Act, or under other legislation, which involves physical or sexual harm or threats of physical or sexual harm, violence or threats of violence, dishonesty, or neglect.
- has a Working with Children exclusion, suspension, or revocation
- has had Victorian Institute of Teaching (VIT) registration credentials suspended or revoked.
A Child Link Authoriser must also remove the authorisation of a Child Link User where the Child Link User:
- no longer needs access to Child Link, for example when they:
- leave the organisation
- change roles in the organisation to a role that does not require Child Link access
- take extended leave, such as long-service leave, parental leave, or sabbatical
- changes roles in the organisation to a role that requires authorisation to access Child Link for another purpose or under a different Child Link Authoriser
- no longer meets prerequisites for access to Child Link, for example if they no longer hold a valid Working with Children Clearance or Victorian Institute of Teaching registration.
Delegation
Under section 46L of the Child Wellbeing and Safety Act, the following persons may by instrument delegate any power, function, or duty under Part 7A of the Child Wellbeing and Safety Act 2005 (other than the power of delegation):
- Secretary to DE to a person employed or engaged by the Secretary.
- Chief Executive Officer of a council to a person employed in or engaged by the council.
- An approved provider of an approved education and care service to a person employed in or engaged by the education and care service.
- Principal Commissioner for Commission for Children and Young People to a person employed or engaged by the Principal Commissioner.
The Secretary to the Department of Health and the Secretary to the Department of Families, Fairness and Housing can also delegate any power, duty or function they have under Part 7A of the Child Wellbeing and Safety Act using section 46L of the Act (in accordance with the General Orders issued by the Premier). The Secretary to the Department of Health also has a general delegation power under section 15 of the Public Health and Wellbeing Act 2008.
The delegation of any power, function, or duty includes the authorisation of Child Link Users under section 46K of the Child Wellbeing and Safety Act. Persons or roles who have received a delegated power to authorise Child Link Users, must, in order to comply with the Child Wellbeing and Safety Act, authorise Child Link Users in writing.
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