Visitors, volunteers and students on placement policy

Children’s safety, health and wellbeing is Early Learning Victoria’s key priority.

We have clear procedures for managing visitors, volunteers and students on placement at all our centres.

1. Scope

This policy applies to children, families and staff of Early Learning Victoria centres. This includes visitors, volunteers, students on placement and contractors or labour-hire employees of Early Learning Victoria.

2. Policy statement

Early Learning Victoria values the participation of visitors, volunteers and students. We work closely with other professionals to maximise opportunities for children.

Early Learning Victoria aims to help volunteers and students build practical skills and advance their careers. Their involvement can also give children chances to connect with their local community.

This policy ensures that all Early Learning Victoria centres can properly screen, manage and supervise all visitors, volunteers and students on placement.

2.1 Requirements

Students and volunteers

Early Learning Victoria must follow the Education and Care Services National Law Act 2010(the National Law) and Education and Care Servies National Regulations 2011 (the Regulations).

Early Learning Victoria ensures that volunteers and students:

complete the necessary induction processes
understand their responsibilities when starting at an Early Learning Victoria centre
are never included in the ratio of adults to children.

Early Learning Victoria ensures that volunteers and students do not consume or be at the centre under the influence of alcohol or other drugs. This includes prescription medication that might affect safe supervision and care of children.

All students and volunteers must comply with:

the VPS code of conduct
the Staff code of conduct
the National Law and Regulations
the professional code of conduct for their employment classification
the Child Safety Standards
the Duty of care policy.

They must also uphold a Child Safe environment that reflects the service’s philosophy and Early Learning Victoria’s Commitment to Child Safety.

Allied health, early childhood intervention, NDIS and other professionals

There are several ways children with disability can receive funding for support. The main ways are the NDIS and early intervention services. These give children and their parents or carers choice and control over services and supports.

Early Learning Victoria centres may receive requests from parents or carers to allow therapists to:

observe a child in the educational program
meet with other professionals, including Early Learning Victoria educators, to form a supportive team
connect with other professionals involved in a child’s care and education
provide therapeutic supports for the child
provide supports that help build the skills family members and centre staff need.

Early Learning Victoria centre staff, or other professionals working at the centre, such as maternal and child health nurses, may also recommend that the family access intervention therapies at the Early Learning Victoria centre.

It is important to stress that children’s safety, health and wellbeing is Early Learning Victoria’s key priority. All decisions made about visiting professionals follow legislative requirements and the Child Safe Standards.

We also follow a ‘partnership model’, which is the best practice recommended by experts. This means we support professionals as they support children at our centres – and as they help staff and families build the skills they need.

We encourage centres to allow children and families to have as much control as possible over how their therapy is organised. Requests for funded therapies to be delivered at an Early Learning Victoria centre should be approved by the nominated supervisor unless unsafe or impractical.

A nominated supervisor may decline a request, or set conditions, if children’s safety may be at risk.

For example, Early Learning Victoria will not allow a therapist to take a child out of the educational program and work with them one-on-one in a private room. If it is important to take the child out of the program, another adult – usually a parent – must be with them at all times. An authorised person is also acceptable. The child will be signed out of the program and then signed in again once their session finishes.

If this is not possible, the nominated supervisor and the family will decide together how the visit can work within the centre. This may include a staff member being with the child, if practical.

Visitors providing other programs or supports

Programs can sometimes be delivered at Early Learning Victoria centres to support the local community by other service providers. (Some Early Learning Victoria buildings have been designed especially to allow for this.)

These can include supports and services such as:

maternal and child health services
playgroups
family support and parenting programs
adult education programs.

All such service providers must sign into Kidsoft when they arrive and sign out when they leave.

Service providers are responsible for any visitors taking part in these additional programs, which operate in non-licensed areas (that is, foyer areas, interview rooms, allied health rooms and community rooms). Service providers must always know the location of every child, family member, participant or client in their care and be able to account for them in an emergency.

Service providers must also make sure visitors in community programs do not enter the licensed area of the Early Learning Victoria centre without authorisation from the nominated supervisor. If they must enter, they must also make sure they are signed into Kidsoft as a visitor and hold a valid Working with Children Check (WWCC).

2.2 Information for families

Children’s safety and wellbeing is Early Learning Victoria’s top priority. All students on placement, volunteers and visitors must meet strict safety requirements before they may attend a centre.

All students on placement, volunteers and visitors must hold a current Working with Children Check.

Centres must also:

keep a detailed record in Kidsoft of all visitors
ensure constant supervision of all children
ensure children are never left alone with a volunteer, student or visitor
have clear policies and procedures for safe behaviour
tell families ahead of time if a volunteer or student will be at the centre.

Families who want to volunteer or visit an Early Learning Victoria centre should talk to their nominated supervisor. They will also need to follow orientation guidelines.

3. Actions and procedures

3.1 Families

Families need to:

sign their child out and back into the centre if they have an appointment with a therapist outside the centre
be with their child for the entire time they are having the appointment with the therapist outside the centre
talk to the person in charge to access Early Learning Victoria consulting spaces for a therapy session (note that this will be up to the nominated supervisor and will depend on other use)
go with their child to the consulting space and back to the program
be responsible for their child at all times while they are outside ‘licensed spaces’ (that is, foyer areas, interview rooms, allied health rooms and community rooms).

3.2 Visitors, volunteers and students

Volunteers and students must:
- fill out a volunteer and student application form before their placement (including full name, address, and date of birth) to be stored with their staff record
- give details from their training provider of the type of practicum or work experience they will complete (including course supervisor, course name, hours to be completed and any forms for Early Learning Victoria to fill out)
- give the Early Learning Victoria centre a copy of their WWCC and have it sighted by the person in charge before each visit
- tell the nominated supervisor immediately of any changes to their WWCC or student status that affects their eligibility to volunteer or participate in an Early Learning Victoria centre
- actively engage with children to gain practical experience and develop effective communication skills
- engage with families and provide a photo and statement of introduction that the centre can display
- work in a positive and enthusiastic way with staff and families, and contribute to teamwork
- follow the instructions of Early Learning Victoria centre staff
- tell the room leader in writing about training requirements, including timesheets and evaluation forms
- stay up to date with all written work requirements
- work various shifts to understand different aspects of Early Learning Victoria centre operations
- discuss any issues with their room leader
- understand child safety responsibilities
- follow all Early Learning Victoria policies and procedures
- complete the Student and Volunteer Induction Checklist.
Additional service providers, NDIS, and allied health practitioners must understand and follow the:
- Positive relationships, interactions and behaviour support policy
- Child safety code of conduct
- Visitors, volunteers and students on placement policy
- Electronic devices and photography policy.
They must also:
- know and follow the Child Safe Standards
- adopt the Child and Family Violence Information Sharing Schemes to enhance professional collaboration and enable a holistic approach to supporting children and families
- sign in and out of Kidsoft at the start and end of each visit
- keep accurate attendance records and know where any child, family member, client or participant in their program is when onsite at an Early Learning Victoria centre
- ensure access to records so any child, family member, client or participant in their program can be accounted for in an emergency
- ensure they are accompanied at all times when entering the children’s licensed spaces (and that educators know they are not included in the supervision ratio)
- ensure their therapeutic practice and notes relate only to the child they are funded to support
- ensure they do not film, take photographs or record on any device not belonging to Early Learning Victoria
- communicate as needed with the child’s educators and family to support teamwork and continuity of care
- ensure they are never alone with a child
- ensure a family member (or authorised person) is with the child for the entire consultation (if outside the program)
- follow the Integrated services and consulting and community facilities use policy
- follow the terms in their license or hire agreement and their Working Together Agreement with the Early Learning Victoria centre (if the service providers have an established agreement with Early Learning Victoria to deliver services onsite).

Educators are responsible for monitoring and supervising all students and volunteers. This helps to ensure the safety and wellbeing of children at the centre.
Educators must:
- ensure all visitors sign in and out of Kidsoft
- ensure volunteers and students are always directly supervised while at the centre
- ensure volunteers and students are never left unsupervised with children, including during children’s routines and transitions
- communicate well with work experience and placement students (and with students’ course supervisors) about their performance
- support students’ practicum requirements as best they can
- work as a team to share appropriate skills and knowledge with each student and volunteer
- talk to volunteers or students about how their performance and written work is going
- give course supervisors honest and accurate feedback as needed
- support completion of required paperwork (this could include information for payment for mentoring)
- ensuring no student on placement or volunteer supervises children alone (see the Supervision of children policy)
- demonstrate duty of care and how to ensure the safety of all children onsite
- demonstrate effective supervision strategies and actively help staff to supervise volunteers whenever possible
- monitor the visitor register.
For visitors, including visiting allied health and NDIS professionals, educators must:
- monitor the visitor while they are with children
- maintain effective supervision of children and never allow a visitor to be alone with a child
- ensure that any incursions or excursions follow the Excursions, incursions and regular outings policy and support the educational program (staff must also be appropriately qualified and suitable to deliver programs)
- raise any child or safety concerns with the nominated supervisor or person in day-to-day charge (as per the Child Safety Standards and the Occupational Health and Safety Act 2004).
The nominated supervisor must ensure the centre follows child protection law and Child Safe obligations at all times.
They must make sure all visitors, volunteers and students complete an induction. This includes a tour of the centre, especially its emergency exits and staff facilities.
The nominated supervisor must ensure visitors, volunteers and students understand the centre’s policies and procedures, including its Emergency Management Plan and evacuation procedures (see the Emergency management policy). They must also understand the Management of medical conditions policy and the Staff code of conduct.
The nominated supervisor must ensure all visitors, volunteers and students know to show their WWCC (or VIT registration) at each visit when signing into Kidsoft.
The nominated supervisor may allow for a visitor not engaged in direct child-related work to enter without a WWCC or VIT. For example, Department of Education employees and contractors who visit the centre locally. They must still be constantly supervised. Visits by external parties, including Members of Parliament, candidates, sector representatives and local stakeholders are covered by the Hosting visits at Early Learning Victoria centres policy.
The nominated supervisor must also:
- keep a staff record for students on placement and volunteers as needed
- ensure that a completed copy of each Student and Volunteer Induction Checklist is kept, in line with the Records management policy (this may be required in an investigation)
- ensure that visiting practitioners are never left alone with children (and always with an Early Learning Victoria staff member or family member when with children)
- support visiting practitioners to attend the Early Learning Victoria centre. They should provide access to Early Learning Victoria consulting spaces if appropriate (an authorised family member must be present for the entire session)
- ensure volunteers and students are always under the direct supervision of the approved provider, nominated supervisor, responsible person or an educator while at the centre
- ensure volunteers and students are never left alone with a child under any circumstances
- appoint an educator as a mentor for each student for the duration of their placement
- inform families, children and educators when volunteers and students on placement will be present, including their role and planned hours at the centre
- ensure visitors, volunteers and students understand they must not discuss concerns, issues or complaints with families or visitors
- work with universities and other training institutions to accept suitable students on placements under the institution’s supervision
- ensure students and volunteers are given information about child protection law, including reportable conduct and mandatory reporting obligations
- ensure effective procedures are in place to check the suitability of visitors
- ensure that areas where works (such as building works) are taking place are properly sectioned off from children, to maintain their safety
- provide training to all staff on the significance of accurate record-keeping
- if needed, notify families about visitors and why they will be at the centre.
If possible, before any visitors, volunteers or students attend the centre, the nominated supervisor should give them a copy (hard copy or electronic) of:
- Supervision of children policy
- Child safety and wellbeing policy
- Protecting children policy
- Privacy policy
- Handling complaints and feedback policy
- Staff code of conduct
- Electronic Devices and photography policy.
The approved provider must ensure centres comply with the National Law and Regulations. This includes making sure that nominated supervisors, educators, staff and volunteers follow all relevant policies and procedures.
The approved provider must:
- ensure that volunteers and students know the centre’s policies and procedures. This includes emergency and evacuation procedures and the Management of medical conditions policy
- ensure that the visitor log is recorded in Kidsoft. This helps in emergencies or investigations, and is in line with the Records management policy
- ensure processes and systems are used that support the inclusion and safety of all children enrolled
- ensure nominated supervisors understand Early Learning Victoria’s approach to supporting children to see their visiting therapist
- ensure volunteers and students are always under the direct supervision of the approved provider, nominated supervisor, responsible person or educator while at the centre
- ensure volunteers and students are never left alone with a child under any circumstances
- regularly review this policy to ensure it follows the National Law and Regulations
- develop a culture where staff hold one another to account for their professional behaviour and conduct
- ensure that child safety is always part of the organisation’s leadership and culture
- notify WorkSafe about any reportable incidents in the workplace and contact OHS Service Officers for further information.

3.3 Responsibilities of staff

Visitor sign-in

Each centre must ensure that all visitors sign in as visitors via Kidsoft when they arrive, and that they also sign out when they leave.

Kidsoft asks for all the required details. Staff must ensure visitors complete all fields in the sign-in as required. At this time, staff must also ensure the visitor’s WWCC or VIT registration is seen and verified. These steps must be completed every time the visitor enters.

Induction process

All Early Learning Victoria staff are responsible for ensuring that visitors, volunteers and students complete the induction process correctly.

As part of the induction process, staff must:

ensure that all paperwork, including staff records, is completed
ensure that volunteers and students are told about children with medical conditions, have read their medical management plans, and know where children’s medical records are kept
ensure that volunteers and students know they cannot supervise children alone (see the Supervision of children policy)
ensure all volunteers and students fully understand the centre’s emergency and evacuation procedures
ensure volunteers and students understand how to report any child safety concerns to the nominated supervisor
identify a mentor for each student (this may be the educational leader or a suitably qualified and experienced educator)
discuss any concerns of the student with the educational leader, or their mentor (if advice or help is needed)
work with the student to create clear goals and outcomes, and to plan a successful placement
ensure volunteers and students are always directly supervised, including during children’s routines and transitions
encourage volunteers and students to use their initiative
encourage volunteers and students to keep up to date with their assessments and tasks.

Students at risk of failing their placement

Mentors who feel that a student on placement is at risk of failing will raise their concerns with the educational leader. Both the student’s mentor and the educational leader will then discuss their concerns with the student.

The student’s mentor can then arrange for the course supervisor to visit the centre and discuss the concerns. The student’s training institution and educational leader will decide the outcome of the practicum.

4. Resources

Legislation and standards

Relevant legislation and standards include:

Child Safe Standards
Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
National Quality Standard, Quality area 4: Staffing arrangements
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2007
Victorian Institute of Teaching the Victorian Teaching Profession Code of Conduct
Victorian Institute of Teaching the Victorian Teaching Profession Code of Ethics
Victorian Public Service Code of Conduct
Victorian Public Service Values.

Contractor management policy
Emergency and evacuation management policy
Electronic devices and photography policy
Excursions, incursions and regular outings policy
Child safety and wellbeing policy
Handling complaints and feedback policy
Hosting visits in ELV centres policy
Management of medical conditions policy
OHS induction and training policy
Supervision of children policy
Staffing overview policy
Staff code of conduct policy
Privacy policy
Protecting children policy
Records management policy
Integrated services and consulting and community facilities use policy

Definitions

Visitor: A visitor is anybody attending an Early Learning Victoria centre who is not a regular staff member or parent of a child enrolled at the centre.

This includes students on placement, volunteers, allied health and NDIS practitioners, and trades and delivery people.

It also includes other child and family service providers (including those delivering programs outside the licensed areas).

5. Authorisations and review

This policy is the responsibility of Early Learning Victoria. Contact: ELV@education.vic.gov.au

It was approved by the CEO, Early Learning Victoria, Department of Education on 16 February 2026.

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 16 February 2028 unless changes in legislation or Department of Education policy require it to be reviewed sooner.

Reviewed by Director Early Learning, ELV and Director Quality, ELV.

Education & training

Updated 1 April 2026

On this page

1. Scope

2. Policy statement

2.1 Requirements

Students and volunteers

Allied health, early childhood intervention, NDIS and other professionals

Visitors providing other programs or supports

2.2 Information for families

3. Actions and procedures

3.1 Families

3.2 Visitors, volunteers and students

3.3 Responsibilities of staff

Visitor sign-in

Induction process

Students at risk of failing their placement

4. Resources

Legislation and standards

Links

Definitions

5. Authorisations and review

Visitors, volunteers and students on placement policy

On this page

1. Scope

2. Policy statement

2.1 Requirements

Students and volunteers

Allied health, early childhood intervention, NDIS and other professionals

Visitors providing other programs or supports

2.2 Information for families

3. Actions and procedures

3.1 Families

3.2 Visitors, volunteers and students

3.3 Responsibilities of staff

Visitor sign-in

Induction process

Students at risk of failing their placement

4. Resources

Legislation and standards

Related policies

Links

Definitions

5. Authorisations and review