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Keep proper records of child employment

Avoid legal complications when employing children.

On this page

  • Understand general requirements
  • Read a list of specific records
  • Use online forms to help you keep records
  • Not all records need to be kept by all employers.Ensure you check the requirements of your permit and see the list below.

General requirements

Employers are required to keep some basic records and documents in relation to the employment of children under Child Employment Permits.

These requirements are set out in the Child Employment Act 2003 and the Child Employment Regulations 2004.

An employer is required, upon request, to provide a copy of a record to:

  • the child named on the permit
  • a parent/guardian of the child or
  • a Child Employment Officer.

In addition to maintaining these records an employer must keep them until the expiry date of the following documents:

  • the Child Employment Permit
  • any Supplementary Permit issued in relation to the Child Employment Permit and
  • any variation granted in relation to the Child Employment Permit.

The requirement to keep these documents does not apply to an employer who is an extended family member of the child.

List of specific records

Below is a list of:

  • what the record relates to
  • what information needs to be recorded
  • who it applies to
  • how long the record needs to be kept.

Parental Consent

A record of the written consent of the child's parent/guardian to the child's employment must be kept.

This does not apply if the permit application was signed by the child's parent/guardian and a signed parental consent form was provided to a Child Employment Officer with the permit application.

This applies to all industries and records must be kept for at least 12 months after the expiry of the permit to which the record relates.

Record of child supervisors

A written record of the name and the Working with Children Check card number of any person who supervises the child in the course of the employment.

This applies to all industries and records must be kept for at least 12 months after the expiry of the permit to which the record relates.

Use the record of child supervisors form to help keep your records.

Record of Child Supervisors (PDF 348.87 KB)PDF icon

Time keeping

You must keep a record of:

  • the dates and starting and finish times of the child for each day the child works
  • the number of hours the child works each day and each week and
  • the date of commencement and termination of the child's employment.

This applies to all industries and records must be kept for at least 12 months after the date on which the last entry was made.

School exemption

If the child's employment occurs during school hours, a record of exemption for attendance at school must be kept.

This does not apply if the permit application was signed by the child's school (work experience) or a signed school exemption form was provided with a copy of the permit application to a Child Employment Officer.

This applies to all industries and records must be kept for 12 months after the expiry of the permit to which the record relates.

Personal information

A record of details relating to the employed child. Details required include personal details of the child and the child's parent/guardian; emergency contact details; and medical and health information of the child; and any court orders relating to the child.

This applies to the entertainment industry only and records must be kept for 12 months after the employment of the child ceases.

Use the child employment information form to help you keep these records.

Child Employment Information Form (PDF 491.19 KB)PDF icon

Tutoring records

If a child is employed in the entertainment industry and is provided tutoring in accordance with section 8 of the Mandatory Code of Practice, the employer must maintain a written record of the tutoring hours undertaken and subject matters included.

This applies to the entertainment industry only and records must be kept for at least 12 month following conclusion of the child's tutoring.

Contact a child employment officer

email: childemployment@ecodev.vic.gov.au

Ph: 1800 287 287