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Keep proper records of child employment

Make sure you check the requirements of your permit

On this page

  • Know which records and documents you're obliged to keep
  • Use our forms to assist with your record keeping
  • Contact a child employment officer
  • Send us your feedback or suggestions

Important

Not all records and documents need to be kept by all employers. Take a look at the list below to ensure you check the requirements of your permit.

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 records of the following documents for a minimum of 12 months:

  • 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.

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.

Use the school exemption form to obtain exemption for work in the entertainment and advertising industries.

School exemption form (PDF 49.31 KB)PDF icon

Parental Consent to Employment of Child (DOC 295 KB)DOC icon

Parental Consent for Employment of Child (PDF 677.07 KB)PDF icon

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.

Use the record of child supervisors form below to assist with your record keeping.  

Record of Child Supervisors (PDF 427.45 KB)PDF icon

Record of Child Supervisors (DOC 297.5 KB)DOC 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.

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.

Use the school exemption form below to obtain exemption for work in the entertainment and advertising industries.

School exemption form (PDF 49.31 KB)PDF icon

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.

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

Child Employment Information Form (PDF 808.93 KB)PDF icon

Child Employment Information Form (DOC 405 KB)DOC 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 12 months following conclusion of the child's tutoring.

Contact a child employment officer 

For further assistance and advice about employing children in Victoria, speak to a child employment officer by calling them on 1800 287 287, or send them an email.

We value your opinion

We welcome any feedback, comments and suggestions you might like to share.

If you own, are looking to purchase, or start a small business with under 20 employees, you may be eligible for our Child Employment Small Business Information Service (CESBIS). CESBIS offers one-on-one information and advice regarding your responsibilities under the Victoria Child Employment Act.


Contact the Employment Information and Compliance Unit by giving them a call on 1800 287 287 or sending them an email to access this program.