How do I ensure staff compliance with FNSW requirements?

FNSW's Safe to Play criteria is a League Compliance requirement. If your club fails to meet it, you'll receive a -2 point deduction in the Club Standards assessment. Clubhouse helps you track and manage compliance for every staff member.

Your club must ensure the following are in place:

• Working With Children (WWC) checks for everyone in a child-related role. New staff must have their WWC verified before they start.
• Safeguarding Children (SIA) and Harassment & Discrimination (SIA) — safeguarding training completed and recorded for relevant staff
• MPIO (Member Protection Information Officer) — a designated person at the club
• Game Time Policy — a documented approach to managing playing time
• Coach, player, and parent signatures — evidence of acknowledgement of policies and codes of conduct
• Team Managers — must also hold valid WWC checks

On individual staff profiles:

1. Go to Staff and open a staff member's profile.
2. Select the Compliance tab.
3. View and update their:
   • WWC check number, verification status, and expiry date
   • Safeguarding course completion
   • Any other compliance documents

Across the whole club:

Go to Compliance → Safe to Play and open the WWC Register tab (below). It lists every staff member and Team Manager who needs a check, with gaps first. The Training tab does the same for the two SIA courses.

The Safe to Play hub has a WWC Register tab that lists everyone at the club who is required to hold a Working With Children Check — staff and Team Managers alike — in one worklist. It's the MPIO's tool for working through verifications methodically.

The register splits into two sections:

• WWC gaps — anyone missing, expired, or expiring soon. Sort these out first (the check itself has to be current before verifying it means anything).
• Current holders — everyone with a valid WWC. Each row leads with an OCG verification status so the tab reads as "who still needs verifying": Not verified (grey), Verified (green), or Barred by OCG (red). Unverified people are listed first.

A stat bar counts WWC gaps, To verify and Verified (and Barred by OCG once one is recorded).

To record a verification:

1. Confirm the person's WWC number against the Office of the Children's Guardian employer portal.
2. In the register, tap the person to open their card.
3. Under Record OCG verification, choose Mark cleared, Record OCG bar, or Clear to remove a result.

The card shows the person's WWC number (so you can look it up in the OCG portal) and when a result was last recorded and by whom. The same verify controls also sit on each staff or Team Manager profile's Compliance tab, so you can record a result from wherever you are.

Updating a WWC on someone's behalf. If you help a member renew their check — or they give you their details but haven't added them to their own account — you can record them straight from the register. Tap the person, then Edit under WWC details to update the number, state, issue date and expiry. This is handy at renewal time: update the new expiry, then mark them cleared once you've confirmed it in the OCG portal.

Once you mark someone cleared, they see a green Verified by club label on their own WWC details. A Barred by OCG result is deliberately never shown to the holder — it stays visible to admins and the MPIO only.

Recording an OCG bar pauses access straight away. Because a bar is a legal outcome — not a paperwork delay — it overrides the grace period and applies even if the person still holds a valid WWC number on file. From their next sign-in they lose access to every child-related area of Clubhouse, and instead see a neutral prompt to speak with their club (they are never told they've been barred). Because the block can take a short while to take effect, recording a bar also sends an instant alert to your club's MPIOs and to Clubhouse super admins so a person is in the loop immediately. You'll be asked to confirm before a bar is recorded. To lift a bar later, open the person's card and tap Clear.

On the Safe to Play hub, open the Settings tab to find two independent dates that control portal access for child-facing staff:

• Account access cutoff — from this date, staff, coaches and Team Managers without a current Working With Children Check are blocked from their portal until they fix it. Before the date the section reads In grace period; use Change date to move it.
• Training deadline — a per-season deadline for the two SIA modules (Safeguarding Children and Harassment & Discrimination). Set the date (the convention is "before Round 1"); after it passes, staff with an incomplete module are blocked the same way. Team Managers are covered by WWC only.

The two clocks are deliberately separate — turning one on doesn't affect the other, so you can roll out training enforcement without disturbing live WWC enforcement. Each control uses the same confirmation flow and keeps an audit trail of who changed the date and when. You can clear the training deadline at any time to switch enforcement off.

Before either deadline, affected staff receive notification reminders at 30 days, 7 days, and on the day, and your MPIO receives batched alerts as people approach the cutoff and once anyone's access is suspended — so nobody is blocked without warning. See the staff-facing training deadline article for what your staff will experience.

FNSW requires that all coaches have contracts provided by the date of the Club Documentation Submission. Failure to provide contracts results in a -2 point deduction.

In Clubhouse, you can upload and track coach contracts on the Contract tab of each football staff member's profile.

All coaches must be registered on PlayFootball and hold a valid Coaching ID card. This includes:

• Head coaches, assistant coaches, and GK coaches for every team
• The Technical Director
• Head of JDL/GJDL (if applicable)

Registration must be completed by close of business on the first Monday of February each season.

1. Missing WWC — Direct the staff member to apply through the Office of the Children's Guardian. They cannot work with children until their check is verified.
2. Missing qualification — Enrol them in the required course. Check the FNSW website for upcoming FA Diploma and Foundation courses.
3. Missing contract — Prepare and issue the contract using your club's standard template.
4. Expired items — Set up a reminder process to catch renewals before they lapse.