Pony Club Victoria would like to advise clubs and members of an upcoming change to the way Working With Children Check (WWCC) compliance will be managed across our organisation.

From the 2025–26 affiliation year, responsibility for the management and verification of WWCCs will transition from PCV to affiliated clubs.

This change aligns with current industry best practice and is supported by legislative requirements and safeguarding principles. Similar approaches are used by a number of other state sporting bodies, including Gymnastics Victoria.

Importantly, this change does not reduce Pony Club Victoria’s commitment to child safety. Instead, it strengthens the process by ensuring WWCC verification is managed at club level. Affiliated clubs are responsible for the day-to-day engagement of volunteers and instructors who work with children and young people in their programs. They are therefore the most appropriate organisation to conduct thorough recruitment and screening processes, of which WWCC verification is a critical component.

Why is this changing?

Under the current model, individuals are required to submit WWCC documentation to both PCV and their clubs. This creates unnecessary duplication for volunteers, officials and PCV staff alike.

The updated approach will:

• Reduce administrative burden and double handling
• Better align with Victorian law, where the obligation to verify a WWCC rests with the organisation that engages the individual, rather than the peak body
• Support stronger privacy and data minimisation practices by reducing the amount of personal information held at PCV
• Allow clubs to apply WWCC requirements appropriately based on individual roles, lowering barriers where WWCCs are not required

What will this mean for clubs and members?

Affiliated clubs will be responsible for:

• Verifying valid WWCCs for relevant volunteers, instructors, officials and rider or supporters over 18
• Maintaining their own WWCC records and processes
• Confirming compliance as part of annual affiliation requirements

To support clubs through this transition, Pony Club Victoria will provide updated WWCC guidance and resources to all affiliated clubs.

For members and volunteers, the process will become more streamlined. The management of WWCC documentation at club level will reduce delays associated with central verification and allow approvals to be completed more efficiently.

The Pony Club Victoria Office team are here to help. Please don’t hesitate to direct questions to the Office at:

Ph: 03 8685 8925

E: [email protected]