WWCC expiry tracking for independent schools
See the expiry before it lapses.
One directory of the people in the school, the roles they hold, the certifications they carry and the dates those lapse.
Real captures · Focus module · demo school.
Personnel in EthosOne is the people register for a school: a directory of active, pending and deactivated people, each with explicit roles at the entity or group they belong to, a record of their certifications and Working with Children Check with each expiry date, and the training groups that decide what learning they owe.
The problem
Cleared meant checked on the day the spreadsheet was built
A Working with Children Check has a date on it, a first aid certificate has another, and the register that says everyone is current was true when someone last typed into it. The reviewer's question is not whether the school checks. It is who, on this date, was cleared to be here.
Access was granted by whoever was asked
A new teacher gets what a colleague had, a volunteer gets a login they did not need, and nobody can say who can open the board papers. Least privilege is a policy until someone can show it.
Induction lives with one person
The slides, the completion spreadsheet and the knowledge of who has not done the WHS module all sit with the lead who ran it. When they are away, the school cannot say which of the six new staff finished, and a completion nobody can produce is a completion that did not happen.
A role is not a name
Access, training and certification are granted to people and then follow them as they change roles, go on leave and come back. Without an explicit role at an explicit entity, the school ends up with a directory that describes who used to be here.
What we keep hearing
It is 4:30 and a parent volunteer has arrived to coach the under-14s. The deputy asks the front office whether his Working with Children Check is current, and the spreadsheet says it was, on the day the spreadsheet was built. Tomorrow is the swimming carnival, with eleven more volunteers and a reviewer's question waiting for any of them: who, on this date, was cleared to be here? Before the carnival, cleared still has to mean checked.
This is the room where the dates are already known.
Five views, one picture. Each one reads from the same live records.
01Certification
First aid, teacher registration, the school's own requirements and every other credential a person carries are recorded per person, each with its issuer, issue date and expiry date, and an evidence file. A new credential starts as self asserted until a manager or the issuer verifies it, and a renewed certificate is recorded as a new credential, so the earlier one stays in the history.
02Working with Children Checks
Every person who works with or around students carries their Working with Children Check as a record with a number, a State, an expiry and the date it was last verified, whether they are staff, a contractor or a volunteer. Bring in the results file from your State's screening portal, review the matches, and record the cleared checks in one pass; nothing is recorded until you confirm.
03Compliance training
Compliance and work health and safety induction as a learning management system. SCORM courses sit in a library that staff search by content, role, enrolment and duration, each with a configured assessment and attempt history.
04Directory and summary
The directory shows active, pending and deactivated people, with role and status filters, at the entity or group each person belongs to. Deactivating someone removes their access without deleting their history, so every record they touched still shows who did what; the owner of their open work is then changed in each register.
05Invite, add existing or import by CSV
People are invited, added from an existing account or imported by CSV into a specific entity or group, each with an explicit role. Built-in roles expose a read-only View, Create, Edit and Delete matrix for every module, so the privileges behind a role are legible before anyone is given it, and a custom role gives a volunteer or a reviewer only the modules they need.
What it does not do
- It does not use a display title as an authorisation role.
- It does not grant access across entities implicitly.
- It does not delete ownership history when access is revoked.
It meets all of the real frustrations of business directors in one place.
Nick MillerDirector of Business, Blackfriars Priory School
School governance and risk is a complex area without a clear solution.
David RuggieroPrincipal, Blackfriars Priory School
Demo to live in under a month. One South Australian school, one term, board-ready.
Blackfriars Priory SchoolCase study
The seven we are asked every time.
Still weighing something up? Thirty minutes with us, on your own registers, answers the rest.
Book your school a demo01Can it track staff training and compliance?
Yes. Personnel is the people register: every person carries their roles, their certifications and Working with Children Check with each expiry date, and their training groups. Courses are allocated to groups with a due date, each group has a compliance score, and every learner sees the days left or overdue, with reminders set per course.
02Does it show when a WWCC or first-aid certificate is about to expire?
Yes. Every credential and every Working with Children Check carries its expiry date against the person, so the lapse is visible before it happens. Staff see their own certifications and what is due.
03Can staff see their own record?
Yes. A staff member sees their own certifications, what is due and the learning assigned to them, and nothing beyond their role.
04Is personnel data kept in Australia?
Yes. Databases and infrastructure are onshore, and the AI helper is Sovereign frontier AI hosted in Sydney and Melbourne, with no school data training any model.
05What happens when a staff member leaves?
Deactivate them. Their access is removed and their history stays, so every record they touched still shows who did what. Change the owner on their open risks, controls, actions and compliance items from each register.
06Do board members and volunteers need a paid seat?
No. There are no per-user fees. Give a volunteer a custom role with only the modules they need.
07Focus module, in full: what does it cover?
People are invited, added from an existing account or imported by CSV; roles come from a read-only built-in matrix or a custom role the school builds; and when someone leaves, deactivation removes their access without deleting their history. Personnel is part of the HR Compliance focus module at $5,000 a year on top of Core, with no per-user fees.
Run at any scale. From one campus to a diocese, with every entity reporting the same way.
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- policy domains help you make sense of the policies you have, and the ones you need
- Every regulator
- in Australia and New Zealand supported
- Safe
- data, processing and AI based in Sydney and Melbourne via AWS
Coverage spans the eight Australian states and territories, with Commonwealth law applying across all of them, and separately New Zealand. Domain figures come from the PolicyAI Research Atlas.
- Stored in AustraliaAWS Sydney and Melbourne, one database per school
- AI stays in the country tooHosted in Sydney and Melbourne; never trained on your content
- Published, not describedOur policies in the Trust Centre · How we handle your data