Photographer Booking Process

Document 1: Information Sheet

Engaging a Third-Party Photographer

Requirement / Action	Essential Specifics & Implementation	Reference / Source
Working with Children Check (WWCC)	Validate a current WWCC or VIT registration for the specific person(s) attending on the day.	Child Safe Environment and Wellbeing Policy (Item 32)
Confidentiality Clause	Ensure all attending photographers sign the NERPSA Third-Party Photography Service Agreement per service.	Privacy and Confidentiality Policy (Item 33)
Code of Conduct Induction	The attending photographer(s) must sign the Code of Conduct via the provided Jotform link.	Code of Conduct Policy (Scope & Item 9)
Document Verification	Ensure the names on the WWCC, the Code of Conduct Jotform, and the Service Agreement match exactly.	Child Safe Environment and Wellbeing Policy
Strict Supervision	Ensure the photographer signs the visitors' record. They must never be left alone with children.	Child Safe Environment and Wellbeing Policy (Items 29 & 30)
Approved Devices Only	The photographer must only use business-issued devices strictly for work purposes, with geotagging disabled.	Safe Use of Digital Technologies Policy (Items 16 & 27)
Parent/Guardian Consent	Ensure written permission is filed prior to photos being taken (using the NERPSA template or the provider's form).	Privacy and Confidentiality Policy (Item 25)
Child Consent	Ask children for permission before taking their photo and respect the child if they say no.	Privacy and Confidentiality Policy (Item 26)

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Service Name: [Insert NERPSA Service Name]
Business Name: [Insert Photography Business Name]
Date of Service: [Insert Date]

1. Screening and Professional Standards

• WWCC Validation: The Photographer agrees to provide a valid Working with Children Check (WWCC) or Victorian Institute of Teaching (VIT) registration prior to commencing work.
• Code of Conduct: The Photographer acknowledges receipt of the NERPSA Code of Conduct Policy and agrees to abide by its standards, maintaining appropriate and professional boundaries with all children, staff, and families.
• Supervision: The Photographer understands they must sign the visitors' log upon arrival and departure. The Photographer will not be left alone with a child or group of children at any time.

2. Digital Devices and Privacy

• Approved Equipment: The Photographer agrees to use only devices issued by their business or institution for work purposes, and not personal devices.
• Geotagging: The Photographer agrees to disable all geotagging/location-tracking features on devices used to capture images of children at the service.
• Consent: The Service is responsible for obtaining written parental/guardian consent. However, the Photographer agrees to ask children for their permission before taking their photo and will respect the child's decision if they decline.

3. Confidentiality and Information Handling

• The Photographer acknowledges that all images and recordings of children captured during the provision of services are classified as personal information and are highly confidential.
• The Photographer agrees to only use these images for the sole purpose of fulfilling this agreement.
• The Photographer must not share, distribute, or publish any images on personal or business social media, websites, or promotional portfolios.
• The Photographer agrees to securely store all images to prevent unauthorised access. The Photographer may retain a secure archive of the images for a maximum period of [Insert Timeframe, e.g., 6 months] solely for the purpose of fulfilling late family print orders. Upon the expiration of this period, the Photographer must permanently delete and securely destroy all copies of the images from all devices, servers, and backups.

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Service Photography Consent Form

Dear Families,

On [Insert Date], [Insert Photographer/Business Name] will be visiting [Insert Service Name] to take our annual group and individual photographs.

To comply with our Privacy and Confidentiality Policy, we require your written consent for your child to participate. The external photographer is contractually bound by our strict confidentiality agreements, which dictate that they may only use these images for providing service photos. The photographer is permitted to retain a secure archive for a strictly limited period solely to fulfil late family orders, after which they must securely delete all files.

Staff and the photographer will also ask your child for their permission before taking their photo on the day, and we will respect their decision if they choose not to participate.

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Subject: NERPSA Photography Requirements - [Insert Service Name]

Dear [Photographer Name],

To finalise the bookings for [Insert Date], NERPSA requires all external contractors to comply with our internal policies. Please review the attached document and complete the following steps prior to your (or your staff's) arrival:

• Working with Children Check (WWCC): Reply to this email with a copy of the current WWCC or Victorian Institute of Teaching (VIT) registration card for the specific person or persons who will be attending our service on the day. We must validate the exact individuals who will be on-site. If there is more than one person attending, please provide the WWCC details for all staff attending.
• NERPSA Code of Conduct: Read and sign the Code of Conduct Policy here: https://form.jotform.com/223173036869865. By attending our service, you agree to maintain professional boundaries and respectful interactions in accordance with this policy. Please ensure this is signed by the person or persons attending the service on the day.
• Service Agreement: Review and sign the attached NERPSA Third Party Photography Service Agreement. This covers our mandatory requirements regarding supervision, the use of business-issued devices without geotagging, and the strict confidentiality and retention limits for images of our children. This needs to be completed per service and signed by the person or persons attending on the day.

The information I need from you is:

• A signed Service Agreement per service (signed by all photography staff attending).
• The WWCC details for all photography staff attending on the day.
• The Code of Conduct policy acknowledgement signed by all photography staff attending on the day.

Please note that all the names on these documents need to match. If there is a change of your staff on the day, please let us know ASAP and resubmit the above documents with the appropriate names and signatures prior to them entering the service.

If you have any questions please contact hr@nerpsa.com.au

[Your Name/Service Manager Name]
[Service Name]

NERPSA Photographer Booking Checklist

Click the checkboxes below to track your progress.
Please note: This is a basic digital tool to help you on the fly. If you leave or refresh this page, your checkmarks will reset.

Phase 1: Initial Booking & Document Request

Informed the photographer about NERPSA’s strict child safety and privacy requirements. Sent the "External Photographer Email Template" outlining our document requirements. Attached the NERPSA Third Party Photography Service Agreement to the email.

Phase 2: Document Collection & Validation (CRITICAL)

Do not confirm the booking or allow them on-site until all of these are ticked.

Received a copy of the WWCC or VIT for every single external staff member attending. Validated that the WWCC/VIT cards are current and cleared. Confirmed the Code of Conduct was signed via the Jotform link by every attending external person. Received the signed NERPSA Third Party Photography Service Agreement. Checked that the Service Agreement is signed by every attending external person. MATCH CHECK: Verified that the names on the WWCCs, the Jotform, and the Service Agreement match exactly.

Phase 3: Family Consent

Distributed the Photography Consent Form to all families (specifying group vs individual). Collected and filed all returned consent forms. Created a clear list of children who DO NOT have consent to be photographed. Shared the "no consent" list with the educators in each room.

Phase 4: Photo Day Management

Confirmed that the external staff arriving are the exact same people whose WWCCs and agreements we have on file. (If different, they must complete the paperwork before entering). Ensured all attending photographers signed the visitors' record upon arrival. Verbally verified they are using business-issued devices (no personal mobile phones). Verbally verified that geotagging/location services are turned off on their devices. Assigned a NERPSA staff member to strictly supervise the photographer(s) at all times. Ensured staff/photographers are actively asking children for their permission before taking photos and respecting any "no."

Phase 5: Post-Photo Day

Ensured the photographer signed out on the visitors' record upon departure.