NERPSA Photographer Engagement Guide
This guide supports services to engage external photography providers in line with:
- Child Safe Environment and Wellbeing Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Code of Conduct Policy
1
Contact the Photography Company
The service must:
- Send the NERPSA Service & Confidentiality Agreement
- Direct the provider to the NERPSA Code of Conduct Policy
Advise the provider that:
- All attending staff must comply with NERPSA policies while on site
- The agreement must be signed before attending
- The photography company is responsible for obtaining parent/guardian permission
2
Receive Documentation
Before the booking proceeds, the photography company must provide:
- A signed Service & Confidentiality Agreement
- Signed by the company representative
- Signed by all attending photographer(s)
- WWCC or VIT details for all attending staff
- Confirmation of who will be attending
3
Check Documentation
Before confirming the booking, the service must:
- Check that the agreement is signed
- Check that WWCC/VIT details have been provided
- Confirm the names of attending staff
4
On Arrival
The service must:
- Confirm the person matches the name provided
- Check the WWCC/VIT card or digital check
- Ensure the photographer signs the visitors’ record on arrival and signs out on departure
5
While on Site
The service must ensure that:
- The photographer is complying with the NERPSA Code of Conduct Policy
- Only business-issued devices are used
- Geotagging/location services are disabled
- Children are appropriately supervised
- Children are asked for permission before photos are taken, and refusals are respected
Do Not Proceed If
- The agreement is not signed
- WWCC/VIT is missing, invalid, or cannot be verified
- The person attending does not match documentation
- The photographer intends to use images for marketing, portfolio or social media
- Personal devices are being used to take photos
Information Sheet – Requirements and Policy Alignment
| Requirement | What You Do | Why This Matters | Policy Source |
|---|---|---|---|
| WWCC / VIT | Obtain details before the day and verify on arrival | Policies require that all persons working with or around children are appropriately screened and suitable to do so | Child Safe Environment and Wellbeing Policy |
| Service & Confidentiality Agreement | Ensure the agreement is signed by the photography company and attending photographers | Policies require that personal information, including images of children, is protected and handled in accordance with confidentiality and privacy requirements | Privacy and Confidentiality Policy |
| Code of Conduct Compliance | Provide access and require compliance while on site | Policies require all persons on site to maintain appropriate professional behaviour and boundaries with children | Code of Conduct Policy |
| Know Who is Attending | Confirm names before the day and verify identity on arrival | Policies require services to know who is on site and to manage risks to children’s safety | Child Safe Environment and Wellbeing Policy |
| Visitor Record | Ensure photographers sign in on arrival and sign out on departure | Policies require services to maintain records of visitors for safety, supervision and emergency management purposes | Child Safe Environment and Wellbeing Policy |
| Devices and Geotagging | Allow only business-issued devices and ensure geotagging/location services are disabled | Policies require the safe use of digital technologies and protection of children’s information and location data |
Privacy and Confidentiality Policy Safe Use of Digital Technologies and Online Environments Policy |
| Parent/Guardian Permission | Photography company obtains consent from families | Policies require that personal information, including images, is collected and used lawfully and with appropriate consent | Privacy and Confidentiality Policy |
| Child Permission | Ask children before taking photos and respect refusal | Policies require that children’s rights, agency and wellbeing are respected in practice |
Child Safe Environment and Wellbeing Policy Privacy and Confidentiality Policy |
NERPSA Photographer Engagement Guide
This guide supports services to engage external photography providers in line with:
- Child Safe Environment and Wellbeing Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Code of Conduct Policy
1
Contact the Photography Company
The service must:
- Send the NERPSA Service & Confidentiality Agreement
- Direct the provider to the NERPSA Code of Conduct Policy
Advise the provider that:
- All attending staff must comply with NERPSA policies while on site
- The agreement and WWCC/VIT details must be provided well in advance of photography day
- The agreement must be signed by the company representative and every attending photographer before attending
- Previous work with NERPSA or knowledge of NERPSA practices does not replace completion of the current requirements
- The photography company is responsible for obtaining parent/guardian permission
2
Receive Documentation
Well in advance of photography day and before the booking proceeds, the photography company must provide:
- A signed Service & Confidentiality Agreement
- Signed by the company representative
- Signed by all attending photographer(s)
- WWCC or VIT details for all attending staff
- Confirmation of who will be attending
3
Check Documentation
Before confirming the booking, the service must:
- Check that the agreement is signed
- Check that WWCC/VIT details have been provided and verified
- Confirm the names of attending staff
- Confirm how the provider will obtain and record parent/guardian permission
- Clarify any request for children’s names or other identifying information before any information is provided
4
On Arrival
The service must:
- Confirm each person matches the name provided and approved before the day
- Check each person’s WWCC/VIT card or digital evidence against the details already provided and verified
- Ensure the photographer signs the visitors’ record on arrival and signs out on departure
5
While on Site
The service must ensure that:
- The photographer is complying with the NERPSA Code of Conduct Policy
- Only business-issued devices are used
- Geotagging/location services are disabled
- Children are appropriately supervised
- Children are asked for permission before photos are taken, and refusals are respected
Do Not Proceed If
Photography must not commence, or must stop, if:
- The current NERPSA Service & Confidentiality Agreement has not been signed by the company representative and every attending photographer
- The provider says that it already knows NERPSA practices, has worked with NERPSA before or signed paperwork previously, instead of completing the current requirements
- The required agreement, attending-person details or WWCC/VIT details are left until photography day
- WWCC/VIT details were not provided and verified before photography day
- A WWCC/VIT is missing, expired, invalid, inconsistent or cannot be verified
- The person attending does not match the name or WWCC/VIT information provided
- A different or additional photographer arrives without having provided verified WWCC/VIT details and signed the agreement
- The provider cannot confirm which photographers will attend
- The provider cannot demonstrate that written parent/guardian permission has been obtained before photography
- There is no clear and reliable way to identify which children may and may not be photographed
- The provider asks for children’s names, a class list or other identifying information without explaining why it is required, how it will be used, how it will be protected and when it will be destroyed
- The provider asks for more information about children than is necessary for the photography service
- Children’s names or other identifying information would be displayed, called out, included on publicly accessible proofs or handled in a way that may expose the information to other people
- The provider attempts to use its usual practices, forms or terms instead of, or in conflict with, NERPSA requirements
- The provider intends to use images for marketing, advertising, a website, social media or a portfolio
- The provider’s terms, privacy information or consent process permits a use of images that conflicts with the NERPSA agreement
- A personal phone, tablet, camera, storage device or other personal equipment is being used to photograph or store images of children
- The provider cannot confirm that photography devices are business-issued
- Geotagging or location-tracking features are enabled and cannot be disabled before photography begins
- The photographer asks to be left alone with a child or group of children
- Appropriate educator supervision cannot be maintained
- A child declines, resists, withdraws permission or appears uncomfortable and the photographer does not immediately respect this
- The photographer says that parent/guardian permission overrides a child’s refusal
- The provider cannot explain how images will be securely stored, accessed, handled, retained and destroyed
- The provider refuses or is unable to provide its relevant data retention information when requested
- The provider or photographer does not follow the NERPSA Code of Conduct or any requirement in the Service & Confidentiality Agreement
- The provider pressures staff to proceed because the photographer has arrived, families are waiting, photographs have been ordered or postponement would cause inconvenience
Arrival at the service, previous work with NERPSA, family expectations or commercial inconvenience do not override these requirements. If there is any doubt, pause the photography and seek advice before proceeding.
Information Sheet – Requirements and Policy Alignment
| Requirement | What You Do | Why This Matters | Policy Source |
|---|---|---|---|
| WWCC / VIT | Obtain and verify details well in advance of photography day, then confirm identity and check the card or digital evidence on arrival | Policies require that all persons working with or around children are appropriately screened and suitable to do so | Child Safe Environment and Wellbeing Policy |
| Service & Confidentiality Agreement | Ensure the agreement is signed by the photography company and attending photographers | Policies require that personal information, including images of children, is protected and handled in accordance with confidentiality and privacy requirements | Privacy and Confidentiality Policy |
| Code of Conduct Compliance | Provide access and require compliance while on site | Policies require all persons on site to maintain appropriate professional behaviour and boundaries with children | Code of Conduct Policy |
| Know Who is Attending | Confirm names before the day and verify identity on arrival | Policies require services to know who is on site and to manage risks to children’s safety | Child Safe Environment and Wellbeing Policy |
| Visitor Record | Ensure photographers sign in on arrival and sign out on departure | Policies require services to maintain records of visitors for safety, supervision and emergency management purposes | Child Safe Environment and Wellbeing Policy |
| Devices and Geotagging | Allow only business-issued devices and ensure geotagging/location services are disabled | Policies require the safe use of digital technologies and protection of children’s information and location data |
Privacy and Confidentiality Policy Safe Use of Digital Technologies and Online Environments Policy |
| Parent/Guardian Permission | Photography company obtains consent from families | Policies require that personal information, including images, is collected and used lawfully and with appropriate consent | Privacy and Confidentiality Policy |
| Child Permission | Ask children before taking photos and respect refusal | Policies require that children’s rights, agency and wellbeing are respected in practice |
Child Safe Environment and Wellbeing Policy Privacy and Confidentiality Policy |