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
Download Agreement View Code of Conduct
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