Staff, student and childcare permits


The Victorian Government has advised that from 11.59pm on Tuesday 17 August 2021 all staff and students attending campus or participating in a placement during the COVID-19 lockdown period must have a permit authorised by Swinburne.

During this period, the majority of our teaching and learning will be delivered online. Most staff and students should expect to work and study from home. However, some staff and students will meet the government’s authorised work and study category. Staff and students who are authorised to attend campus or a placement must apply for a worker permit by following the process outlined below.

It is important that you do not attend campus or a placement until you have received an authorised permit from Swinburne. If you have received your permit and are permitted to attend campus, you must carry your permit with you at all times and follow all on-campus protocols while on campus.

The Victorian Government has also advised that from 11.59pm on 23 August 2021, authorised workers can only access childcare, kindergarten and early education centres (and take a child to a centre) with a valid authorised worker permit.

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How does the Victorian Government classify an authorised worker?

The Victorian Government has provided a list of authorised workers. From Swinburne’s perspective, this means any person who performs work that is essential for the continued operation of:

  • the conduct of essential adult and higher education services pertaining to the following occupations and activities for:
    • to support service delivery on site for vulnerable students in higher education and training, where not practicable to provide remotely; or
    • study for final year pre-service early childhood and school teachers (including placements); or
    • study for health care workers (including clinical placements); or
    • apprentices training with an Authorised Provider or Authorised Worker; or
    • clinical health and biomedical science (if required to be on site for the maintenance of essential research activities); or
    • aged and disability care (including clinical placements); or
  • the maintenance of essential research activities for:
    • management and care of critical living resources, and the equipment and materials they depend upon (e.g., feeding, husbandry, hydrating, routine care and checks of animals, plants, microbes and cell lines in controlled environment); or
    • the storage and management of existing samples and data research infrastructure that are temperature and environmentally sensitive (e.g. biobank); or
    • long-term experiments or studies that otherwise would be prohibitive to restart (e.g. commenced clinical trials); or
    • research addressing the impact of COVID-19 and research in support of the hospital and broader health system; or
  • administrative services provided by an employer to enable its employees to work from home (e.g., payroll and IT services); or
  • allied health professionals working in private or public community services, whether clinic-based or home-based, providing urgent clinical care where telehealth services are not clinically appropriate; or
  • health practitioners, including medical, nursing, midwifery and allied health students on placement, when undertaking critical training and examinations; or
  • authorised health services; or
  • essential infrastructure and essential services that are required to maintain or protect safety and wellbeing, including maintenance and repair of such infrastructure; or
  • critical repairs to any premises where required for emergency or safety

Permit process for childcare for authorised workers

Childcare, kindergarten and early education centres are open only for the children of authorised workers if they cannot work from home or if no supervision is available at home, or for a vulnerable child.

From 11:59pm on 23 August 2021, authorised workers can only access childcare, kindergarten and early education centres (and take a child to a centre) with a valid authorised worker permit.

If you have previously sought and received approval from Swinburne, and have received an Authorised Worker permit, the government has advised that you can use the same permit for your childcare provider.

If you are classified as an authorised worker and have been working from home, but now require childcare support, you will need to:

  • seek approval from your EG member that you are classified as an authorised worker. Please do so by completing the Activiti process, including the reasons why you believe you are an authorised worker and whether you require a childcare permit and/or access to campus.(Please note: the Activiti form is currently being updated to reflect expanding its purpose to request an authorised work permit, a childcare permit and/or access to campus ) 
  • once Activiti approval is received, download the Victorian Government’s Authorised Provider and Authorised Worker Permit (below)
  • add your personal details, sign the form and send it to permit@swin.edu.au.

Permitted work and study categories

You must not attend campus unless you have approval. Severe penalties will apply to employers and individuals who breach the worker permit scheme requirements, including on-the-spot fines.

The following activities meet the authorised work and study categories.

Criteria for staff to seek approval to attend campus:

  • Carry out critical repairs where required for emergency or safety
  • Provision of a health service  
  • Provide administrative services (for example IT or Payroll) to enable staff to work from home  
  • Conduct essential research activities (see further information below)
  • Conduct essential adult education services
  • Staff who are vulnerable or unsafe due to circumstances at home. 

Criteria for students to attend campus or a placement (notification provided to approved students):

  • Nursing and allied health-related units
  • Apprenticeship training

Permit process for staff

Staff who meet the authorised work category and cannot complete their work at home must obtain a permit authorised by Swinburne. Do not attend campus until you receive an authorised permit from Swinburne. See below for more information in relation to research staff.

Staff who have recently been approved to attend campus via the Access to Campus Activiti process must:

  • download the Victorian Government’s Authorised Provider and Authorised Worker Permit (below)
  • add your personal details, sign the form and send it to permit@swin.edu.au.

If you have not been recently approved to attend campus via the Access to Campus Activiti process, you must:

  • seek approval by completing the Access to Campus Activiti process
  • once Activiti approval is received, download the Victorian Government’s Authorised Provider and Authorised Worker Permit (below) once you have received approval via Activiti
  • add your personal details, sign the form and send it to permit@swin.edu.au.

All staff must wait until you receive an authorised permit from Swinburne before attending campus. You must carry a copy of the permit (either printed or electronic) with you at all times.

Approval and Permit process for research, research support staff and HDR students

Research staff and HDR students (excluding final year HDR students*) must:

  1. Seek approval by completing the Access to Campus Activiti process 
    • Your request must relate to one of the four criteria outlined in the maintenance of essential research activities bullet points above. Discuss with your Associate Dean Research if you are unsure as to how your research meets the criteria. 
    • You must be as detailed as possible about the nature of your request to attend campus during the lockdown period. If your request lacks the required detail, it will be rejected. You will then need to contact your Associate Dean Research for further advice, which may delay the approval process. 
    • *Final year HDR students will be/ have been directly contacted in relation to attending campus and do not require Activiti approval. If you have not received an email, contact EDResearch@swin.edu.au  

  2. Download the Victorian Government’s Authorised Provider and Authorised Worker Permit (below): 
    • Research staff should use the staff permit 
    • HDR students should use the HDR student permit

  3. Add your personal details, sign the form and send it to edresearch@swin.edu.au. Your email must include: 
    • Name of your School 
    • Campus you wish to attend 
    • Specific lab(s) you wish to access and name of your lab manager 
    • If applicable, please explain why you need to work outside of the standard 7:00am-7:00pm window as there are curfew restrictions in place by the government 
    • Your CAA number or attached Activiti approval. 
All research staff and HDR students must wait until you receive an authorised permit from Swinburne before attending campus. You must carry a copy of the permit (either printed or electronic) with you at all times.

Permit process for students

Students who meet the authorised study category and cannot complete their study or placement at home will be contacted by their unit convenor/VET teacher or placement coordinator to arrange a permit.

Only students studying units with an approved on-campus activity are eligible for a permit. Students who have a permit will be able to use it for childcare purposes.
 
You must wait until you receive an authorised permit from Swinburne before attending campus or your placement.

If you are a vulnerable student who needs to collect a laptop and/or specialist equipment or you are unable to study at home, you must you must email studentpermit@swin.edu.au to arrange an appointment to collect the equipment or access the LateLab. A staff member at the Library and studentHQ will assess whether you need to attend campus and if so, arrange a permit for you.

You must carry a copy of the permit (either printed or electronic) with you at all times.