Neighbourhood Houses Victoria is providing this information as general information. The information provided by Neighbourhood Houses Victoria is not legal advice. If you are seeking further clarification or have specific matters of concern, you should seek independent legal advice. 

On Friday 1 October 2021, Premier Dan Andrews announced that in order to work on-site:

• From 15 October, workers will need to have received or be booked in for a first dose by 22 October 2021 (or provide a medical exemption)
• be fully vaccinated by 26 November 2021 (unless medically exempt) 

The 15 October deadline will not apply to workers who already have existing requirements under CHO directions – groups like construction, freight, healthcare, aged care and early years education will still have to comply with previous advice.

Neighbourhood house workers in both Metro Melbourne and Regional Victoria will need to comply with this direction to be able to work on-site. This includes: 

• an employee
• a contractor (engaged by the employer or a third party)
• a volunteer
• a student on placement

See the Public Health Order: COVID-19 Mandatory Vaccination (Workers) Directions

What are employer's obligations?

Friday 15 October 2021, employers:

• must collect, record and hold vaccination information for any worker going on-site; and
• must not allow any worker who has not received their first dose, or made an appointment to receive their first dose by 22 October, to work on site** (unless a medical exemption has been provided)

**What is meant by 'work on site'?

Work on site means working anywhere that is not the worker's home. It includes working inside or outside your organisation's primary premises, working at other locations, attending meetings or events in a professional capacity. Basically, it covers any work situation outside the home.

What is the age minimum for this Direction?

Workers (including volunteers) aged 11 years and under are not required to be vaccinated.

What information should be recorded by employers?

A record should include:

• the name of the worker or individual accessing the site
• their vaccination status
• their vaccine appointment booking (if relevant)
• who sighted the evidence
• the date the evidence was sighted
• the nature of that evidence (for example, COVID-19 vaccine digital certificate, immunisation history statement, or medical exception letter or certificate)

NHVic has produced an excel spreadsheet template which captures the information listed above. You may choose to use this template as a way of recording the information required, so it is available to demonstrate compliance if audited by an Authorised Officer.

Do I need to keep a copy of the evidence?

No, you only need to sight it.

Important things to consider with collecting and recording information

• Your organisation should appoint an authorised person who is responsible for the sighting and recording of vaccination information – this could be the Manager, a Privacy Officer if your organisation has one, or a senior staff member. Payroll and Finance Officers are good options as they access employee information already. Whoever is appointed to undertake this role should be clearly communicated to all workers.
   
• Before seeking vaccination status information, ensure your workers understand why this information is being collected, the requirements of workers under the Public Health Order, and what your obligations are as an employer. NHVic has produced a letter template to assist with this. We also recommend having copies of the Public Health Order at your disposal should a worker request to read it.
   
• You are collecting private, sensitive information. Regardless of whether you are recording this information in a digital or paper-based format, you must ensure that it is stored in a reliable, secure location where it cannot be accessed by anyone other than those who are authorised to access it.   
   
• Any personal or health information (including about vaccination status) collected, used, managed, stored, disclosed, or transferred must be in accordance with relevant Federal (Privacy Act 1988) and Victorian (Privacy and Data Protection Act 2014, Health Records Act 2001) legislation.
  
  

More information and resources

• Information for industry and workers required to be vaccinated
• Template - Worker Vaccination Status Record (excel)
• Template - Letter for communicating to workers (word)
• VCOSS Information session - 12 October 2021

Relevant information on the FairWork website:

• COVID-19 vaccinations: legislation and public health orders
• COVID-19 vaccinations: workplace rights and obligations
• COVID-19 vaccinations: resolving workplace issues