Information and Instructions

• Consent for travel
• Parent and child views on proposed travel
• Travel approval and documentation
• Travel insurance for children in care
• Overseas travel and applying for an Australian passport
• Evidence of Australian citizenship and obtaining birth certificates
• Obtaining an Australian citizenship certificate for a child in care
• Recording travel documentation and storing passports and Certificates of Citizenship

Consent for travel

When a child is subject to a protection order (time-limited or until 18), or a negotiated placement agreement where the agreement authorises the CEO to give consent for travel and/or apply for a passport under s.127(2)(c) of the Children and Community Services Act 2004 (the Act):

• The Assistant District Director or District Director is required to approve travel that is short term and temporary within Western Australia or interstate. 
  
• The District Director is required to approve overseas travel. 
  
• The Regional Executive Director should approve overseas travel where the decision to travel or the destination is contentious and there is strong disagreement between family, carers and/or the child on the request to travel.  
  
• Applications for passports need to be approved by district directors.    
  

A child in provisional protection and care does not require the Children's Court approval for travel, however, the Court must be informed of the intention to arrange interstate or overseas travel for the child. In this circumstance, child protection workers (CPWs) should consult with Legal and Business Services through the SharePoint Request Form page.  


If legal proceedings have commenced, child protection workers must consult with Legal and Business Services through the SharePoint Request Form page regarding any proposed travel and passport application.

For a child placed under s.32(1)(c) of the Act, the consent of the person who has parental responsibility is required for any proposed travel and passport application.​

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Parent and child views on proposed travel

The views of the child and parent must always be considered. Where possible and appropriate, the child and parent should be involved in the decision making process, and parental consent obtained for the travel.

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Travel approval and documentation

For temporary interstate or New Zealand travel, interstate notification for children on protection orders does not need to occur if there are no foreseeable concerns or potential difficulties. 

If difficulties or concerns are likely to arise while the child is interstate or in New Zealand, the travel should be considered carefully before it occurs.  In this situation, interstate colleagues should be advised of the child's details and contact arrangements, and the caseworker's details - district office contact details and after-hours contact arrangements in WA.  Child protection workers must complete and forward Form 903 Request for Interstate Notification to the WA ILO via WAInterstateLiaison@communities.wa.gov.au 

The WA ILO will liaise with the relevant interstate or New Zealand agency. 

If the travel is for a permanent relocation interstate or to New Zealand, CPWs must complete and forward the following to the WA ILO via WAInterstateLiaison@communities.wa.gov.au

• Form 904 - Request for Casework Assistance from WA, and
• the child's care plan.  

For more information refer to Chapter 3.3: Interstate and New Zealand liaison.  

​Intra or interstate travel

Child protection workers are required to complete a travel itinerary for all intra or interstate travel.  The itinerary must be approved by the assistant district director or district director (refer to the ‘Submitting a request for travel approval and funding’ section below).


The WA border restrictions are regularly updated based on current rates of community transmission. Rules related to individual states vary and you should seek up-to-date information at the time of travel from the COVID-19 Coronavirus: Controlled border website. This website also provides information on travel conditions, such as the completing a G2G pass, COVID-19 testing and quarantine.


Overseas travel

Before submitting a request for funding or approval for overseas travel, child protection workers must review and record the Australian Government's Travel Advisory and Consular Assistance Service level of security concern for the proposed travel destinations (graded level 1-4) (via the Smartraveller Advice link in related resources).

The District Director is required to approve short term and temporary overseas travel where the security concern is level 1 (exercise normal safety precautions) or level 2 (exercise a high degree of caution).  Where the travel is contentious, the Regional Executive Director must provide approval.


Where the level of security concern is level 3 (reconsider your need to travel) or level 4 (do not travel), travel will not be approved.

Child protection workers should consult with their team leader if travel warnings exist before making a submission for travel approval.

Overseas travel requires a valid passport with at least six months before expiry. If a child has a current passport with at least six months before expiry, the passport number must be recorded in Assist.  

Child protection workers need to allow up to four months for the application process to obtain a passport for a child in the CEO’s care.  Travel to some countries also requires a visa.

Child protection workers must obtain advice from a medical practitioner about the particular health risks and immunisation requirements for the destination country.  Where immunisations are recommended, child protection workers must arrange for the child to be immunised before leaving Western Australia, and obtain or check that medical insurance has been obtained before travel commences. 

For more information check the Smartraveller website (via the Smartraveller Health link in related resources).

Submitting a request for travel approval and funding

Requests for travel approvals and funding are generated through Assist.  Child protection workers is required to scan all relevant documents  to the Child History File. Funding for travel must be applied for and approved through the child's case plan in Assist.

The following documents, in addition to the travel approval and funding request, must be submitted to the team leader for endorsement:

• a fully costed travel itinerary for the child's airfare and accommodation (for interstate or overseas travel)
• a copy of the most recent care plan and case plan (for interstate and overseas travel) including rationale for travel.  All travel should occur during school holidays.  If the planned trip occurs during school term then a rationale needs to be provided (refer to the related resource document, Compulsory Attendance in Chapter 3.4: Education. 
• information about the child's travel insurance and medical insurance (for overseas travel only)
• the security grading of any overseas travel destinations as rated by the Australian Government’s Travel Advisory and Consular Assistance Service (overseas travel only).

The team leader should forward the submission to the:

•  Assistant District Director or District Director for travel in Western Australia, interstate and New Zealand, and
• District Director for approval of level 1 and 2 non-contentious overseas travel.

The District Director must forward any submission for contentious travel to the relevant Regional Executive Director for approval.

Funding approval is made at the district's discretion after taking into account the rationale for travel and the case support costs budget.

Once approved, CPWs must:


• inform all parties that the travel proposal has been approved
• complete the appropriate screens in Assist - refer to Assist User Guides – Complete a Corporate Travel Payment for Case Related Costs (in related resources)
• pay any incidental travel costs
• make travel arrangements through Corporate Travel Management for intrastate and interstate travel.  International travel can also be arranged through Corporate Travel Management, however in circumstances where the costs of the travel would be cheaper if arranged by the carers, then the carers can be reimbursed with the agreed amount as detailed in care planning or the case planning process
• record funding for overseas travel in Assist Funding screen.

Assist - recording funding for overseas travel

Child protection workers must record details of all overseas and international travel paid by the Department for children in the CEO's care. 

Refer the resource Assist: Recording funding for overseas travel for children in the CEO's care for details of the recording process.   

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Travel insurance for children in care

The Department provides travel insurance for children in the CEO's care through the Insurance Commission of Western Australia (ICWA).  

General carers and family & significant other carers engaged by the Department, and their children under 18 years of age, who travel with the child in care, will also be eligible for travel insurance through ICWA (see Travel insurance for children in the CEO's care and Travel Cover Overview  in related resources). 

 Travel insurance is subject to the following conditions:

• travel for a child in the CEO's care is approved by the relevant District Director or, when contentious, the Regional Executive Director, and 
• the Department's interstate and overseas travel procedures are complied with.   
  

Cover includes - Medical Expenses, Evacuation Expenses, Loss of Deposits, Loss of Baggage, Loss of Money, Personal Liability as defined under the cover.

Carers employed or engaged on a volunteer basis by Community Sector Organisations (CSOs) and Aboriginal Community Controlled Organisations (ACCOs) are NOT covered by ICWA and require travel insurance cover through their respective organisations or independently arranged.  Any travel insurance cover for CSO and ACCO carers should also include the carer's children (if travelling) and the child in care.   The rationale for including the child in care within this insurance cover is in the event of any significant issue and/or evacuation (e.g. medical emergency or natural disaster) all parties are covered by the same insurer.

When developing travel plans for a child who will be travelling overseas with their Departmental carer or with a CSO or ACCO carer who has not arranged travel insurance to include the child in care contact Communities Insurance Services:    insurance@communities.wa.gov.au at least 4 weeks before the departure date and provide the following information:


• each child's official name
  

• date of birth and age, and
  

• travel dates and destination 

• departmental carers' full names and any of their children who are travelling.
  

Upon confirmation of cover entitlement, a Certificate of Currency is provided detailing the cover provided by the ICWA policy. Instructions are also provided on installing the International SOS Assistance App on a mobile device. A telephone number for International SOS assistance for the region of travel is also provided and should be contacted and the policy number quoted from the Certificate of Currency, should the carer not have a mobile device with the app installed   Child protection workers should, if needed, provide the carer instructions on installing the International SOS Assistance App.    If any circumstances occur, during travel, that require assistance, contact International SOS via the app. [BA10] 

NOTE: the following countries have a reciprocal health care arrangement with Australia where Medicare help with costs for necessary medical care for children in care in those countries. Refer to the webpage: About reciprocal health care agreements - Reciprocal Health Care Agreements - Services Australia.


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Overseas travel and applying for an Australian passport

Australian passports and citizenship

Where a child already has an Australian Passport, child protection workers must check that the passport has at least six months validity remaining beyond the period of intended overseas stay (a requirement for entry into most countries).

An Australian Passport can only be issued to an Australian citizen and evidence of Australian citizenship must accompany an application for a passport. Refer below to ‘Evidence of Australian citizenship and obtaining birth certificates’ or ‘Obtaining an Australian citizenship certificate for a child in care’.

Where a child’s citizenship status is unclear, child protection workers must contact the Department of Immigration and Border Protection (DIBP) on 131 880 to clarify the process.

District director approval to apply for a passport and funding needs to be obtained before an application for a passport is submitted.

Completing the passport application

Child protection workers must complete the Australian Child Passport Application on behalf of the child. Application forms are available from Australia Post offices or can be downloaded here or via the Child Passport Application link in related resources (under forms).

Child protection workers need to fill in sections 13 and 14 of the passport application, completing all details known. Ask the parents to complete and sign section 15 'Declaration and consent' if they give consent; if not, leave blank.  Reasons for this must be recorded in section 5. 'Additional consent' in Form B-10 – Child Subject to State/Territory Child Welfare Law (link in related resources).

Child protection workers are required to sign in the 'Other person with parental responsibility' field in section 17 of the Passport Application and record their position title under the signature. 

More information on completing the Child Passport Application can be found on pages 8 and 9 of the Child Welfare or Protective Agencies: A Guide to Lodging Child Passport (in related resources) and the Australian Passport Office website.  For more information about the Australian Passport application process, refer to the following related resources:

• Child Welfare or Protective Agencies: A Guide to Lodging Child Passport Applications
• Child Passport Applications: Checklist for Staff
• Providing Evidence of Citizenship Flowchart
• Passport Application Flowchart.

Passport interview and other documentation required

Child protection workers should contact the Australian Passport Information Service on 131 232 (and ask to speak with a passport officer located in Perth, Western Australia) or Australia Post on 131 318 to request an interview for a passport application for a child in the CEO’s care. Child protection workers should consider attending the interview at the Australian Passport Office located at Level 1, 140 William Street, Perth as this will reduce the application processing time.

As of January 2016, the Australian Passport Office issue 10-year passports to children aged 16 or 17.  The issue of a 10-year passport is not optional.  The fee for the 10-year passport is the same as the fee for an adult passport.  All the usual requirements for a child passport application continue to apply, including parental consent requirements.  A child who is 16 or 17 years old must attend the passport interview with the child protection worker, to enable the interviewer to confirm the identity of the applicant against their application photo.  ​

Child protection workers are required to take their Department identification to the passport interview. Payment for the passport can be made at the interview. Further information can be found on the Children’s Passports page on the Department of Foreign Affairs and Trade (DFAT) website (see the 'Children’s Passports' link in related resources). 

The following completed forms and original documents are required to accompany the Child Passport Application at the interview (original documents will be photocopied and returned at the interview):


• The child’s most recent court order (original)

• The child's full birth certificate (original)

• Form B7 No Further Court Orders (Child Application) – a statement acknowledging that there are no other orders for the child apart from what is declared on the application

• Form B10 - Child Subject to a State/Territory Child Welfare Law.  Child protection workers must complete sections 1-7 of the form.  In section 1. 'Named Guardian/Delegate', enter the name and position of the district director who will be authorising issue of the child's passport and signing the Declaration in section 8.  District directors must complete and sign section 8. 'Declaration'. 

• Two passport size photographs, one endorsed on the back in black ink by the guarantor. Refer to page 19 of the Child Welfare or Protective Agencies: A Guide to Lodging Child Passport for information on who can be a guarantor (see link in related resources).  The guarantor must complete section 11 of Child Passport Application.

• Evidence of citizenship (refer to ‘Evidence of Australian citizenship and obtaining birth certificates’ below).

The DFAT website has a number of other forms on the Children’s Passports page that may need to be completed and taken to the interview, depending on the child’s circumstances. For further information contact the Australian Passport Information Service on 131 232 and ask to speak with one of the passport officers in Perth, Western Australia. Forms listed below can be obtained through the links in related resources.

• Form B6 Child Born Overseas and No Birth Certificate (if applicable)

• Form B8 Mother’s Name Only on Child’s Birth Certificate (if applicable)

• Form B11 General Declaration by Passport Applicant – this is completed if guarantor requirements cannot be met or where the child is Aboriginal and the parent’s documents, such as a passport or birth certificate, are not available (see ‘Aboriginal children’ section below).

If available, documented consent from the child’s parents should be provided at the interview, as this will reduce the application processing time.


For further information regarding passports for children, email passports.australia@dfat.gov.au  or call the Australian Passport Information Service on 131 232 and ask to speak with one of the passport officers in Perth, Western Australia.

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Evidence of Australian citizenship and obtaining birth certificates

To obtain an Australian passport, you must confirm the child’s Australian citizenship. A child’s passport is evidence of Australian citizenship if it was:  

• issued on or after 1 January 2000, and
• is valid for a minimum of two years (even if expired).

If the passport is provided at the interview, no further evidence of citizenship is required.  Otherwise, the following documentation must be provided to prove that one of the child’s parents was either an Australian citizen or permanent resident of Australia at the time of the child’s birth:

• an original document that confirms one parent’s Australian citizenship or permanent residency such as the parent’s full Birth Certificate, Australian Citizenship Certificate, or passport issued prior to the child’s birth, and
  

• where the child’s parent was born in Australia after 20 August 1986, an original document that confirms one of their parent's (the child’s grandparents) Australian citizenship (for example, the grandparent’s Birth Certificate, Australian passport, or Citizenship Certificate or permanent residency status document).

For more information refer to the Australian Passport Office.

Aboriginal children

Child protection workers do not need to apply for a certificate of citizenship for Aboriginal children. If a parent’s birth certificate or passport is not available, the Australian Passport Office will assist on a case by case basis. It may be possible to issue a passport for an Aboriginal child in the absence of this documentation. When these documents are not available, child protection workers must complete Form B11 General Declaration by Passport Applicant  (available in related resources), and lodge the passport application with all other required documents.

Children born to New Zealand parents

There are specific requirements for children born of New Zealand parents. Child protection workers should refer to the Department of Home Affairs website 'New Zealand Citizens' for eligibility and information details. 

Children born overseas

If the child does not have an Australian birth certificate, the following must be provided:

• the child’s full overseas birth certificate (with an official English translation if in a foreign language) - in the absence of this, complete Form B6 – Child Born Overseas and No Birth Certificate
• the child’s Australian citizenship certificate, or:
• an extract from the register of citizenship by descent, or
• an extract form the register of Australian birth abroad.

Refer below to ‘Obtaining an Australian citizenship certificate for a child in care’.

Obtaining a parent or grandparent’s birth certificate

An Australian birth certificate can assist in establishing a child’s Australian citizenship for the purposes of applying for a passport.

If the child’s parent and grandparent (where necessary) consents, a certified copy of their Birth Certificate can be obtained from the Registry of Births, Deaths and Marriages in the state they were born and submitted with the Child Passport Application.

To obtain a certified copy of a birth certificate with consent where a parent or grandparent (as applicable) was born in Western Australia, child protection workers are required to complete BDM1 - Birth Certificate Application form and ask the parent or grandparent to complete and sign BDM Form 600 - Letter of Authority. Both forms are available on the Registry of Births, Deaths and Marriages  website or via the link in related resources.

The following documents must be provided with the completed BDM Forms 001 and 600:

• appropriate forms of identification for the parent or grandparent
• a copy of the child protection worker’s identification card
• a copy of the child’s court order
• a covering letter Form 007 - Letter to Registry of BDM for parent/grandparent birth certificate with/without consent (in related resources).

Note: All copies of the parent or grandparent’s identification documents must be certified. Child protection workers can certify these. The application must outline why the birth certificate is required.

Where the child protection worker is unable to get the parent or grandparent to complete and sign BDM 600 - Letter of Authority,  Form 007 - Letter to Registry of BDM for parent/grandparent birth certificate with/without consent must be completed, including an outline of what efforts have been made to obtain their consent and the outcome. If the parent or grandparent has refused to give authority, this must be noted.

Applications for Western Australian birth certificates can be lodged in person or via mail at the Perth Registry office at Level 10, 141 St Georges Terrace, Perth.

Further information on the Birth Certificate Access Policy and identification requirements can be found via the Registry of Births, Deaths and Marriages link in related resources. 

A grandparent can also obtain a birth certificate for a child’s parent if they make application to the Registry of Births, Deaths and Marriages in the state the parent was born.

For information on applying for a birth certificate for a child in the CEO’s care, and for contact details for the Registry of Births, Deaths and Marriages in other states, refer to Chapter 3.4: Obtaining a birth certificate, and the related resource Contact Details for Births, Deaths and Marriages Registry Offices in Australia and New Zealand.

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Obtaining an Australian citizenship certificate for a child in care

If evidence of the child’s Australian citizenship cannot be established in order to apply for an Australian passport, an application must be made to the Department of Home Affairs for an Australian citizenship certificate for the child.

If the child does not have an Australian birth certificate, child protection workers must provide copies and originals of the child's overseas birth certificate (with an English translation if necessary) and proof of the child's Australian citizenship.


To apply for a certificate of Australian citizenship, child protection workers should visit the Department of Home Affairs 'Immigration and Citizenship' at the following link 'Evidence of citizenship and certificates Get a citizenship certificate (homeaffairs.gov.au)'.   There is a 'Step by Step' tab which details the documents to be provided to establish citizenship. As legal guardian, a child protection worker must sign the application for a child who is 15 years or younger. 

The 'Identify documents for a child 15 years old or younger' are;

• Full birth certificate including the parents' name

• Passport or travel document, if available and applicable

• A passport-sized photograph

• Identify declaration signed by an Australian citizen

• The 'Step by Step' guide provides different guidance depending on how a child qualifies for Australian citizenship.
  

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Recording travel documentation and storing passports and Certificates of Citizenship

• All travel documentation should be scanned to the Child History File.   

• The Certificate of Citizenship is required to be stored in the Child History Folder and a copy placed on the Child History File.

• Once a passport is obtained, the passport number must be recorded in Assist.

• Where the Department pays for overseas travel and accommodation, you must record the payment in Assist as 'OVERSEAS TRAVEL' - not 'travel'.

While travelling overseas the child's original passport must be held by the responsible adult travelling with the child. On return to Australia, the child protection worker must retrieve the passport and place it in the Child History Folder.


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