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Glossary

A comprehensive reference of terminology used in Oho and Australian compliance requirements.

Oho Platform Terms​

Accreditation​

A verification record representing a background check, credential, or clearance associated with a constituent. Each accreditation tracks the status, expiry date, and verification details of a specific credential type (e.g., a Working With Children Check, NDIS Worker Screening Check, or AHPRA registration).

Example: "John Smith has three accreditations: a VIC WWCC, NDIS Worker Screening, and AHPRA Nursing registration."

Constituent​

An individual person whose credentials and background checks are being managed through Oho. Constituents are typically employees, contractors, volunteers, or vendors. Constituents do not need login credentials - they are the people being verified, not the people performing verifications.

Key distinction: A constituent is different from a user (see User definition).

ICR (Information Capture Request)​

A feature that allows you to request information directly from constituents. ICRs can be used to collect credentials, documents, or personal information needed for background checks. The constituent receives a secure link to provide the requested information.

Use cases:

  • Requesting WWC card details from new hires
  • Collecting qualification documents
  • Gathering updated contact information

Organization​

The top-level entity in Oho's data model. An organization represents your company or entity and serves as a container for all constituents and accreditations. Each organization has its own settings, billing, and user access controls.

Key attributes:

  • Tenant boundary (data is isolated between organizations)
  • Billing entity
  • Organizational hierarchy support (sites, departments, divisions)

Scan​

The process of submitting a verification request to check a credential or clearance. Scans are submitted via the /api/scan endpoint and processed asynchronously.

Example: "We scan WWC credentials weekly to monitor for status changes."

User​

A person with login credentials who has access to the Oho platform. Users can manage constituents, submit verification requests, view compliance reports, and configure settings. Organizations can have unlimited users with different permission levels.

Key distinction: Users manage the platform; constituents are managed by the platform.

Webhook​

An HTTP callback mechanism that delivers real-time notifications when events occur in Oho. Webhooks are used to receive scan results, status updates, and expiry notifications without polling the API.

Common events:

  • Scan completed
  • Status changed (e.g., WWC suspended)
  • Credential expiring soon
  • Accreditation renewed

Australian Compliance Terms​

AHPRA (Australian Health Practitioner Regulation Agency)​

The organization responsible for regulating health practitioners across Australia. AHPRA maintains the national register of health professionals including doctors, nurses, pharmacists, physiotherapists, and other allied health professionals.

Verification through Oho: Real-time lookup against AHPRA's public register to verify current registration status and conditions.

Blue Card (Queensland)​

The common name for Queensland's Working With Children Check clearance. A "Blue Card" certifies that a person is approved to work or volunteer with children in Queensland.

Official name: Positive Notice (Working with Children Check)

Validity: 3 years for employees, 2 years for volunteers

NDIS (National Disability Insurance Scheme)​

Australia's national scheme providing support to people with permanent and significant disability. The NDIS has specific requirements for workers providing disability support services.

NDIS Worker Screening Check​

A national criminal history and background check required for workers providing NDIS supports or services. This check is more comprehensive than standard police checks and includes review of serious offenses.

Key features:

  • Valid for 5 years
  • National clearance (works across all states)
  • Risk-assessed by authorized screening units
  • Instant verification available through Oho

Also known as: NDIS Worker Check, NDIS Clearance

Right to Work Check​

Verification that a person is legally authorized to work in Australia. This involves checking visa status, work restrictions, and visa expiry dates against Department of Home Affairs records.

VIT (Victorian Institute of Teaching)​

The regulatory body for teachers in Victoria. VIT registration is required to teach in Victorian schools.

WWCC / WWC (Working With Children Check)​

A national screening strategy to protect children by preventing people who pose a risk from working with them. Implementation varies significantly by state - each Australian state and territory has its own Working With Children Check system with different names, card colors, validity periods, and verification capabilities.

Common alternative names by state:

  • VIC: Working with Children Check (WWCC)
  • NSW: Working With Children Check (WWCC)
  • QLD: Blue Card (Working with Children Check)
  • SA: Working with Children Check (Department for Human Services Screening Check)
  • WA: Working with Children Check
  • TAS: Working with Vulnerable People Registration
  • NT: Ochre Card (Working with Children Clearance)
  • ACT: Working with Vulnerable People (WWVP) Registration
State-Specific Details

For detailed information about capabilities, verification speeds, and requirements by state, see the WWC Capability Reference.

State and Territory Abbreviations​

Australian States and Territories​

AbbreviationFull Name
ACTAustralian Capital Territory
NSWNew South Wales
NTNorthern Territory
QLDQueensland
SASouth Australia
TASTasmania
VICVictoria
WAWestern Australia

Regulatory Bodies and Agencies​

DHS (Department of Human Services)​

Various state-level departments responsible for human services, including background screening in some states. In South Australia, DHS conducts Working With Children Checks.

DSSI (Disability Services Screening and Investigation)​

Queensland's agency responsible for NDIS Worker Screening Checks in Queensland.

OCG (Office of the Children's Guardian)​

NSW's regulatory body responsible for child protection and Working With Children Checks in New South Wales. OCG maintains the WWC Check system and provides direct alerts for status changes.

OCYFS (Office for Children, Youth and Family Support)​

South Australia's agency responsible for child protection and Working With Children Check screening.

Office of the Registrar (Queensland)​

Queensland's agency responsible for Working with Children Checks (Blue Cards).

Services Victoria​

Victoria's central agency for government services, which operates the Working with Children Check system for Victoria.

TRA (Teacher Registration Authority)​

State-based authorities responsible for teacher registration and regulation. Each state has its own authority (e.g., VIT in Victoria, NESA in NSW).

Working with Children Check Unit​

Generic term for state-based government units that administer and process Working With Children Checks. The specific name and organizational structure varies by state.

Compliance and Risk Terms​

Employer Linkage​

A feature in some WWC Check systems where an employer formally links to an employee's clearance. When linked, the employer automatically receives notifications of status changes.

State support:

  • Automatic linkage: NSW, SA
  • Manual linkage available: QLD
  • No linkage: VIC, WA, TAS, NT, ACT (employee responsible for notifying employer)

Expiry Monitoring​

Automated tracking of credential expiry dates with proactive notifications. Oho continuously monitors all accreditations and alerts you before credentials expire.

Positive Notice​

Official term used in Queensland for a Blue Card - the approval to work with children.

Opposite: Negative Notice (application rejected or clearance suspended/cancelled)

Risk Assessment​

The evaluation process used by screening authorities to determine if a person poses a risk. WWC Checks and NDIS Worker Screening involve risk assessment, not just criminal history lookup.

Status Change​

Any change to a credential's validity status, such as:

  • Active → Suspended
  • Active → Cancelled
  • Active → Expired
  • Pending → Approved
  • Pending → Denied

Oho monitors for status changes and delivers real-time notifications via webhooks.

Volunteer vs Employee Checks​

Some clearance types have different requirements or validity periods for volunteers versus paid employees.

Example: Queensland Blue Cards are valid for 2 years (volunteers) or 3 years (paid employees).

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