How does a cardholder add or remove a company from their RIW profile?

In the RIW System, a Primary Employer is the cardholders direct employer, with full edit rights to the cardholders profile. If a cardholder has the wrong Primary Employer listed against their profile, there are two ways to resolve this issue:

  1. The cardholder can contact the previous Primary Employer and request they end their employment in the RIW system (as outlined in the article How does a company end employment with a cardholder?), or
  2. The cardholder can submit an Ending Primary Employment Service Request on the RIW website. 

Note that in both cases, once employment is ceased with a particular company, the change will not take effect until midnight on the specified leave date. This allows the cardholder to then approach a new Primary Employer and seek ‘employment’. 


Upon starting employment with a new Primary Employer, the company will need to send an employment request to the RIW cardholder via the RIW system.  To ensure privacy laws are upheld, the RIW cardholder must accept the employment request for the company to have access to the RIW cardholders profile.  To approve the employment request, follow the instructions outlined in our article How does a cardholder accept an employment or association request?



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How does a cardholder accept or reject an employment or association request in myRIW?

An employment request is a request from a company to manage a cardholders RIW profile in the RIW System. Employers have full access and edit rights to this profile. 


An association request means a company has view only rights to a cardholders RIW profile, but can add Employer, National and Network based competencies or job roles to your profile if required.


Cardholders must accept requests within 30 days of issue.  If this time lapses, please ask the company to re-send the request.


Note: From 9 April 2021, if a cardholder receives an association request from a Contractor in Charge (company), and prior to accepting, swipes into a site managed by the Contractor in Charge, an automatic approval will be applied to the association request.



This instruction applies to the following RIW System User Roles: 

  • myRIW User (i.e. RIW cardholder)


Step 1: Cardholder receives email notification

When a company requests employment or association, the cardholder will receive an email asking them to accept the offer in myRIW. The cardholder must accept the request in order to continue the on-boarding process. The email will look similar to the following.



Step 2: Create myRIW Account

To accept an employment or association request, go to myRIW at https://app.riw.net.au/MySkillGuard/.



If the cardholder has not yet created their myRIW account yet, click on the Create Account button to register and follow the prompts, including setting a password and accepting the Permission Access Agreement.  For more information on myRIW account creation, view our RIW Knowledge Centre article How does a cardholder create a myRIW profile?


If the cardholder already has a myRIW account, log in with the RIW number and password.  If the cardholder has forgotten their password, click on the Forgotten Password hyperlink and follow the instructions.


Step 3: Employers and Associations

Once logged in, the myRIW dashboard will display. Select the Employers and Associations button.



Step 4: Approve or Reject Pending Requests

Any pending employment or association requests will be show on this screen. Cardholders can approve or reject any pending employment and association requests.



To accept the employment or association request, click on the Accept button. 


To reject the employment or association request, click on the Reject button.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029536



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How does a cardholder complete an ID check?


When a Primary Employer registers a new Rail Industry Worker (RIW) in RIW System, the cardholder will need to undertake an ID check as part of their onboarding. The cardholder will receive an email with a link to complete an ID check by our partner, Veritas. 


The cardholder should follow the instructions and upload the required identification documents as per the requirements outlined in our article What identification documents does a cardholder require to complete an ID check?


Once the ID check process has been paid for and requested, the cardholder will have 10 days to complete the application before the link expires. If the new cardholder does not complete the ID check within this time, the Employer will need to purchase a new ID check and start the ID check process again.


An RIW card can not be ordered until an ID check has been successfully completed.



This instruction applies to the following RIW System User Roles: 

  • RIW cardholder


Step 1: Receipt of initial Identity Check email


Once a new RIW profile has been created by a Primary employer, the new cardholder will receive the following email:


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Before starting the application, the cardholder should have their identity documentation to hand.  Check what documents can be used during this process by reading our article  What identification documents does a cardholder require to complete an ID check?


If you are completing the ID check on a PC/laptop, please have your documents saved on your computer in *.jpeg, *.jpg or *.png format. PDF is not acceptedable.


Click on the Start Application link.



Step 2: Initial instruction

The cardholder will be taken to the Veritas website to undertake the ID check.  


Click on the Continue button.



Step 3: Date of birth

The cardholder must enter their Date of Birth using the drop down calendar to verify their application. When complete, click the Sign In button.



Step 4: Confirmation of Personal Details

Check that your Employer has recorded your personal details correctly.  Confirm this by clicking on the Yes radio button and click the Next button.


It is important that the cardholders details are correct at this stage and that the identity documentation to be submitted exactly matches/confirms these details.  If there is a concern, please contact your employer to rectify these details.



Step 5: Uploading documents

From the list located at What identification documents does a cardholder require to complete an ID check?, start uploading the required documents. Select the type of document first from the drop down and then click on the + button  in the Add a New Document box.



Step 6: Identity document information

Complete the details required for the document and add the image file(s) of the document..  Up to 4 images per document can be added for each document (eg. front and back of the drivers licence).  When adding multiple documents, click the Add a New Document link to repeat the process..


When  all the documents have been uploaded, click on the Save button.


Middle Name:  If your document only uses the initial of your middle name, please include your middle name in full.



If you do not have a middle name and/or a surname, please indicate this by clicking on the I do not have a middle name and the I do not have a surname radio buttons.




Step 7: Document checklist

On completion of the document uploading, the system will provide the following screen.  Click the Next button.



Step 8: Summary

Check and confirm that all the information lodged is accurate and complete.  If changes need to be made, click on the  Edit button and make changes.  Once this has been done, click the Submit button.



Step 9: Completion of lodgment

The Form Complete screen will appear.  This confirms that the ID check has been lodged and is being processed.



Step 10: Status email

Once the ID check has been processed, the cardholder will receive a RIW ID Check - Status Update email advising the outcome status of the ID check, whether successful/unsuccessful.


Please note that our partner references directly with government identification services, and if an exact match is found, the application will be processed almost immediately.  If an exact match is not found, then the application may require further review, and therefore an application can take up to 10 days to process.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029878




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What happens if a cardholder does not have a current subscription?

Rail Industry Workers must have a current subscription to use their RIW card. If a RIW cardholder's subscription has expired, their data and profile will be unavailable to view and they may be denied access to site.


Please contact the Primary Employer of the RIW cardholder to rectify the subscription status.


Relevant articles:


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How does a cardholder accept the Permission Access Agreement?

An RIW cardholder’s participation in the RIW program is governed by the Permission Access Agreement (PAA). Please read the PAA carefully as it contains important details about how the RIW program works, including how information about a cardholder may be collected, used, disclosed and destructed for the purposes of the RIW program, as well as a cardholders responsibility as a participant in the RIW program.


Cardholders will be prompted to confirm their agreement to the PAA when they accept an employment request in the myRIW system.  If the Permission Access Agreement is rejected, then the cardholder's profile will be immediately deleted form the RIW System.  Cardholders should check with their employers before rejecting the PAA.


To accept the PAA, cardholders must create a myRIW profile. Cardholders can view a short video about how to use myRIW here.  Alternatively, follow the instructions below to set up myRIW.


Step 1

Go to the myRIW login page at https://app.riw.net.au/MySkillGuard/. You can also access this page from the RIW website at https://riw.net.au.


To create your profile, click on the Create Account button.



Step 2

Complete the requested information, which is RIW number, first name, surname and date of birth. Make sure they are entered correctly as they are matched to the details recorded on the RIW database. The match has to be exact to grant access. Click the Submit button when done.



Step 3

Provided the details entered on the previous page match the record on the RIW system, set and confirm the password to access myRIW.



NOTE: If the system doesn’t find a corresponding record, try entering details again. If the system still doesn’t find a matching record, please contact your Employer.




Step 4

The first time a cardholder logs into myRIW they will be presented with the Permission Access Agreement.  This document explains how information about Rail Industry Workers may be collected and used for the RIW Program.



Indicate your acceptance to these terms as a condition of your participation in the RIW Program.



Step 5

If the Permission Access Agreement is rejected, then the cardholder will be unable to access or use their RIW profile, which means they will be unable to work on the rail network.  Contact your Employer before refusing consent to discuss your options, as clicking Reject means your profile will be automatically deleted.



Step 6

Once the Permission Access Agreement is accepted, log into the system with your credentials and password. The myRIW dashboard will display.



By clicking on View My Profile,  the cardholder has visibility of their profile, current job roles and competencies. The cardholder is also able to view their medical and drug and alcohol results from this tab. 

 

Within the myRIW system, the cardholder is able to alert their employer of any changes to their personal details, and also request these to be updated within the system by using the Report Corrections form.

 

Cardholders are able to accept and reject employment and association requests from potential employers or associated employers. This can be done by clicking the Employers and Associations link and accepting the request. 


VIDEO: myRIW






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Can a cardholder be employed by more than one company?


A cardholder can only have one Primary Employer in the RIW System, however, can also have up to two Secondary Employers and unlimited associated companies.  


Please refer to our article What are the different types of cardholder relationships in the RIW System? to understand the relationships and what they mean, and our article How can a cardholder view their employment and association relationships?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029881





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How long will it take to receive my RIW card?

Rail Industry Worker (RIW) cards, once ordered by an RIW Employer Administrator, can take approximately 7 days to be manufactured and dispatched from Melbourne, Victoria via Australia Post.  Please allow up to 14 days for delivery, depending on your location.


If the card has not been delivered in the appropriate timeframe, please contact your RIW Employer Administrator to follow up.


If an RIW card is required immediately, RIW Employer Administrators can issue a virtual RIW card free of charge to cardholders, which can be stored on the cardholders smartphone.  To request a virtual RIW card, please ask your company RIW Employer Administrator to send you the request and installation instructions via email or SMS. You can refer to  our article on How does a cardholder install the Vircarda App to manage their virtual RIW card?



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I am an RIW cardholder and my competency documents have expired, what do I do?

Cardholder qualifications and/or competencies must be current if cardholder wishes to undertake a particular job role, and to have these job roles remain valid on their profile.  Cardholders can monitor the expiry dates of held competencies by logging into their myRIW profile.  Please refer to our article How does a cardholder create a myRIW profile? for more information.



If a competency is coming up for expiry, the cardholder should seek to obtain a new competency. Once achieved, a cardholders RIW Employer Administrator can upload the new competency evidence to the cardholders profile in the RIW System, by following instructions in our article How does a company add a new competency to a cardholders profile?.




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How does a cardholder download their virtual RIW card?

The RIW virtual card is accessible via a freely-downloadable app called Vircarda. After the app has been downloaded and installed, a cardholder can load and store their virtual RIW card on their smart phone. To use Vircarda, a cardholder must have a compatible smartphone (iOS or Android).


After a virtual RIW card has been requested by the Primary Employer, the cardholder will receive a detailed email or SMS containing the registration number and PIN for Vircarda. Before the app can be used with the RIW System, the cardholder must first register on Vircarda.


For detailed instructions on how to download, register and manage a virtual RIW card, please refer to the following article How does a cardholder install the Vircarda App to manage their virtual RIW card?


The Vircarda app is available for both iPhone and Android and must be downloaded from the appropriate App Store. Visit the RIW download page for more information.


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I have lost my card. What should I do?

If a cardholder has lost or misplaced their card, they should immediately report it to their Primary Employer.


The cardholders Primary Employer can request a new card through the Rail Industry Worker System at a replacement cost of $85+GST.


The previous RIW card will be deactivated as part of the replacement process. If the card is found after a request for a replacement has been submitted, please discard it as it will be deactivated upon cancellation.


Related article


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Who pays my annual cardholder subscription renewal?

The RIW Employer Administrator of your primary employer arranges for your renewal card/subscription fee to be paid. 


If you do not have a Primary Employer assigned to your RIW profile at the time of renewal, you are unable to renew your card/subscription.  However, once you gain employment within the rail industry again, your new employer can arrange for your card/subscription to be renewed. Please note that there is no loss of your competency or medical data while your RIW profile card subscription status remains unpaid.


If a cardholder is operating as a sole trader, the cardholder will need to sign in to the RIW System with their Employer Administrator credentials to pay their card/subscription renewal. Please refer to our article How does a company pay the annual cardholder subscription?


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