Vetting
The Social Sector Accreditation Standards include vetting requirements under the Staffing criteria. This page provides extra guidance to help meet those requirements.
We use ‘vetting’ as a generic term for a point-in-time background check to determine a staff member's suitability to work or volunteer at an organisation. The type of vetting a staff member requires depends on their role.
Vetting requirements
All staff records must contain:
- professional registration (if relevant),
- at least one reference, and
- criminal history results (either a NZ Police vet or a Ministry of Justice criminal record check, depending on the role's requirements).
Depending on the role, extra or specific vetting may be needed. The table below outlines this:
|
Role |
Vetting |
|---|---|
| Children’s worker | Safety check |
| Caregiver (including household members, overnight contacts and others connected to their household) | Caregiver assessment |
| Care staff |
Care staff assessment which includes a children's worker safety check |
| Volunteers with children or works with children but does not meet the threshold of a children's worker (we explain the definition of a children's worker further down this page) |
NZ Police vet |
| Works or volunteers with vulnerable people e.g. elderly or disabled people | NZ Police vet |
| All other 'staff' that do not fit in the above roles including governance or board members | Ministry of Justice criminal records check |
New Zealand Police vet
A NZ Police vet is a check of the New Zealand Police database for any information they hold about a person. It includes criminal history and may also include non-conviction information such as pending charges, acquittals, patterns of concerning behaviour, or other relevant and verified details. It can also show a person’s involvement with the NZ Police as a complainant or victim.
Only approved agencies can request a NZ Police vet. Approved agencies are those who have entered into an agreement with NZ Police to access the vetting service.
You can find more information on the New Zealand Police website.
A NZ Police vet is not the default vetting option. Only request one if the role specifically requires it. NZ Police may refuse to process a request if they believe the role doesn't qualify. Roles that require a police vet include:
- children’s workers (as part of the safety check),
- care staff (as part of the safety check and care staff assessment),
- caregivers, household members, and overnight contacts (as part of the caregiver assessment),
- people who work with children but aren’t classed as children’s workers,
- people who volunteer with children, and
- people who work or volunteer with vulnerable adults (e.g. elderly or disabled people).
Note: If you request a NZ Police vet for someone who you believe qualifies but your request is declined by the Vetting Service, complete a MoJ check and keep the decline in your records.
Ministry of Justice criminal records check
You can get a criminal record history from the Ministry of Justice (MoJ). This is different from a NZ Police vet. The MoJ criminal records check shows convictions, including traffic ones, but not charges that haven’t gone to court or didn’t lead to a conviction.
More information is available on MoJ’s website.
Safety checking children's workers
As per the Children’s Act 2014 (the Act) it is an offence to employ or engage a person as a children's worker without completing a full safety check before they start work. It is also an offence to not re-check children’s workers every 3 years. A safety check completed by a person’s previous employer cannot be used to meet these requirements – each organisation must conduct their own safety check for every children's worker they employ or engage.
Safety checks of new children's workers - Section 25 of the Children’s Act 2014 external
Periodic safety checks of children's workers - Section 27 of the Children's Act 2014 external
A children’s worker is defined in the Act as a person who works in, or provides, a regulated service, and the person’s work may or does involve regular or overnight contact with a child or children (other than with children who are co-workers), and takes place without a parent or guardian of the child, or of each child, being present.
A core children's worker is defined as a person whose work in or providing a regulated service requires or allows that, when the person is present with a child or children in the course of that work, the person is the only children’s worker present, or is the children’s worker who has primary responsibility for, or authority over, the child or children present.
Components of a safety check
The Children’s Act 2014 and the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 describe what is required in a safety check.
Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 external
| Component | Initial safety check | Periodic re-check (every 3 years) |
|---|---|---|
| Confirmation of identity | ||
| NZ Police Vet | ||
| Chronological work history | ❌ | |
| Professional, registration or licensing authorities check | ||
| Reference check | ❌ | |
| Interview | ❌ | |
| Risk assessment |
Confirmation of identity
Initial safety check
You must confirm the identity of a children's worker by either:
- using an electronic identity credential such as Real Me, or
- checking a primary and secondary form of identity document (ID).
You need to be able to evidence that the identity check was completed (e.g. having a copy of the IDs on file).
You must also search your personnel records to check whether the person’s identity is being, or has been, used by another person. You could evidence this in multiple ways, such as:
- providing a screenshot from your HR system showing nobody else is using/has used the same identity,
- showing an email from your HR team confirming the person's identity is not being/hasn't been used by another person, or
- providing a written statement stating you have checked personnel records and the person's identity is not being/hasn't been used by another person
Using RealMe
Confirmation of identity must be completed directly through RealMe. This requires you to have RealMe integrated into your online system so individuals can consent to share their verified identity with you. You can’t confirm someone’s identity just by looking at their RealMe account.
You can contact the RealMe business team for more information about how to integrate RealMe into your systems. Please note there are software and development costs involved and the process can take up to six months.
Work with us - RealMe external
Using a primary and secondary ID
The primary ID is to check that the identity exists. The secondary ID is to check that the identity is living. One of the IDs needs to have a photo of the person. If neither has a photo, then an identity referee is required. If the name is different between the two IDs then you must also obtain a name change document.
Acceptable primary, secondary and name change documents are prescribed in the Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015.
Periodic re-check
You must check whether the name of the children's worker has changed since the initial identity check. If so, you must obtain a name change document and keep a copy on file.
Acceptable name change documents are prescribed in the Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015.
New Zealand Police vet
You must obtain a NZ Police vet for the children's worker. Keep a copy of the request and consent form on file, as well as the results.
Only approved agencies can request a NZ Police vet. Approved agencies are those who have entered into an agreement with NZ Police to access the vetting service. For more information about how to register, refer to the NZ Police’s website.
Register for New Zealand Police Vetting external
If a core children’s worker has been convicted of an offence listed in Schedule 2 of the Children’s Act 2014, they must have a core worker exemption.
If the children's worker belongs to a professional, licensing or registration body that completes a NZ Police vet at least every three years (like registered teachers with a practising certificate), you don’t need to request a NZ Police vet as well.
In these cases, you must provide:
- proof of their current registration status, and
- confirmation that the professional body does a NZ Police vet at least every three years.
If you can’t provide both, you must carry out your own NZ Police vet.
Chronological work history
You must obtain a summary of the children's worker’s work history for at least the past five years. This is usually a CV or resume and must include job titles and descriptions. Keep a copy of the work history on file.
If the worker doesn't have a full five-year history or there are gaps, ask why.
Professional, registration or licensing authorities check
If applicable, you must check whether the children’s worker belongs to any professional, registration, or licensing authority, relevant to their role (e.g. social workers, counsellors, psychologists). Use public registers to confirm their status, or ask the children's worker to provide evidence of their status.
Reference check
You must obtain at least one reference. Referees are usually former employers or people who can speak about the person’s work or character. The referee must not be a family member of the children's worker or part of their extended family.
Keep notes on the reference, including who gave it, how they know the children’s worker, what you asked, and what they said.
Interview
You must interview the children’s worker in person, by phone, or using communication tools like Microsoft Teams, Zoom, or Skype.
During the interview, you must ask questions that help the person doing the risk assessment understand the applicant's attitude toward children and their views on child protection.
Record clear evidence that the interview took place, including the date, who was on the panel, the questions asked and the responses.
Risk assessment
You must complete a risk assessment as the final step in the safety checking process. Use all the information gathered during the earlier steps. Even if no concerns were found, you still need to do the risk assessment.
The assessment must decide whether the children’s worker poses any risk to children’s safety, and if so, how serious that risk is.
You must record whether you’ve decided to employ, engage, or continue with the children’s worker, explain how you made that decision, and describe how you’ll manage any risks or concerns identified during the safety check.
Tools
We have created some useful tools that your organisation could use to assist with meeting safety checking requirements. These tools meet the minimum requirements as per the Social Sector Accreditation Standards and relevant legislation. If you use these tools make sure they also align with any additional requirements in your organisation’s policies and procedures.
Safety checking children’s workers - initial check cover sheet (DOCX 51 KB)
Safety checking children’s workers - periodic recheck cover sheet (DOCX 45 KB)
Overseas living/convictions
If your organisation knows a preferred candidate has lived overseas, it is recommended that you obtain police checks from their country(ies) of citizenship and any country they’ve lived in for 12 months or more within the past ten years. This is in addition to the required NZ Police vet. If the candidate has lived in Australia, you can request an Australian criminal history check through the NZ Police Vetting Service (if you're an Approved Agency).
Australian Criminal History Checking Service – New Zealand Police external
If the candidate can’t get an overseas police check, you can ask them to provide proof they tried to obtain one and ask for a statutory declaration stating whether they have any overseas convictions. Another option is to ask them to consent to an overseas referee check and to provide contact details.
Oaths and Declarations Act 1957 (Schedule 1) - Statutory Declaration external
The overseas police check results and other information gathered should be considered along with the other required components of a safety check to determine whether a person poses, or would pose, any risk to the safety of children.
Sole traders, self-employed people and organisations with a sole director/shareholder
Safety checking can present a challenge when a single person delivers a service or if the person responsible for safety checking at an organisation is a children’s worker themselves.
We recommend a third-party screening service (such as CVCheck external) to avoid any conflict of interest. If a sole trader or small organisation is part of a larger group (like a franchise), the larger group may be able to help with the safety check.
Care staff assessments
Care staff are core children's workers, so they must meet the children's worker safety checking requirements, plus the requirements outlined in Oranga Tamariki's Shared Care Service Specifications.
Shared Care Service Specifications: Appendix E (Care staff) - Oranga Tamariki external
Components of the care staff assessment
Care staff assessments consist of components from two different sources: the children's worker safety check and the requirements set out in the Shared Care Service Specifications. The frequency of re-checks depends on the source of the requirement. Some components must be completed every two years, and others every three years. You may choose to complete all re-check components every two years for convenience, but this is not required.
You must complete a risk assessment each time you complete the periodic re-check components. If you choose to complete all four periodic re-check components together every 2 years, you only need one risk assessment every 2 years. If you complete the components on their separate cycles (two component every 2 years and the other two components every 3 years), you must complete a risk assessment each cycle.
| Component | Initial check | Periodic re-check (every 2 or 3 years) |
|---|---|---|
| Confirmation of identity | ||
| Chronological work history | ❌ | |
| Reference check | ❌ | |
| Professional, registration or licensing authorities check | ||
| Interview | ❌ | |
| NZ Police Vet | ||
| NGO caregiver vet | ||
| Qualifications, previous training, skills, experience and specific strengths | ❌ | |
| Risk assessment |
|
Confirmation of identity
Initial check
You must confirm the identity of a care staff member by either:
- using an electronic identity credential such as Real Me, or
- checking a primary and secondary form of identity document (ID).
You need to be able to evidence that the identity check was completed (e.g. having a copy of the IDs on file).
You must also search your personnel records to check whether the person’s identity is being, or has been, used by another person. You could evidence this in multiple ways, such as:
- providing a screenshot from your HR system showing nobody else is using/has used the same identity,
- showing an email from your HR team confirming the person's identity is not being/hasn't been used by another person, or
- providing a written statement stating you have checked personnel records and the person's identity is not being/hasn't been used by another person
Using RealMe
Confirmation of identity must be completed directly through RealMe. This requires you to have RealMe integrated into your online system so individuals can consent to share their verified identity with you. You can’t confirm someone’s identity just by looking at their RealMe account.
You can contact the RealMe business team for more information about how to integrate RealMe into your systems. Please note there are software and development costs involved and the process can take up to six months.
Work with us - RealMe external
Using a primary and secondary ID
The primary ID is to check that the identity exists. The secondary ID is to check that the identity is living. One of the IDs needs to have a photo of the person. If neither has a photo, then an identity referee is required. If the name is different between the two IDs then you must also obtain a name change document.
Acceptable primary, secondary and name change documents are prescribed in the Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015.
Periodic re-check (at least every three years)
You must check whether the name of the care staff member has changed since the last identity check. If so, you must obtain a name change document and keep a copy on file.
Acceptable name change documents are prescribed in the Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015.
Chronological work history
You must obtain a summary of the care staff member’s work history for at least the past five years. This is usually a CV or resume and must include job titles and descriptions. Keep a copy of the work history on file.
If the worker doesn't have a full five-year history or there are gaps, ask why.
Reference check
You must obtain at least one reference. Referees are usually former employers or people who can speak about the person’s work or character. The referee must not be a family member of the care staff or part of their extended family.
Keep notes on the reference, including who gave it, how they know the care staff, what you asked, and what they said.
Professional, registration or licensing authorities check
If applicable, you must check whether the care staff member belongs to any professional, registration, or licensing authority, relevant to their role (e.g. social workers, counsellors, psychologists). Use public registers to confirm their status, or ask them to provide evidence of their status.
You must recheck this component at least every three years.
Interview
You must interview the care staff member in person, by phone, or using communication tools like Microsoft Teams, Zoom, or Skype.
During the interview, you must ask questions that help the person doing the risk assessment understand the applicant's attitude toward children and their views on child protection.
Record clear evidence that the interview took place, including the date, who was on the panel, the questions asked and the responses.
New Zealand Police vet
You must obtain a NZ Police vet for the care staff member. Keep a copy of the request and consent form on file, as well as the results.
Under the Shared Care Service Specifications you must complete this component at least every two years.
Only approved agencies can request a NZ Police vet. Approved agencies are those who have entered into an agreement with NZ Police to access the vetting service. For more information about how to register, refer to the NZ Police’s website.
Register for New Zealand Police Vetting external
If a core children’s worker has been convicted of an offence listed in Schedule 2 of the Children’s Act 2014, they must have a core worker exemption.
NGO caregiver vet
You must ensure that a search is undertaken of the relevant records held by Oranga Tamariki for information about the person. This can be obtained from the NGO caregiver vetting team: NGO_Caregiver_Vetting@ot.govt.nz.
Under the Shared Care Service Specifications you must complete this component at least every two years.
Qualifications, previous training, skills, experience and specific strengths
You must assess and consider the qualifications, previous training, skills, experience and specific strengths of the care staff member.
Care staff must have appropriate qualifications, competencies and experience required to work within the service and to be able to understand and support the needs of children in their care, including promoting mana tamaiti, whakapapa and whanaungatanga.
Risk assessment
You must complete a risk assessment as the final step in the process. Use all the information gathered during the earlier steps. Even if no concerns were found, you still need to do the risk assessment.
The assessment must decide whether the care staff member poses any risk to children’s safety, and if so, how serious that risk is.
You must record whether you’ve decided to employ, engage, or continue with the care staff member, explain how you made that decision, and describe how you’ll manage any risks or concerns identified during the check.
You must complete a risk assessment each time you complete the periodic re-check components. If you choose to complete all four periodic re-check components together every 2 years, you only need one risk assessment every 2 years. If you complete the components on their separate cycles (two component every 2 years and the other two components every 3 years), you must complete a risk assessment each cycle.
Caregiver assessments
Caregivers are required to be approved as per the Oranga Tamariki (National Care Standards and Related Matters) Regulations 2018 and the Shared Care Service Specifications.
Oranga Tamariki (National Care Standards and Related Matters) Regulations 2018 external
Shared Care Service Specifications: Appendix B (Caregivers) - Oranga Tamariki external
Shared Care Service Specifications: Appendix C (Households) - Oranga Tamariki external
For caregivers who are offering care from their private home, their households must also be assessed and approved. This includes assessing:
- any household members aged 18 or over who have consented to a police vet
- any person who is likely to have regular unsupervised or overnight contacts aged 18 or over who have consented to a police vet
- the suitability of the caregiving household as a whole (including if there are people aged 18 or over who are part of or connected to the household and did not consent to a police vet).
On this page we will refer to these people as 'household members'.
Components of the caregiver assessment
Caregivers and their household members must have the full assessment completed every 2 years.
| Component | Initial check | Periodic re-check (every 2 years) |
|---|---|---|
| Confirmation of identity | ||
| Residential address history | ||
| Reference checks | ||
| Interview | ||
| NZ Police Vet | ||
| NGO caregiver vet | ||
| Immigration status (caregivers only) | ||
| Assessment of other matters | ||
| Risk assessment |
|
Confirmation of identity
You must confirm the identity of a caregiver or household member by either:
- using an electronic identity credential such as Real Me, or
- checking a primary and secondary form of identity document (ID).
You need to be able to evidence that the identity check was completed (e.g. having a copy of the IDs on file).
Using RealMe
Confirmation of identity must be completed directly through RealMe. This requires you to have RealMe integrated into your online system so individuals can consent to share their verified identity with you. You can’t confirm someone’s identity just by looking at their RealMe account.
You can contact the RealMe business team for more information about how to integrate RealMe into your systems. Please note there are software and development costs involved and the process can take up to six months.
Work with us - RealMe external
Using a primary and secondary ID
The primary ID is to check that the identity exists. The secondary ID is to check that the identity is living. One of the IDs needs to have a photo of the person. If neither has a photo, then an identity referee is required. If the name is different between the two IDs then you must also obtain a name change document.
Acceptable primary, secondary and name change documents are prescribed in the Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015.
Residential address history
You must obtain the caregiver or household member's residential address history for the last five years.
Reference checks
You must obtain at least two reference. One reference must be from someone who is related to the person or is part of their extended family, and the other reference must be from someone who is not related to the person and is not part of their extended family.
Keep notes on the reference, including who gave it, how they know the caregiver or household member, what you asked, and what they said.
Interview
You must interview the caregiver or household member.
During the interview, you must ask questions to ensure the person is suitable to be in a caregiving environment.
Record clear evidence that the interview took place, including the date, who was in the interview, the questions asked and the responses.
New Zealand Police vet
You must obtain a NZ Police vet for the caregiver or household member. Keep a copy of the request and consent form on file, as well as the results.
Only approved agencies can request a NZ Police vet. Approved agencies are those who have entered into an agreement with NZ Police to access the vetting service. For more information about how to register, refer to the NZ Police’s website.
NGO caregiver vet
You must ensure that a search is undertaken of the relevant records held by Oranga Tamariki for information about the person. This can be obtained from the NGO caregiver vetting team: NGO_Caregiver_Vetting@ot.govt.nz.
Immigration status
You must confirm the immigration status of the caregiver. Caregivers must be NZ citizens or permanent residents.
Sufficient proof of immigration status may be:
• NZ passport
• NZ citizenship certificate
• NZ birth certificate (if born in or after 2006)
• NZ confirmation of birth certificate (if born before 2006)
• Overseas passport with visa label attached
• Copy of result from Immigration New Zealand’s Visa Verification Service (VisaView)
If a different method of verifying immigration status has been used, consider if this poses any additional risk.
Assessment of other matters
You must assess other relevant matters regarding the suitability of the caregiver or their household, including:
- the caregiver’s experience, skills (including cultural competency), and attitudes that affect their ability to care for a child or young person
- whether the home environment is safe, suitable, and appropriate for care
- the needs, strengths, and circumstances of the caregiver and their household
- what support the caregiver and their household may need, and how their capability can be strengthened
- who lives in the caregiver’s household, and any people aged 18 or over who are connected to the household and have regular unsupervised or overnight contact with the child or young person
- the likely impact of placing the child or young person with the household on:
- the child or young person
- the household
Risk assessment
You must complete a risk assessment as the final step in the process. Use all the information gathered during the earlier steps. Even if no concerns were found, you still need to do the risk assessment.
The assessment must decide whether the caregiver or their household poses any risk to children’s safety, and if so, how serious that risk is.
You must record whether you’ve decided to approve the caregiver and their household, explain how you made that decision, and describe how you’ll manage any risks or concerns identified during the check.