Vetting

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.

Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 external

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.

Schedule of the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 external

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.

Core worker exemptions

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.

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.

If applicable, you must check whether the children’s worker belongs to any professional, registation, 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.

You must obtain at least two references. The law only requires one, but our standards require two. Referees are usually former employers or people who can speak about the person’s work or character. At least one referee must not be a family member of the children's worker or part of their extended family.

Keep notes of each reference, including who gave it, how they know the children’s worker, what you asked, and what they said.

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.

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.