Vetting Process

QueryME

QueryME is an electronic (web-based) application for submitting vetting applications and receiving results.

You need to register to use the system. Please read the following information to understand the registration process.

If you are already registered you can log on to QueryME using igovt secure logon service:

 

This link will take you to the igovt logon service where you can log on, or create a logon if you don't already have one.
What is igovt? This link will take you to the igovt website to access more information.
This link will take you to the igovt website where you can update and view your details.
About igovt This link will take you to the igovt website to access more information. This link will open in a new window.
 

Click on the links below to find out how to use the Vetting service:

Pre-requisites for electronic vetting via QueryME

Before you are able to use the QueryME system you need to complete the following pre-requisite tasks:
  1. Obtain Approval for the vetting service
  2. Sign a Memorandum of Understanding
    All agencies need to have signed and returned the Memorandum of Understanding (MOU). The MOU was sent out to your agency in November 2009. If you have already signed it and sent it in there is no need to do this again.
    If you haven't signed it yet, download the MOU. Please scan a signed copy and email it to QueryME@police.govt.nz, or sign it and post to Licensing & Vetting Service Centre, PO Box 3017, Wellington, 6140. 
  3. Use your new unique agency code
    All agencies will need to use a unique agency code. Those agencies that have already signed the MOU will have been sent their agency code.
    This code needs to be used on any communications or any forms that are submitted. Agency codes are one letter and five numbers e.g. T12345.
    If you don't know your agency code and you have already sent in the MOU then you can email QueryME@police.govt.nz to find out what it is.
  4. Use the new QueryME vetting form
    The updated versions of the paper vetting forms are now available on the vetting form page. The employee or volunteer you wish to vet must give their signed consent by completing this form, and the agency must keep this form.
  5. Register with QueryME

Registration

Once your agency has completed the following tasks, you can become registered for electronic vetting using QueryME.
  1. Obtain Approval and complete the pre-requisite tasks
  2. Send a request to New Zealand Police to become registered to use the electronic vetting process
    Send an email to QueryMe@police.govt.nz with:
    • your agency code
    • your name
    • your email address
    • state if you are the main contact for your organisation to complete your registration.

    You will receive a Welcome Email within 20 working days.

  3. Follow the instructions in the Welcome Email
    Once registered to use QueryME, you will be sent a Welcome email outlining the next steps you need to take to carry out Police Vetting including how to get an igovt logon. You will need to use your igovt logon every time you use the NZ Police vetting service.
    Vetting services can be accessed from the link below – 4. Log on here to submit vetting applications.
    You may already have an existing igovt logon if you have access to another Government Department website (such as Ministry of Economic Development). The same logon can be used for QueryME. A new one is not required.
    A User Guide will be attached to the Welcome email with instructions on how to submit vetting applications once you reach the vetting website.
  4. Logon to igovt to submit vetting applications
    You are now set up to submit your applications via QueryME. Each time you return to the site you will need to logon to igovt only to submit applications. Use the button on this page to log in to igovt.
  5. Vetting process implemented

QueryME Vetting Process

  1. Submit vetting application via QueryME.
    The subject being vetted needs to complete the paper consent form.
    The information is submitted by your organisation via the QueryME website. Once the vetting application information has been submitted, an acknowledgement number will be given and the application can be viewed in the queue. Please do not send the paper consent form to the New Zealand Police; it is your organisation's responsibility to store them in a secure place until the Police vetting process has been completed.   
    Your organisation is expected to provide the original, completed and signed form within 24 hours of a request for the physical form being made.
  2. Receive vetting results from QueryME.
    Results are also received on the QueryME website. Your organisation will receive an email when the results are ready to view or download. Vetting application results will be available to view or download for 90 days. Once opened, results will only stay on the vetting website for 7 days.
  3. Discuss the vetting outcome with the vetting applicant.
    It is recommended that vetting results are discussed with the subject in the interests of natural justice. It might be that the person concerned is able to provide a satisfactory explanation. It also provides opportunity to confirm the accuracy of the information.

 

Dispensation process

If you are unable to use this service, you are required to provide an explanation to the Vetting team. You can contact them using this secure email form. Please note, temporary dispensations will be given only in extenuating circumstances.

NOTE: Vetting may take up to 20 working days to complete, but is usually completed very promptly.

Further Information

If you require more information you can contact the Police vetting service.

Also see: