Please refer to the points below for expanded information on the above steps:
- Request and Consent Form
Download the most recent version of our request and consent form. If you need help with filling out this form, please see our Guide to completing the Vetting Request and Consent Form (PDF 429KB). Once the applicant has signed the consent section of the form, it is valid for three months. After three months, the applicant would need to give their signed consent again before your agency submits their vetting request. Please do not email or post request and consent forms. Police vetting is an entirely online process, and vetting requests can only be submitted through the online agency portal.
- Confirming ID
Refer to page three of the request and consent form guide above for information on preferred evidence of identity documents (ID). The agency is responsible for confirming the ID of the individual being vetted and making sure that it meets any legal obligations regarding evidence of identity (for example, the identity confirmation section within the Children’s Regulations 2015). If your applicant cannot provide all the forms of ID you require, we recommend the applicant supplies multiple forms of secondary ID or other documentation to assist you in confirming their identity. If you feel comfortable with the applicant’s identity based on the documents provided, you may submit the vetting request.
- Accessing Agency Portal
Users of existing agencies can add and remove users in the ‘My Agency’ tab in the agency portal. Within a few days of a new user being added, we will send them a Police ID and activation code. They will then need to login through the Vetting Service website using their own RealMe username and password. This must be their personal RealMe, the same that would be used for logging into IRD for example, and NOT a shared agency RealMe, nor a colleague’s login. They then enter the codes that will link their RealMe account to the agency. See page 41 of our Secure Vetting Website User Guide (PDF 2MB) for help on adding and removing users. If you do not already have your own RealMe account, visit the RealMe login page and click the ‘Create your RealMe login’ button on the right.
If no one at your agency is an existing user, please email firstname.lastname@example.org with your agency name and code and the full name, email address and phone number of all users you would like to have access to your agency. We will then add them on your behalf and the rest of the process will be the same as above.
- Entering Applicant's Details
When entering the applicant’s details from the request and consent form into the online vetting request, you must include ALL information supplied by the applicant accurately and completely. This includes all alias/previous names they have used, as well as their driver licence number (if supplied) and correct date of birth. This ensures a complete and accurate search of our system is completed and reduces the risk of relevant information about the applicant not being located. We encourage double checking all information is correct before submitting the vetting request as details cannot be edited once a vetting request has been submitted. Withdrawn vetting requests are still liable for payment.
- Release of Information
Please see the information under the heading ‘Information Police may release’ on the 'Information about vetting' page to see what information may be released in a vetting report. There is also a flowchart to help work out if convictions will be released or not. The Police Vetting Service cannot say in advance what specific information might be released in a vetting report. Information is assessed based on the purpose of the vet and the information that might be released can depend on many factors that cannot be determined until the vet is completed.
- Review of Information
Sometimes a vet will need to go through a review process. Vets will be placed under review so that relevant information can be assessed before deciding whether it should be released in the vetting report. A vet may also be placed under review if we need to request further information about the applicant’s identity or about the vetting request details from the agency.
When information held by Police is insufficient to complete the vetting request, the review process may involve seeking further information, e.g. Police files or comments from investigating officers. If there is expected to be a significant delay before a final decision can be made, the vet may be released with a recommendation for the agency to reapply. The review process is important to help make sure that there is a proper basis for releasing any relevant information and that it is appropriate for the purpose of the vetting request. It should not be taken as a negative reflection on an applicant while the review process is being completed.
- Further Review
Occasionally, information held on an applicant may require consultation with the Vetting Panel to review the information held alongside any further information gathered as part of the initial review process.
This may extend the length of time a vet is under review and will ensure all complex relevant information is thoroughly assessed before deciding if the information should be released to the agency. This may also result in a letter being sent to the applicant to advise them of a decision to release information to the agency and providing the applicant with an opportunity to comment on the information.
- Vet Completed
Once the vet has been completed, your agency will receive an email to advise that the vetting report PDF is available to download from the website (in your agency portal). The email will state whether the vetting report has ‘results’ or ‘no results’. ‘Results’ refers to any information being released on the vetting report and does not necessarily mean that the applicant has convictions.
The vetting report PDF is available to download on the website for two months after being completed and cannot be resent. If your agency does not download the vetting report PDF within two months and you need to view the applicant’s vetting report, you will need to resubmit a new vetting request (with the applicant’s consent) to receive a new up-to-date report. Details of historic vetting requests submitted by your agency can be viewed in your agency portal, but the vetting report PDF will only be available to view for vets completed within the last two months. The vetting report can be downloaded and stored by your agency for up to 12 months. A longer retention period is allowed if required or justified by legislation (including the Privacy Act 2020).
The Police Vetting Service does not make recommendations or decisions regarding an applicant’s suitability. The decision regarding the applicant’s suitability for a position is the responsibility of the agency. The information released in a Police vetting report helps the agency in assessing an applicant’s suitability for the role they were vetted for.
Information released in a vetting report is unique to the specific agency and role the applicant was vetted for and results may differ between agencies and roles. Vetting reports should not be shared with other agencies. Each agency will need to obtain the applicant’s consent and submit their own vetting request to receive the most up-to-date result relevant to their agency and the purpose of their vetting request. The applicant is entitled to request a copy of the vetting report from the agency, and the agency must provide them a copy of this should they request it.
All Police vets are a ‘point in time’ check and do not have a ‘validity period’ or ‘expiry date’. Police do not determine how often applicants should be re-vetted; it is up to the agency to decide this based on their own policy and relevant legislation (e.g. the Children’s Act 2014 for core and non-core children’s workers).