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Page URL: https://practice.orangatamariki.govt.nz/our-work/care/caregivers/assessing-and-approving-caregivers-and-adoptive-parents/completing-police-vetting/
Printed: 19/05/2024
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Last updated: 11/11/2019

Completing police vetting

We police vet people, such as caregiver or adoptive parent applicants, mentors or volunteers, to help us assess their suitability.

Upcoming changes for this guidance

This content will be strengthened so it more completely reflects our commitment to practice framed by te Tiriti o Waitangi, based on a mana-enhancing paradigm for practice, and drawing from ​Te Ao Māori principles of oranga to support mana tamaiti, whakapapa and whanaungatanga. We each need to consider how we can apply these principles to our practice when reading this guidance. The following resources provide support:
Practice for working effectively with Māori
Our practice approach

Who we police vet

We use the police vetting service to police vet people so we can check their suitability to care for or have contact with a tamaiti. For example, we police vet:

  • caregiver and adoptive parent applicants
  • other individuals connected to the household of the applicants — they might have regular unsupervised contact, or overnight contact with te tamaiti
  • volunteers, such as someone who drives te tamaiti to school, mentors or access supervisors.

Policy: Caregiver and adoptive applicant assessment and approval

If you need to complete employment vetting

If you need to complete employment vetting you need to follow the Human Resources process instead.

Staff resource: Leader guide — steps to recruit a new staff member (PDF 413KB)

Types of information police release

The police may release any information they hold that's relevant to the vetting request, such as:

  • conviction history and driving infringement/demerit reports
  • active charges and warrants to arrest
  • charges that didn't result in a conviction, including those that were acquitted, discharged without conviction, diverted, or withdrawn
  • interactions with New Zealand Police that may be relevant to the role being vetted, including investigations that didn't result in prosecution
  • family violence information where the person was the victim, offender or witness to an incident or offence
  • name suppression information where it’s necessary to the purpose of the vetting.

The police vetting service processes vetting requests in accordance with the Privacy Act 2020 and the Criminal Records (Clean Slate) Act 2004.

People being vetted because they're going to care for a tamaiti will have their conviction history released because the exception provisions of the Clean Slate Act apply.

Others being vetted who are eligible under the Clean Slate Act won't have their conviction history released.

If they don't meet the eligibility criteria their conviction history will be released.

Privacy Act 2020

Section 19 Criminal Records (Clean Slate) Act 2004

How to request NZ police vetting

Before making a request

The vetting service processes vetting requests within 20 working days.

You should:

  • explain the purpose for the vetting to each person being checked
  • collect the required information on the Police Vetting Request and Consent form — use a new form for each individual request
  • get the person being vetted to fill in their section of the form and give consent to their information being released
  • explain the Criminal Records (Clean Slate) Act 2004 to each person being vetted
  • verify the identity of each person being vetted by sighting two forms of ID.

Police Vetting Request and Consent form — NZ police vet only

Criminal Records (Clean Slate) Act 2004

One form of ID must be a primary type, such as a passport or birth certificate. The second ID could be a driver’s licence, 18+/Kiwi Access Card, or community services card.  One ID must have a photo.

Information about evidence of identity and completing the Police Vetting Request and Consent form can be found in the police vetting user guide.

Guide to completing the Vetting request and consent form (DOCX 153 KB)

If a person being vetted is unable to meet the requirements for evidence of identity, please contact the vetting service.

Email: qa.vetting@police.govt.nz

Making the request

Vetting requests are submitted and responded to on the online police vetting system, QueryME. Each site has designated staff who have access to QueryME for vetting.

You need to enter the information and upload the request and consent form into the QueryMe vetting system then submit the request.

Police Vetting Request and Consent form — NZ police vet only

After getting the vetting result

You should:

  • record the results in CYRAS
  • discuss the results with the person being vetted as they may want to give more information or dispute it — you should do this first before sharing the information with others.
  • determine the suitability of the person based on your assessment of the information
  • consult with your manager or the relevant delegated authority if a person has convictions or police history that is concerning.

Assessing information from suitability checks

We must meet our obligations under the Privacy Act 2020 when dealing with personal information during the assessment process.

You must get consent from the person being vetted before you share or discuss their results with others. You should discuss results in private first. 

Privacy Act 2020

Requesting additional information

To request additional information from the vetting service, you must complete the Vetting Service Additional Information Request form and email it to them.

Vetting Service Additional Information Request form (DOCX 366 KB)

Email: qa.vetting@police.govt.nz