An Up-to-Date Guide to Police Checks in Australia

Over 5 million police checks were conducted in Australia in 2023; this represents growth of 7% from 2022. This figure highlights the growing demand for police checks as a fundamental recruitment and compliance element, designed to safeguard the integrity of workplaces and the community. Read on to learn everything you need to know about police checks in Australia, including the impending changes to police check requirements set by the Australian Criminal Intelligence Commission, and how it is possible to streamline the process using the right technology.

What You Need to Know About Police Checks as an Employer

What Are Police Checks in Australia?

Police checks, also known as Nationally Coordinated Criminal History Check (NCCHC), provide a summary of an individual's criminal history by identifying any disclosable court outcomes or pending charges.

They are essential for assessing the suitability of a person for employment, especially in roles involving trust and responsibility. Conducting police checks helps protect your business, employees, and clients from potential risks associated with hiring individuals with a criminal history.

An Australian national police check can also be referred to as:

Police check
Police history check
Police clearance check
Police criminal check
Police record check
Criminal history check

An Australian national police check is not the same as an Australian Federal Police (AFP) check.

Both checks verify an individual's criminal history but serve different purposes and are conducted by different organisations.

National Police Check

Conducted by state and territory police agencies in conjunction with the Australian Criminal Intelligence Commission (ACIC).
Provides a national criminal history record from state and territory police records.
Commonly used for general employment, volunteer work, student placements, and occupational licencing.

Australian Federal Police (AFP) Check

Conducted by the Australian Federal Police.
Provides a comprehensive criminal history check, including records from federal law enforcement agencies.
Primarily used for immigration and visa applications, employment with the Commonwealth Government, overseas employment, and other federal-level purposes.

When to Use Each Check

Use an Australian Police Check if you need a criminal history check for:
General employment
Volunteering or student placements
Occupational licencing within Australia
Use an Australian Federal Police Check if you need a criminal history check for:
Immigration or visa applications
Employment with the Commonwealth Government
Overseas employment or adoption
Any situation where a federal-level check is specifically required

In most cases, employers seek a national police check for volunteer and employment purposes. WorkPro’s online police check service offers secure integrated access to both types of checks – get a quote now.

Why Are Police Checks Needed for Employment?

Legal Requirements for Employers

Employers use police checks to confirm if a potential employee has a criminal history, and to determine if the individual has a criminal history, if they pose a risk to the workplace or the community. Certain roles, especially those who work with vulnerable people, or have access to sensitive information, require police checks to comply with legal and regulatory standards.

In Australia, employers in certain industries are legally required to conduct police checks. This is particularly relevant for sectors such as healthcare, childcare, education, and finance, where employees have access to vulnerable populations or sensitive information.

Compliance with these requirements is crucial to avoid legal penalties and maintain a trustworthy organisational reputation.

Depending on the role or industry, a police check complements other checks including Working With Children Check and Vulnerable People (WWCC), AHPRA Check and National Disability Insurance Scheme (NDIS) Worker Screening Documents within WorkPro for complete credential management. Contact us to learn more.

Important Things for Employers to Know for When Conducting Police Checks

Rights and Considerations for Candidates

Consent: Individuals must provide consent for a police check to be conducted. Employers cannot conduct a police check without the candidate's permission.
Accuracy: It is important that the information provided in a police check is accurate. If an individual believes an adverse outcome recorded on their check is inaccurate or incorrect, they must be allowed to, and have clear guidelines, to dispute the outcome prior to an organisation having access to the certificate.
Confidentiality: Employers and organisations must handle the information obtained from police checks confidentially and use it only for the intended purpose. They must also consider the check to be a moment in time.

What Information is Disclosed in an Australian National Police Check?

A national police check is a ‘point in time’ check, meaning results reflect police records at the date and time the result is released. Information disclosed includes:

Court convictions
Findings of guilt with no conviction (this means that even if no conviction was recorded for an offence, it will appear on a police check)
Good behaviour bonds or other court orders
Charges
Matters awaiting a court hearing
Driving offences where the candidate has been found guilty by a court (note that otherwise traffic offences are not criminal offences and will not be disclosed in a police check).

A national police check does not contain information about spent convictions, or traffic offences that are not criminal offences and are not disclosed unless the individual has been found guilty by a court.

The check provides an overview of a person's previous criminal history information including court charges, court appearances, and pending charges. The result of checks are:

Disclosable Court Outcomes (DCOs): This includes any charges or convictions deemed relevant to the purpose of the check.
No Disclosable Court Outcomes (NDCOs): This indicates that there is no police history information held against the individual, or no information that may be released.

The Process of Conducting Police Checks in Australia

Here’s a step-by-step guide to conducting police checks for current and prospective employees:

Confirm Requirements: Determine the type of check needed for the specific roles.
Gather Information: The candidate will enter personal details and upload four forms of identification documents, including at least one photo ID and a change of name certificate (if appropriate), along with a linkage of identity.
Informed Consent: The candidate will provide written consent to conduct the police check.
Submit & Process the Application: The check will be submitted for vetting by a trained Agent of an Accredited Agency and then processed through the National Police Checking Service Support System (NSS), the national IT system owned by the ACIC.

Using WorkPro, you can send a police check request to candidates without the administrative burden for both parties. Candidates will enter their personal details and upload identity documents, electronically provide consent for the check to be conducted and submit the check for processing. Once the check is vetted, submitted and finalised, the result and certificate are available within a secure WorkPro account, ready for you to make an informed hiring decision.

Timeframe for Obtaining Police Checks

It can between a few hours and 10 business days for a check to be finalised. It can take longer if a check is initially returned as ‘Referred’ which involves a manual process of reviewing the check by State/Territory police, before it can be finalised.

WorkPro’s streamlined system ensures that results are delivered quickly, transparently and efficiently. As a government-accredited Agency, and Gateway Service Provider of the Document Verification Service, WorkPro can vet and process checks 7 days a week, with 85% of checks processed within 60 minutes, which assists with readily meeting this crucial background checking requirement. Book a demo today to learn more.

Validity and Duration of Police Checks

While there is no official expiry date for police checks in Australia, they are considered as a ‘moment in time’ and valid for up to 12 months from the issue date.

WorkPro automatically destroys the certificate after 90 days, and all identity documents are destroyed 12 months after check completion. Organisations are able to request a new check 90-days after a check has been finalised and WorkPro enables organisations to set a reminder, as part of a robust compliance program.

Employers should be aware that a police check is a point-in-time check, reflecting the individual’s criminal history up to the date of issue. Regular re-checks are recommended to ensure ongoing compliance and security.

Tips for Employers to Conduct Police Checks in Australia

Actual processing times of your police checks may vary depending on the volume of applications and other factors. Here are some tips to expedite the process:

Use an accredited provider: Accredited bodies can often process checks with fast turnaround times. WorkPro is one of the accredited providers offering streamlined online application processes – see how it works for you.
Choose the correct check type: Select the appropriate check for your needs. Using the wrong type can require reapplying.
Provide accurate information: Ensure all details in the application are correct, especially legal names and any previous names. Inaccurate information can cause delays.
Submit proper identification: Have the required identity documentsready, including clear scans/copies of documents like passport, driver's licence, birth certificate, etc.
Apply well in advance: WorkPro checks can be returned within hours, however it can take up to 10 business days for a referred check to be finalised. Apply early to complete your pre-employment vetting process.
Check validity periods: Be aware of how long checks are considered valid for your purposes to set a reminder should you need a regular re-check.

Efficient Police Checks with WorkPro

You need a Police Check process that is fast, simple, and reliable. With over 1.2 million Police Checks processed since 2013, WorkPro is the compliance platform of choice for thousands of businesses across Australia.

WorkPro processes checks within a few hours (subject to business hours), enabling businesses to make quicker, informed hiring and business decisions. The WorkPro platform delivers simplicity, transparency of status updates, and security that all parties can rely upon and access instantly once the check is finalised. As part of our Government Accreditation, WorkPro must adhere to strict guidelines as it relates to privacy, security, and the management of Criminal History Information and identity information.

Use WorkPro to conduct Australian Police Checks in 3 easy steps, with a smart online dashboard to request, track and monitor results for complete transparency and control. WorkPro enables a fast and easy application for police checks, with options to request either individually or in bulk in just a few clicks as well as flexible payment options.

Automated Process: WorkPro’s streamlined process simplifies how you request and track candidate police check invitations, reducing the administrative burden from the collection of consent and ID to submission and result tracking. Using WorkPro's Document Verification Service, Australian IDs are automatically validated.
Fast Turnaround: Using WorkPro as your police check partner, you can expect most checks to be processed within a few hours (subject to business hours).
Secure and Centralised Management: Maintains all records securely in one place, ensuring easy access and compliance.
One Solution for all Background Checks: Conduct hundreds of background checks along with your eLearning modules and licences and credentials management on a single platform.
Seamless Integration: Integrates with your existing HR systems for a smooth workflow and stops the hassle of juggling between multiple systems.

Recent Updates on Regulations

It’s important to note that as of 1^st July 2024, the Australian Criminal Intelligence Commission (ACIC), the custodian of the National Criminal database, released its new Agreement. There are several updates and changes, some of which are noted below, which come into effect on 1^st January 2025.

Identity Documents: The ACIC has reduced the number of identity documents that are required for an Applicant to upload, from four to three.

Parents/Guardian Consent: Currently a parent/guardian only needs to sign and date the application form for applicants who are under 18. This will be adjusted so that a parent/guardian also needs to provide a linkage of identity.

Document Verification Service: WorkPro is gradually rolling out our AI solution, including a Document Verification Service (DVS), introducing Optical Character Recognition (OCR) software and Biometric Facial Verification software. While not mandated by ACIC, this is part of WorkPro’s commitment to enhancing personal security and the candidate experience, as well as the number of documents that need to be uploaded by a candidate as part of their job-readiness steps using WorkPro.

Timing of Police Checks in the Employment Process

Police checks should be conducted at the pre-employment stage, ideally before extending an offer of employment. For ongoing employees, regular re-checks should be scheduled to ensure continued compliance and security.

Common Oversights by Employers

Many employers overlook the importance of regular re-checks. WorkPro helps you to avoid these pitfalls with:

Automated Compliance Monitoring & Reminders: Keeping you on track of the status of checks and re-checks if required.
Secure Documentation: Ensuring all records are stored securely and destroyed in line with Australian Privacy Laws and Government accreditation. Do not keep and rely on copies of police check certificates.
Standardised Consent Forms: Ensuring proper consent is obtained and documented when you start to request a police check.

Get Candidates Screened and Verified Quickly

Get Started with WorkPro

Police checks are an essential part of the recruitment and vetting process in Australia – ensure they are done in an efficient and compliant way. With WorkPro, you can streamline the police check process, reduce administrative burdens, and ensure ongoing compliance with ease.