Importance of Police Checks as an Employer
Ensuring a secure and compliant workforce is crucial for business success, including conducting Australian police checks. This is an essential part of the compliance process because the integrity, safety, and reliability of employees directly impact the organisation's operations and reputation.
We’ve provided a handy guide of the basics that employers need to know about this topic and how leveraging technology can streamline this important hiring element.
Key Insights for Employers
When conducting police checks, understanding key factors like disclosable court outcomes and identity verification ensures the process is efficient, legally compliant, secure, and enhanced by reliable compliance technology. Employers need to be aware of various aspects of police checks to make informed decisions. Here are the main points every employer should consider:
1. Outcomes of Checks:
- No Disclosable Court Outcomes (NDCOs)
The application has been processed via the Australian National Police Checking Service Support System (NSS), the national IT system owned by the ACIC, and the outcome is that the individual does not have a criminal history as of that date.
- Disclosable Court Outcome (DC):
The application has been processed via the NSS and has released court outcomes in line with the guidelines for disclosing results. This includes:
- Convictions: Details of any charges proven in court, including penalties or sentences.
- Findings of Guilt: Includes court findings of guilt, even without a recorded conviction.
- Good Behaviour Bonds and Court Orders: Information on any court orders such as good behaviour bonds.
- Pending Charges: Charges laid by police but not yet proven in court.
- Current Investigations: If the individual is a suspect in ongoing investigations.
2. Identity Verification
A key component of every police check application includes validating personal information along with the collection of identity documents and linkage of identity for every individual:
- Commencement of Identity: This identity document is proof of the individual’s ‘commencement’ as an individual, either through an Australian Citizenship document, or a work rights check using the Department of Home Affairs VEVO database.
- Primary and Secondary Documents: An applicant is required to provide proof of identity through what is a known as Primary and Secondary identity documents (previously referred to as 100 points of Identity). The applicant is required to provide 2 x Primary identity documents and 1 x Secondary identity document.
- Linkage of Identity and Change of Name Certificate/s: An applicant is required to provide evidence of who they are using a government issued photo identity document and a ‘selfie’.
- If the applicant has been by any other name, it is expected they provide that name and evidence of the linkage between a previous name and current name.
Important Considerations for Employers
Employers must be aware of the scope and limitations of police checks. Understanding these factors can help ensure a thorough and compliant screening process. By recognising these aspects, employers can better manage the risks associated with hiring.
- Scope and Limitations
- Time Sensitivity: Police checks provide information only up to the date of the check.
- Overseas Offences: Checks might not include criminal activities outside Australia.
- Legal and Regulatory Compliance
- Industry Requirements: Certain industries, like healthcare and education, are legally required to conduct police checks.
- Volunteer vs. Paid Positions: Volunteer police checks can only be used for voluntary roles.
- Risk Management
- Ongoing Monitoring: Periodic reassessments might be necessary for roles requiring ongoing trust and responsibility.
- Comprehensive Screening: Consider additional screening methods for a holistic view of the candidate.
- Privacy and Discrimination
- Handling Information: Employers must handle information from police checks carefully to avoid potential discrimination claims.
Leveraging Compliance Technology for Police Checks
Incorporating compliance technology into your police check process can drastically improve your workflow, turnaround time of checks, and maintain data security. Compliance tech platforms not only accelerate the process but also enhance security and streamline administrative tasks. Here’s why adopting this technology is essential:
- Efficiency and Time Savings
- Compliance tech platforms accelerate the police check process, handling bulk requests swiftly.
- Automating up to 73% of HR administrative tasks frees up time for strategic initiatives.
- Enhanced Security
- Online platforms protect sensitive information with the latest encryption and security measures, reducing data breach risks. Additionally, Accredited Agencies must abide by strict guidelines as it relates to the collecting, storing, archiving and permanent destruction of the police check certificate along with identity documents.
- Streamlined Process
- Compliance tech solutions offer a simple, step-by-step process for employers and candidates, reducing administrative burdens.
- Integration Capabilities
- Solutions that integrate with existing HR and recruitment systems, like Bullhorn and PageUp, SmartRecruiters, JobAdder, FastTrack and many other ATS and HRIS to enhance workflow efficiency.
- Comprehensive Checks
- Many platforms offer bundled services, allowing multiple background checks concurrently, reducing delays in the hiring process.
- Regulatory Compliance
- Ensure the chosen platform complies with relevant regulations and legislation, integrating legal requirements into their processes.
- User-Friendly Interfaces
- Platforms with intuitive interfaces and dedicated customer support ensure a smooth experience for all users.
- Customisation and Flexibility
- Look for platforms that allow customisation to suit specific business needs, with flexible payment options and scalability.
- Reporting and Analytics
- Advanced platforms provide access to a range of reports and analytics, offering insights into the screening process.
- Future-Proofing
- Consider platforms adapting to future trends, such as AI integration for more detailed background screening and risk assessment.
WorkPro’s Edge in Police Checks
WorkPro offers a superior police check service that stands out in the market. The platform combines speed, efficiency, and security to provide a robust solution to meet business needs and unnecessary oversharing of documentation. Here’s what sets us apart:
- Speed and Efficiency: We process police checks in as little as a few hours, streamlining the procedure with a simple 3-step process, including automated identity vetting.
- Comprehensive Platform: Our all-in-one solution integrates police checks with over 100 background and probity checks, allowing customised screening packages.
- User-Friendly Interface: Our online dashboard provides real-time tracking and monitoring of all checks, enhancing transparency and control.
- Integration Capabilities: We integrate seamlessly with leading talent management platforms, ATS and HRIS enhancing efficiency.
- Local Support: Our Australian-based support ensures a smooth experience, with access to personalised live support augmented by a knowledge base to support users.
- Government Accreditation and Security: Accredited by the Australian Criminal Intelligence Commission (ACIC), we adhere to strict privacy and security standards.
- Flexible Pricing: Competitive pricing with volume discounts and no setup fees.
- Reporting and Analytics: Access a wide range of reports within our dashboard, with Insights and filtering for customised data analysis.
- Compliance Management: Our system automatically manages secure storage, archiving, and destruction of sensitive data, and certificates in line with government obligations.
By focusing on these key points and leveraging compliance technology, you can streamline your police check processes, enhance security, ensure regulatory compliance, and make more informed hiring decisions.
Ready to take your hiring process to the next level? Discover how WorkPro, the smart compliance tech for a job-ready workforce, can simplify your compliance checks, ensuring security and efficiency every step of the way. Don’t leave your workforce’s integrity to chance –
contact us today to see how our comprehensive solutions can empower your business for success.
