Frequently Ask Questions For Individuals

A Police History Check involves the release of relevant police history information in accordance with Spent Convictions/Non-Disclosure legislation and/or information release policies of the Australian Police Agency holding the information.

What is Police History Information?

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What is the process for conducting a police history check?

Once the identity of the applicant has been verified and the application/consent form has been received, Employment Screening Australia submits the application to the Australian Criminal Intelligence Commission (ACIC) formally known as CrimTrac. The Australian Criminal Intelligence Commission (ACIC) then searches the National Police Checking Service central index for potential matches with the name/s of the applicant. ACIC and the relevant police agencies compare name matches with police history information held in Australian police records. The information is then released subject to relevant spent convictions, non-disclosure legislation or information release policies. ACIC then provides the result of the police check to Employment Screening Australia.

Releasing Information/Spent Convictions Schemes

Under Queensland Criminal Law (Rehabilitation of Offenders) Act 1986 a conviction automatically becomes ‘spent’ upon completion of the prescribed rehabilitation period. This period is 10 years for indictable offences where the offender was an adult at the time of the conviction; and five years for other summary offences where the offender was a juvenile. Where a person is convicted of a subsequent offence (an offence other than a simple or regulatory offence) during the rehabilitation period, the period runs from the date of the subsequent conviction. Convictions where the offender is sentenced to more than 30 months imprisonment (whether or not that sentence is suspended) are excluded from the Spent Convictions Scheme. Once the rehabilitation period has expired, it is lawful for a person to deny (including under oath) that the person has been convicted of the offence, and the conviction must be disregarded for occupational licensing purposes.

It is unlawful for any person to disclose the conviction unless:

  • The convicted person consents;
  • The Minister has granted a permit authorising disclosure;
  • The disclosure is subject to an exemption.

Exclusions

If a third party agency has either complete or partial exclusion from the Spent Convictions legislation, it will, in addition to disclosable court outcomes be entitled to see all or some ‘spent convictions’ (ie full or partial record) that form part of a person’s record eg for sexual offences and offences against children etc…

Providing False or Misleading Information

You are asked to certify that the personal information you have provided on the form is correct. If it is subsequently discovered that you have provided false or misleading information, you may be assessed as unsuitable for the position you have applied for.

Please note: The existence of a criminal record does not mean you will automatically be assessed as unsuitable. Your employer must examine each case on its merits. It is in your interests to provide full and frank disclosure.

When I sign the Consent Forms, what am I consenting to?

By signing the form, you are providing your consent to the Australian Criminal Intelligence Commission agency and other Australia police agencies to:

  • Disclose criminal history information that pertains to you from their own records to Employment Screening Australia; and/or
  • Access their records to obtain criminal history information that in turn will be disclosed to Employment Screening Australia.

Can Employment Screening Australia conduct checks nationally?

Yes. As an accredited Australian Criminal Intelligence Commission broker with access to the National Police Checking Service, we can conduct police history checks nationally.

Can I get an Australian Federal Police (AFP) Clearance through Employment Screening Australia?

No. AFP Clearances can only be obtained through the Australian Federal Police.

How long does it take to process a Police History Check?

At Employment Screening Australia, we strive for excellence in customer service and efficiency. However, the time taken to receive results once an application has been submitted to the National Police Checking Service is entirely dependent upon the NPCS.

In most cases, applications are processed within 24-48 hours (1-2 business days). Some lodgements, such as those in which the applicant is found to have a police history, are usually processed within 10-12 business days. Applications may take longer to process for reasons beyond this agency’s control.

You will be advised via email updates in relation to the status of your application.

I am under 18 – Can I apply for a police history check?

Yes, provided you obtain the consent of a parent or guardian or legal representative (as defined by relevant legislation). Proof of permission must be shown before Employment Screening Australia will submit a NPHC check for a person under 18.

How does ESA verify the ID of the applicant?

Each applicant must provide certified true copies of 100 points of identification in accordance with the Identity Verification Checklist attached to the application/consent form. The certified copies must be sent to us with the completed application/consent form. Certified ID and forms can be emailed to us.

What items of ID make up 100 points?

You can find a full list of required ID documents on the Crimtrac application/consent form.

What are ‘Certified True Copies’?

A certified copy or ‘notarised’ true copy is a direct photocopy of the original document, which has been certified as a true and an accurate copy by a person authorised to witness and certify documents who has sighted the original and verified that it matches the photocopy.

Who can certify my ID as ‘True Copies’?

Certification of true copies can be carried out by:

  • Justice of the Peace (JP);
  • Registered Pharmacist;
  • Manager of a bank or credit union, other than managers of Bank Travel Centres;
  • A currently Registered Nurse;
  • Accountants – member of a recognised professional accounting body or a Registered Tax Agent;
  • Barrister, Solicitor or Patent Attorney;
  • Postal Manager or at Selected Australia Post Outlets; or
  • Principal of an Australian Secondary College, High School or Primary School;

What Does The Certifying Person Need to Do?

The Certifying Person must:

  • Write on the copy “This is a true copy of the original documents sighted by me”;
  • Sign and print their name;
  • Provide a contact telephone number;
  • State their profession or occupation group;
  • Write on the copy the date certified;
  • List the appropriate registration number; and
  • Affix the official stamp or seal of the certifier’s organisation on the copy (if available).

PLEASE NOTE: Photocopies of previously certified documents will not be accepted.

Why do I need to get my ID Certified as ‘True Copies’?

Employment Screening Australia’s accreditation compliance guidelines require that the identity of applicants must be accurately verified. In cases where we are unable to sight original copies of identity documents ourselves, we require that an authorised certifier verifies your identity on our behalf. This also protects you from any fraudulent applications by those who wish to obtain your criminal history details. True Copies of personal identity documents totalling 100 points must be verified before we can finalise lodgment.

Are there any limitations on the accuracy and use of the police check report?

During the process of obtaining a result, every care is taken to ensure check results are accurate. Employment Screening Australia is subject to strict external auditing and internal quality assurance processes to ensure that results are given accurately. However, the end result depends heavily on the accurate identification of the applicant (including aliases) and the accuracy and comprehensiveness of police records.
A police record may not contain all police history information due to issues with name matching and laws that prevent disclosure of certain police history information.
NPCS results are time limited and should not be relied upon for an unreasonable amount of time.
To the extent permitted by law, all information provided in police history reports is made available for use on the following conditions:

  • Employment Screening Australia makes no representation or warranty of any kind without limitation in respect to accuracy;
  • The information in a police check report should form only one part of any process for determining a person’s suitability for any entitlement, profession, undertaking, appointment or employment.
  • To the extent permitted by law, Employment Screening Australia accepts no responsibility or liability for any error or omission in the information it provides.

How do I submit my application?

Please send your completed and signed application/consent form along with certified true copies of 100 points of ID to admin@employmentscreeningaustralia.com.au.

Can I send in my certified true copies & completed informed consent form via fax or post?

If you are unable to email your application, you can post it to:

PO Box 908,
Maroochydore Q4558

If you wish to fax the documents, please contact our office on 0434 886 466.

What happens if my Police History Check hasn't been returned within 2 days?

Your police check may have been flagged for further review if it has been matched against someone on the database with a similar name, gender and/or date of birth. When this occurs, the Australian Criminal Intelligence Commission (ACIC) instigates a process of review into the application, in consultation with each of Australia’s police agencies, to resolve the match.

ACIC uses its best endeavours to finalise the check request in approximately 10 business days. However, there may be instances where it takes longer.
Once the results of the application have been finalised, we are notified and we will then generate your Check Results and dispatch them to you via your selected dispatch method (either Instant eDelivery or post).

Can I call the Australian Criminal Intelligence Commission (ACIC) to discuss my police check progress?

No. The Australia Criminal Intelligence Commission advises that it can only discuss the progress of your application with Authorised Personnel of Employment Screening Australia. All questions should be directed to Employment Screening Australia.

I don't have a criminal record so why has my check been flagged?

Your check still may be flagged for further review if it has been matched against somebody on the database with a similar name, gender and/or date of birth. When this occurs, The Australia Criminal Intelligence Commission (ACIC) instigates a process of review into the application, in consultation with each of Australia’s police agencies, to resolve the match.

I don’t have a credit card, what other payment methods are available?

By ordering your check via our web site, you will have the option to pay using Paypal as well as credit card.

I have paid online but have not received the application form by email.

If you have paid for your Police History Check online but have not received the application/consent form by email please give us a call or email us and we will email a copy of the form to you.
Email – admin@employmentscreeningaustralia.com.au
Phone – 0434 886 466 (During Business Hours)

What is your refunds policy?

Employment Screening Australia does not offer a refund for criminal history checks purchased through our website. By paying for Police History Check, you have read and accepted all the terms and conditions provided on our website and you:

  • Are agreeing to provide true and correct information;
  • Agree to complete and provide the application/consent form accurately and thoroughly;
  • Agree to provide 100 points of ID that has been certified as a true copy.

Employment Screening Australia is not responsible for:

  • Errors or omissions that have been made by persons inputting their own details into the application form;
  • Selection of the wrong check type and/or reason for check;
  • Lack of detail provided by persons inputting their own details into the application for a criminal history check;
  • False/Incorrect information provided by persons into the application for a criminal history check;
  • Not thoroughly completing the online form;
  • Not providing 100 points of ID that has been ‘certified as true copies’; and
  • Not returning a signed and dated informed consent form.

What if My Check is Urgent?

An urgent check is a National Police History Check the purpose of which falls within a set of criteria defined by the police agencies. The Australia Criminal Intelligence Commission (ACIC) and the police agencies will use reasonable endeavours to return 95% of urgent checks within five business days.

Urgent Reason Examples

  • Your specialist skills are urgently needed for emergency/disaster situation.
  • Political or medical reasons.
  • Child-related process including adoption/placement of a child.

Under these circumstances, Section 5 of the application/consent form must contain an explanation of the position/process/medical issue and an explanation as to why an urgent check is required including implications of any delay in the check request being processed.

PLEASE NOTE. Generally, checks for employment screening purposes are not considered urgent.

Once I submit my information to Employment Screening Australia, is it secure?

In accordance with Employment Screening Australia’s Security Policy, all NPCS information including Application/Consent forms, copies of identity documents, police history results, dispute forms other correspondence cannot be accessed by unauthorised personnel and is stored in a secure location. Police History Results are retained for a period of three months only after which time they are destroyed in accordance with our Destruction of Expired Documents policy.

What if I disagree with my check results?

If you disagree with your check results, you have the right to formally dispute the accuracy of the check outcome in whole or part. If you choose to dispute the check result, you must first contact Employment Screening Australia and request am NPCS Dispute Form. You must include as much additional information as possible on the form including an outline of the particulars that are under dispute. For example, attach any evidence that you have to prove that the information is correct eg. An airline ticket to prove that you were in a different location at the time the offense was committed.

Once the dispute form is received, Employment Screening Australia will forward a copy of the form to the Australian Criminal Intelligence Commission (ACIC). The ACIC will then ask the police agency that holds the disputed police history information to investigate the dispute. If, on completion of their investigations the police agency believes the result was released correctly, they will advice the ACIC of this outcome and the ACIC will advise Employment Screening Australia. If the police agency believes an incorrect result was provided, the police agency will provide the ACIC with the updated result. Click here for more information on the dispute process.

Completing the Application/Consent Form.

1.Use block letters and black ink where possible
2.Ensure have given details of all previous names and aliases (you can include a separate sheet if necessary)

Compulsory fields

  • Name
  • Gender
  • Date of birth
  • Place of birth (suburb, town, state, country)
  • At least one phone number and email address
  • Driver’s licence, firearms licence or passport details (all fields)
  • One or more residential addresses
  • Section 2: Proof of Identity using the checklist on page 2, ensure that you return with your form, true certified copies of 100 points of Identification.
  • Section 4: Authorisation to disclose personal information: In this section you must nominate whether you wish to receive your police history results directly or if you are happy for the results to go directly to your employer. If you tick ‘No’ ESA will send the results directly to you. You will then be required to share the results with your employer.
  • Section 5: Purpose of check. It is important to ensure that as much detail as possible is given about the position being applied for. The form itself contains detailed examples to assist you.
  • Section 7: Consent. It is vital that you sign this section. A police check cannot be carried out without the signed consent of the applicant. If you are a minor, the form must be signed by a parent or guardian as well.

REMEMBER: The more information you can provide the faster your results are likely to come back if there is a name match with someone who has a criminal history.