Contents

Safety Checking

Policy

Refer to: Te Whatu Ora | Health New Zealand: Children’s worker safety checking and child protection policies

We carry out a full safety check of all staff – clinical and non-clinical, contracted, and casual – before they are allowed to work with, or in proximity to children/young people or other vulnerable patients. Safety checks are:

• completed at the time of recruitment, before appointment
• completed for core and non-core children’s workers

  Core worker

  A children's worker working in or providing a regulated service requires or allows that, when the person is present with a child or children in the course of that work, the person is either:

  • the only children's worker present, or
  • the children's worker who has primary responsibility for, or any authority over, the child or children present.

  Non-core worker

  A children's worker who is not a core worker. They may come into contact or interact with children, but will not:

  • have primary responsibility for the child/children
  • be the only person present.
• repeated at least every three years.

  A safety check may need to be repeated earlier if, for example:

  • a staff member's position and responsibilities change, resulting in new/more frequent contact with children
  • there has been a significant period of absence
  • a concern is raised.

The only exception to full safety checking requirements is for staff who work in the building when there are no patients present (e.g. cleaners).

It is an offence to employ or engage a person as a children's worker without completing a full safety check before they start work. It is also an offence to not re-check children’s workers every 3 years. (Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015, s 4).

The practice manager is responsible for completing all safety checks except their own, which is carried out by a practice director.

Any concerns that arise from the safety check should be referred to senior management, who will consider whether recruitment should continue.

Previous safety checks may be used provided they meet all the regulatory requirements, were carried out within the last three years, and were carried out by or on behalf of the practice.

Safety checking of new staff

1. Identity

Confirm the person's identity using either:

• electronic verification (e.g. RealMe)
• two original forms of verifiable identification:
  • one primary form of ID

    Primary forms of identity include:

    • Passport – New Zealand or overseas
    • New Zealand emergency travel document
    • New Zealand refugee travel document
    • New Zealand certificate of identity
    • New Zealand firearms licence
    • New Zealand full birth certificate (issued on/after 1 January 1998)
    • New Zealand citizenship certificate

  • one secondary form of ID

    Secondary forms of ID include:

    • New Zealand driver licence
    • Kiwi Access card (18+ card)
    • Community services card
    • SuperGold Card
    • Veteran SuperGold Card
    • New Zealand student photo identification card
    • New Zealand employee photo identification card
    • New Zealand electoral roll record
    • Inland Revenue number
    • New Zealand issued utility bill, issued not more than 6 months earlier
    • Steps to Freedom form

One of the original IDs should include a recent photograph.

2. Interview

We interview the person to determine their suitability to work with children.

3. Work history

The work history must be for a minimum of the preceding 5 years, including dates for each position held. Any gaps in work history must be explained and the reasons for any gaps documented.

4. Referee check

We speak to at least one previous employer about the person's suitability to work with children.

5. Professional registration/membership

All core children's workers must also provide evidence (all that apply) of their:

• membership of a professional organisation
• current licence, issued by a licensing authority
• current annual practising certificate (APC) from the appropriate registration authority.

6. NZ police vetting

We request a New Zealand police vet for all staff who work with or in proximity to patients.

Current police vet results may be transferred from a previous employer. However, all the remaining parts of a safety check are completed by us before the new staff member begins work at our facility.

Police vets may declined if they are considered non-clinical and as such don't meet the required criteria for a police vet.

7. Risk assessment

We use information gathered during the other steps to determine if the person poses any risk to children. During the risk assessment we consider:

• any risks to child safety
• any concerning attitudes or behaviours
• whether all aspects of the risk assessment are in context with the role and the individual
• whether follow-up on potential indicators is needed.

We document all stages of the risk assessment, and give the person the opportunity to respond to any concerns.

We complete the risk assessment before employment commences.

Safety checking for existing staff

The existing staff safety check occurs every three years and consists of:

• identity confirmation – check if a person's name has changed and, if so, get a copy of the required documentation and verify this
• New Zealand police vet
• professional licensing/registration check with the relevant authority
• a risk assessment that considers any specific child safety risk.

Documenting safety checks

We keep a secure record of all safety checks and the results. The police check, a copy of the APC, and a signed and dated risk assessment are added to the individual's HR file.

Related policies

Child Protection

Credentialling

Privacy

Recruitment and Vetting

Resources

CV Check

Oranga Tamariki: Safety Checking

Police Vetting