SCHOOL OF HEALTH SCIENCES CRIMINAL HISTORY SCREENING & WORKING WITH CHILDREN CLEARANCES. South Australia. Northern Territory.

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1 CRIMINAL HISTORY SCREENING & WORKING WITH CHILDREN CLEARANCES SCHOOL OF HEALTH SCIENCES South Australia Northern Territory Queensland New South Wales Western Australia Victoria ACT

2 IMPORTANT NOTES Clearances can take up to 8 weeks to be processed and you will NOT be able to commence your placement unless the clearance has been approved. It is the student s responsibility to ensure applications are submitted to the correct authority in a timely manner. All costs associated with obtaining clearances will be borne by the student. Students are reminded to monitor the timelines of their clearances to ensure they apply for renewals/new checks for further placements. International Students It is acknowledged that as part of the student visa application process, International students may be asked to provide evidence of their criminal history to comply with Australian immigration guidelines. Prior to enrolment, International students will be requested to obtain a Police Check from their country of origin. Once students have been in Australia for over 6 months they must then undertake a Criminal History Screening Check with DCSI. If the student does not possess a valid police check from their country of origin then they will be asked to arrange for one to be undertaken. Please note, requesting a police check away from your home country will take longer than normal (up to 3 months). Students who do not possess a valid police check will not be permitted to undertake clinical placements until one is produced. The Department of Immigration and Citizenship (DIAC) website lists the relevant agency for each country and how to obtain police checks. Students are advised to keep these documents in a safe, secure place. Click on the relevant link below to move to the required State or Territory South Australia Queensland New South Wales Western Australia Victoria Northern Territory Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

3 SOUTH AUSTRALIA Criminal History Screening (Police Check) & Working with Children In South Australia, the Department for Communities and Social Inclusion (DCSI) undertake the screening process on behalf of health care establishments in response to state legislative requirements and the SA Health Service requirement that all employees, volunteers and students on clinical placement have a valid criminal history screening check. Flinders University School of Health Sciences is committed to demonstrating that we comply with this requirement by developing a process for the organisation and monitoring of Criminal History Screening Checks for all health professional students who will be working with children, vulnerable adults and recipients of Aged Care Services. The following process will be followed in order for the School of Health Sciences to meet this obligation. Applications can only be lodged using the specifically marked Australia Post lodgement form. Students are reminded to lodge their completed application form to Australia Post in a timely manner as they will not be permitted to undertake clinical placements until confirmation of clearance has been received. All students applying for a criminal history screening will need to undertake the following steps: 1. At least 8 weeks prior to commencement carefully read, ensure you understand and then complete the following applications: Child-related employment screening Vulnerable person-related screening Aged care sector employment screening Disability services employment screening All of these forms can be found at 2. Complete Sections A and B for each of the Forms identified above. Print the forms and sign where applicable. 3. your Practicum Placement Coordinator to arrange a time to meet with them to verify your identity using a 100 point identification check as outlined in the documentation. Take sufficient original documentation to satisfy the 100 point identification check to your appointment ensuring at least 1 form of ID is a photo ID as outlined in category A or category B. 4. Once forms have been signed off by the University after the ID check, you will need to lodge them at any Australia Post Office. There is a fee of $55 (inclusive of GST) and this price covers all forms submitted at the same time. Australia Post will then lodge your application with DCSI. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

4 5. When the screening process has been completed by DCSI, a letter will be sent to the student and an to the Requesting Officer in your Discipline confirming that a clearance has been issued. 6. During the screening process, if an area of concern is identified, DCSI will contact the student for further information/clarification. If a concern remains, DCSI will contact the Requesting Officer listed on the application. The matter may then be escalated to the Dean, School of Health Sciences, to discuss further if needed. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

5 NORTHERN TERRITORY Criminal History Screening (Police Check) NT All health professional students undertaking practicum placements in the Northern Territory are required to complete a NT Government Criminal History Check (CHC), if they don t already have one from another state. Failure to undertake this check will result in you being unable to attend ward, clinic activities or practicum placements in the Northern Territory. If a student holds a CHC from another state or territory this is acceptable provided that the CHC was obtained within the last 12 months and can be provided to your placement coordinator on your arrival for placement. Working with Children Check (Ochre Card) NT OCHRE CARD IN THE NORTHERN TERRITORY On 1 March 2011, section 187 of the Care and Protection of Children Act (the Act) came in to effect and includes all Northern Territory Department of Health sites. The act states that any person whose work involves child related employment or volunteering with children is required by law to have a Clearance Notice (Ochre Card). You are required to obtain your Ochre Card prior to the commencement of your placement at any Northern Territory Hospital or Medical Centre. Failure to do so will result in you being unable to attend ward, clinic activities or clinical placements. Each student is responsible for making their own application. All students applying for an Ochre Card will need to undertake the following steps: At least 8 weeks prior to commencement at any NT Hospital or Medical Centre, student downloads and prints the Working with Children Clearance Application Form from Guidelines for the Ochre Card Application. Working with Children Clearance Booklet - On-Line Forms Please download and print the Eligibility for Volunteer Concession Fee and Section E Details of Employer and have both of these completed and signed by your Placement Coordinator prior to commencing your online application. The form can be found at: Student completes all details as per the instructions on the application form. Please note that students are required to obtain a proof of ID from an appropriately qualified person such as a JP or Commissioner of Oaths as part of the application process. 2. Details of the Volunteer Organisation (section e) to be completed in your Discipline Office. The signed document will then need to be scanned to a computer and uploaded when you apply for your Clearance Notice online. To lodge an online Working With Children Clearance application you will need access to: A valid credit/debit card for payment (MasterCard or Visa only). An address for confirmation of submission and subsequent communication.

6 A current Australian residential and postal address. The ability to scan documents into.gif.jpg.pdf.png or.tif formats with each file being no more than 4 megabytes in size. The documents you need to prepare and provide in this way are: Identification documents you will be asked to upload valid ID Documents to meet the 100 point check requirement. Passport photo image for use on the Ochre Card. Any submission documents that you wish to provide to the Screening Authority for consideration. Please note, word documents are not able to be attached. This form must be completed in one transaction. If you are unable to complete all sections in one sitting your incomplete form will be cancelled and you will be required to start again from the beginning. If you do not have the access to any of the above, you will need to apply via the post using the downloadable form at pdf 3. After the above steps have been undertaken, student then lodges form with application fee ($5) and passport sized photo to: Safe NT PO Box WINNELLIE NT Student will receive the Ochre Card back at the address stated on the application form so please consider this when applying for your card. If you will be interstate or overseas immediately prior to your commencement date you will need to organise for someone to forward the card to you so you have it PRIOR to the commencement of your placement. 5. When the screening process has been completed and you have received your Ochre Card, students must present their card to the Clinical Placement Coordinator in your Discipline, for staff to record details. Note: your Ochre Card must be kept with you at all times whilst on placement. 6. During the screening process, if an area of concern is identified, Safe NT will contact the student for further information/clarification. If a concern remains, Safe NT will contact the Requesting Officer listed on the application. The matter may then be escalated to the Dean, School of Health Sciences, to discuss further if needed. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

7 QUEENSLAND Criminal History Screening (Police Check) - QLD All volunteers or trainee students working in QLD are required by law under the Commission for Young People and Child Guardian Act (2000) and Disability Services Act (2006) to obtain the appropriate BLUE CARD (Working with Children check) or YELLOW CARD (Disability Carers check) authorisations prior to commencing work. For students who will be working with both children and vulnerable adults their Blue Card can be used for both purposes, but they must apply for a Yellow Card exemption. On 1 July 2014, Blue Card Services transitioned from the Children s Commission to the Public Safety Business Agency (PSBA). Terms used in the blue card system, as per Working with Children (Risk Management and Screening) Act Each student is responsible for making their own application and will need to undertake the following steps: 1. At least 8 weeks prior to commencement of work, student downloads the Student blue card application form or Blue card application and request for yellow card exemption form. Appropriate Blue Card and Yellow Card forms can be downloaded from the following sites: Form_P10_(BC).pdf Blue card application and request for yellow card exemption (Y) form. or Form_P10_(BC).pdf - Disability Services Application Form - Blue Card Application Process 2. Student completes all details as per the instructions on the application form a. Take the completed form with sufficient original documentation to satisfy the 100 point identification check to your Placement Coordinator b. Details of the Employer/Organisation s Details to be completed by your Placement Coordinator 3. After the above steps have been undertaken, lodge your application either in person, fax or post with Blue Card Services. Address: Level 17, 53 Albert Street BRISBANE QLD 4000 Post: PO Box BRISBANE George Street QLD 4003 Fax: There is no payment required as all checks are FREE for volunteers and students. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

8 5. When the screening process has been completed by BCS, a positive notification letter along with the Blue/Yellow card will be sent to the student at the address stated on the application form so please consider this when applying for your card. Cards will not be issued to addresses outside of Australia. If you will be interstate or overseas immediately prior to your commencement date you will need to organise for someone to forward the card to you so you have it PRIOR to the commencement of your placement. At this time a letter will also be issued to the Authorised Person in your Discipline confirming that a positive clearance has been issued. 6. During the screening process, if an area of concern is identified, BCS may contact the student to obtain further information/clarification. Any criminal history identified, regardless of whether it is a serious or disqualifying offence will result in an extension of the screening process and a delay in obtaining a notification. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

9 NEW SOUTH WALES Working with Children Check & Police Check Students working in particular high risk roles* in NSW are required by law under the Commission for Children and Young People Act (1988), Children and Young Persons (Care and Protection) Act (1998) and Child Protection (Offenders Registration) Act (2000) to submit a signed Volunteer/Student Declaration form when commencing placement. Note: There are separate procedures to follow if you are attending placement in a NSW Public Health Facility (see below). From 2013 Policy has changed. Part 2 of the Child Protection (Working With Children) Regulation 2013 Some work is not considered to be child-related, which means it will not require a Working With Children Check. This work is set out in: Clause 6 (4) Work as a student on professional placement in the course of a student clinical placement in a hospital or other health service is not child-related work. Interstate students (over 18) on a clinical placement in a hospital or other health service are exempt. Please note: If placement organisations have reasons for additional screening, they are allowed to request a Working With Children Check to be provided. CRIMINAL RECORD CHECKS Students who don t have a National Police Check are responsible for making their own application and can apply for one through either their own state or territory police service or the Australian Federal Police. You must allow up to 8 working weeks for processing. ALL students must provide their original National Police Checks to their Placement Coordinator so that confirmation of the check can be recorded for administrative and legislative purposes. Appropriate forms can be downloaded from the following sites: NSW Police: ction Australian Federal Police: PROCEDURES FOR STUDENTS ATTENDING NSW PUBLIC HEALTH FACILITIES 1. Prior to commencement of placement, student downloads and completes the NSW Public Health Facility Student Declaration Form and Code of Conduct Agreement for Students undertaking Placement Form from the following NSW Public Health website. - Code of Conduct Form Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

10 2. Student then presents National Police Check and completed forms to placement supervisor on first day of placement. Note: Students undertaking placements in NSW Public Health Facilities will not be allowed to commence placement unless they have a valid National Police Check which is clear of criminal offences. Valid National Police Checks from other state and territories that are clear of offences are accepted as proof of clearance for clinical placement, but if a student s National Police Check shows any offences or pending charges, the student must apply to the NSW Department of Health for authority to undertake clinical placements within NSW Public Health Facilities as detailed below. This is to be done as per the following procedures: 1. At least 8 weeks prior to commencement of work, student downloads and completes the Student Risk Assessment Form provided by the NSW Department of Health Student submits form to: Employment Screening and Review Unit Westmead Service Centre NSW Health (HealthShare NSW) PO Box 292 WESTMEAD NSW 2145 Ph: (02) Fax: (02) esruenquiries@hss.health.nsw.gov.au Documentation to be attached with the Student Risk Assessment Form: Certified copy of valid National Police Check (issued within last 3 years). Certified copy of Student ID issued by Tertiary Institution. Relevant supporting documents such as independent references and evidence you have successfully completed relevant training, education or treatment courses. 3. If, following the risk assessment, you are deemed suitable for placement the NSW Department of Health will provide you with a Clinical Placement Authority card or a conditional letter, with a Valid To date. 4. If you are issued with a conditional letter, you must disclose the conditions to your University Clinical Placement Coordinator, who must then inform the NSW Public Health Facility before any clinical placement can be confirmed. The NSW Public Health Facility must then determine whether they can manage your placement in accordance with the conditions. At the commencement of each new placement you will present to the NSW Public Health Facility the original Clinical Placement Authority card or conditional letter, but are not required to present your police certificates. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

11 5. If you are deemed an unacceptable risk to NSW Health, or have not provided the required documentation, the NSW Department of Health may decline your application for authority to undertake clinical placements. You will be informed of the decision in writing and are required to inform your Clinical Placement Coordinator at Flinders University. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

12 WESTERN AUSTRALIA Working with Children Check & Police Check In Western Australia all students aged over 18 years undertaking practical training that brings them into contact with children must obtain a Working With Children Check prior to commencing. This is in accordance with the Working with Children (Criminal Record Checking) Act (2004) and Working with Children (Criminal Record Checking) Regulations (2005) state legislation. If placement organisations have reasons for screening which are in addition to the safety of children, they may also require a National Police Certificate be provided. Online applications and instructions for Western Australian National Police Certificates can be found at Each student is responsible for making their own application and will need to undertake the following steps: 1. At least 12 weeks prior to commencement of work, student obtains a copy of the Application for Working with Children Check from authorised Australia Post outlets (Flinders University Post Office, and many local suburbs). nd+card+renewals.htm#how to apply 2. Student completes all details as per the instructions on the application form a. Take your completed form with sufficient original documentation to satisfy the 100 point identification check to your Placement Coordinator b. Details of the employer or agency to be completed by your Placement Coordinator. 3. After the above steps have been undertaken, pay for and lodge your completed application at the authorised Australia Post outlets. 1 July 2014, the cost of checks will be $10.80 (incl. GST) for students. Australia Post will then lodge your application with the Department of Child Protection (DCP) in Western Australia. 4. Students not lodging their completed application form to Australia Post in a timely manner are advised that they will not be permitted to undertake clinical placements until confirmation of clearance has been received. You can start child-related work with your receipt from Australia Post with some exceptions, so please remember to keep all receipts when submitting your application. 5. Applicants will receive the WWC card back at the address stated on the application form so please consider this when applying for your clearance. Notifications will not be issued to addresses outside of Australia. If you will be interstate or overseas immediately prior to your commencement date you will need to organise for someone to forward the WWC card to you so you have it PRIOR to the commencement of your placement. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

13 6. When the screening process has been completed by the DCP, a letter of confirmation with a black and white copy of the WWC card will be forwarded to the Authorised Person in your Discipline confirming that a positive clearance has been issued. 7. During the screening process, if an area of concern is identified, the DCP will contact the applicant for further information/clarification. If a concern remains, the DCP will contact the Authorised Person in your Discipline to discuss the concern. The matter may then be escalated to the Dean, School of Health Sciences, to discuss further if needed. In this instance an Interim Negative Notice may be issued, requiring the student to be withdrawn from child related placement activities until the matter is fully clarified. 8. If a Negative Notification is issued for the student it is a criminal offence for them to undertake any work involving children and by law the University must not allow students to engage in placement that involves children. The DCP will inform the Authorised Person in the relevant Discipline if any students are issued with Negative Notifications. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

14 VICTORIA Working with Children Check In Victoria all students aged over 18 years undertaking practical training that brings them into contact with children must obtain a Working With Children Check prior to commencing. This is in accordance with the Working with Children Act (2005) state legislation. Each student is responsible for making their own application and will need to undertake the following steps: 1. At least 12 weeks prior to commencement of work, student obtains a copy of the Application for a Working with Children Check from the Victorian Department of Justice Working with Children Check Unit (WWCCU), via online request or by contacting them directly. See below: Working with Children Check Unit Phone: workingwithchilden@justice.vic.gov.au or register for MyCheck check+information+sheet Information sheet. Student completes all details as per the instructions on the application form and via the website. Please note students are required to obtain proof of ID from an appropriately qualified person such as a JP or Commissioner of Oaths as part of the application process. When completed take your form to the Clinical Placement Coordinator in your Discipline where details of Section E Details of Organisation will be completed. 2. After the above steps have been undertaken, student then lodges form with all supporting certified documentation and 2 x passport sized photos to: Director Working with Children Check Unit Department of Justice GPO Box 1915 MELBOURNE VIC The cost of all checks are FREE for volunteers and students Applicants will receive the WWC card back at the address stated on the application form so please consider this when applying for your clearance. Notifications will not be issued to addresses outside of Australia. If you will be interstate or overseas immediately prior to your commencement date you will need to organise for someone to forward the WWC card to you so you have it PRIOR to the commencement of your placement. 5. When the screening process has been completed by the WWCCU, a letter of confirmation will be forwarded to the Authorised Person in your Discipline confirming that a positive clearance has been issued. 6. During the screening process, if an area of concern is identified, the WWCCU will contact the applicant for further information/clarification. If a concern remains, the WWCCU will contact the Authorised Person in your Discipline to discuss the concern. The matter may then be escalated to the Dean, School of Health Sciences, to discuss further if needed.

15 7. If a Negative Notification is issued for the student it is a criminal offence for them to undertake any work involving children and by law the University must not allow students to engage in placement that involves children. The WWCCU will inform the Authorised Person in your Discipline if any students are issued with Negative Notifications. Students are reminded to: a. Allow adequate time for processing when applying for checks or they will NOT be able to undertake placement b. Keep all documentation in a safe secure place

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