CRIMINAL HISTORY SCREENING

Transcription

1 CRIMINAL HISTORY SCREENING for Nutrition & Dietetics Students 2015 School of Health Sciences

2 CRIMINAL HISTORY SCREENING (POLICE CHECK) In South Australia, the Department for Communities and Social Inclusion (DCSI) now 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. Failure to undertake this check will result in you being unable to attend ward, clinic activities or clinical placements. 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 ALL of the following 3 x application forms: Child-related employment screening form (Word) Vulnerable person-related employment screening form (Word) Aged care sector employment screening form (Word) ONLY COMPLETE THESE THREE FORMS LISTED ABOVE DO NOT COMPLETE THE General Employment Probity Check as it is not appropriate for placement students. 1. Complete Sections A and B as outlined above FOR EACH of the Child Related Employment, Vulnerable Person, and Aged Care Sector Forms. 2. You need to cover all addresses in the last 10 years (including overseas as applicable). Add this on a separate page if there is not sufficient space. 3. Print the forms and sign where applicable. Applications can only be lodged using this specifically marked Australia Post lodgement form. 4. staff at nutrition.dietetics@flinders.edu.au to request an appointment with Fiona Smith to verify your identity using a 100 point identification check as outlined in the documentation. For your application to be processed, your identity must have been verified. 5. Bring sufficient original documentation to satisfy the 100 point identification check to your appointment at Nutrition & Dietetics Reception, Level 7, Flinders Medical Centre. PLEASE NOTE at least 1 form of ID must be a photo ID outlined in category A or category B. 6. Once forms have been signed off by the University after the ID check, take the forms to any Post Office to lodge. There is a new price of $55 (inclusive of GST) and this price pg. 1 Version 15/8/2014

3 covers all forms submitted at the same time. application with DCSI. Australia Post will then lodge your 7. Details of the VERIFYING OFFICER (page 6) and REQUESTING OFFICER (page 7) to be completed in the Nutrition & Dietetics Office and provided to the student. 8. 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. 9. When the screening process has been completed by DCSI, a letter will be sent to the student and an to the REQUESTING OFFICER in the School of Health Sciences confirming that a clearance has been issued. 10. 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. Nutrition & Dietetics School of Health Sciences, Nutrition & Dietetics Course Administrators are responsible for monitoring the renewal of the screening process for their students. Please contact Reception staff, or nutrition.dietetics@flinders.edu.au for clarification of the above information. 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. Upon arrival in Australia, they will need to contact Nutrition & Dietetics and provide evidence of their original police check to the Fiona Smith, who will record this on the Student Database. Once students have been in Australia >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. ALL STUDENTS are requested to keep these documents in a safe place as they may be required to prove evidence of compliance when first attending placement. pg. 2 Version 15/8/2014

4 CRIMINAL HISTORY SCREENING (POLICE CHECK)-NT All health professional students undertaking clinical 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 clinical 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. Students arriving from Flinders University in SA should ensure they have an up-to-date Criminal History Check with Nutrition & Dietetics, Level 7, Flinders Medical Centre prior to arrival in Darwin. ALL STUDENTS are requested to keep these documents in a safe place as they may be required to prove evidence of compliance when first attending 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 the website: Guidelines for the Ochre Card Application. Working with Children Clearance Booklet On-Line Forms. Please download and print this one page form Eligibility for Volunteer concession fee prior to commencing your online application Volunteer in Child related work. (On the second on-line page ), or collect a copy from Nutrition & Dietetics, Level 7, Flinders Medical Centre. 2. 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. 3. Take your completed form with sufficient original documentation to Nutrition & Dietetics, Fiona Smith - Level 7, Flinders Medical Centre. 4. Details of the VOLUNTEER ORGANISATION (SECTION E) to be completed in Nutrition & Dietetics, Level 7, Flinders Medical Centre. The signed document will then need to be scanned to a computer and uploaded when you apply for your Clearance Notice online.

5 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. 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. If you do not have the access to any of the above, you will need to apply via the post using the downloadable form (download hardcopy application here ), 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. 5. 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. 7. When the screening process has been completed and you have received your Ochre Card, students must present their card to Nutrition & Dietetics, Level 7, Flinders Medical Centre, for staff to record details. Note: your Ochre Card must be kept with you at all times whilst on placement. 8. 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. pg. 1 Version 15/8/2014

6 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: Blue card application and request for yellow card exemption (Y) form. or Disability Services Application Form Blue Card Application Process 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 Nutrition & Dietetics, Fiona Smith, Level 7, Flinders Medical Centre. b. Details of the EMPLOYER/ORGANISATION S DETAILS to be completed in Nutrition & Dietetics 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: The cost of all checks are FREE for volunteers and students. 5. Students not lodging their completed application form to BCS in a timely manner are advised that they will not be permitted to undertake clinical placements until confirmation of clearance has been received. pg. 2 Version 15/8/2014

7 6. 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 Nutrition & Dietetics confirming that a positive clearance has been issued. 7. 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. Nutrition & Dietetics School of Health Sciences, Nutrition & Dietetics Course Administrators are responsible for monitoring the renewal of the screening process for their students. Please contact Reception staff, or nutrition.dietetics@flinders.edu.au for clarification of the above information. pg. 3 Version 15/8/2014

8 WORKING WITH CHILDREN CHECK & POLICE CHECK - NSW 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 Nutrition & Dietetics students must bring original National Police Checks to Nutrition & Dietetics, Fiona Smith, Level 7, Flinders Medical Centre so that confirmation of your check can be recorded for administrative and legislative purposes. Appropriate forms can be downloaded from the following sites: NSW Police: minal_records_section 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 Code-of-conduct-agreement-for-students.pdf

9 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-application-for-clinical-placements.pdf 2. 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 pg. 1 Version 15/8/2014 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. 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.

10 ALL STUDENTS are requested to keep these documents in a safe place as they may be required to prove evidence of compliance when first attending placement. Nutrition & Dietetics School of Health Sciences, Nutrition & Dietetics Course Administrators are responsible for monitoring the renewal of the screening process for their students. Please contact Reception staff, or nutrition.dietetics@flinders.edu.au for clarification of the above information. pg. 2 Version 15/8/2014

11 WORKING WITH CHILDREN CHECK & POLICE CHECK - WA 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 the following link: 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).(see attached Interstate Authorised Australia Post Outlets document). d+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 Nutrition & Dietetics, Fiona Smith, Level 7, Flinders Medical Centre. b. Details of the EMPLOYER OR AGENCY to be completed in Nutrition & Dietetics. 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. 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 the School of Medicine confirming that a positive clearance has been issued. pg. 3 Version 15/8/2014

12 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 Nutrition & Dietetics 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 School of Medicine if any students are issued with Negative Notifications. Nutrition & Dietetics School of Health Sciences, Nutrition & Dietetics Course Administrators are responsible for monitoring the renewal of the screening process for their students. Please contact Reception staff, or nutrition.dietetics@flinders.edu.au for clarification of the above information. ALL STUDENTS are requested to keep these documents in a safe place as they may be required to prove evidence of compliance when first attending placement. pg. 4 Version 15/8/2014

13 WORKING WITH CHILDREN CHECK - VIC 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 PH: workingwithchilden@justice.vic.gov.au or Register for MyCheck +children+check+information+sheet Information sheet. 2. 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, then: a. Take your form to Nutrition & Dietetics, Fiona Smith, Level 7, Flinders Medical Centre. b. Details of Section E - DETAILS OF ORGANISATION to be completed in Nutrition & Dietetics. 3. 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 Students not lodging their completed application form to the WWCCU in a timely manner are advised that they will not be permitted to undertake clinical placements until confirmation of clearance has been received. 6. 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. pg. 5 Version 15/8/2014

14 7. When the screening process has been completed by the WWCCU, a letter of confirmation will be forwarded to the Authorised Person in Nutrition & Dietetics confirming that a positive clearance has been issued. 8. 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 Nutrition & Dietetics to discuss the concern. The matter may then be escalated to the Dean, School of Health Sciences, to discuss further if needed. 9. 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 Nutrition & Dietetics if any students are issued with Negative Notifications. Nutrition & Dietetics School of Health Sciences, Nutrition & Dietetics Course Administrators are responsible for monitoring the renewal of the screening process for their students. Please contact Reception staff, or nutrition.dietetics@flinders.edu.au for clarification of the above information. ALL STUDENTS are requested to keep these documents in a safe place as they may be required to prove evidence of compliance when first attending placement. v:\restricted - nutrition teaching\administration\criminal history & immunisation information\2014\all state criminal history screening instructions 2014.doc pg. 6 Version 15/8/2014

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