Criminal History Screening for Department of Education Sites Procedures

1. Policy supported

Criminal History Screening for Department of Education Sites Policy

2. Scope

These procedures apply to all employees.

3. Procedures

3.1 Principals and line managers

Principals and line managers must:

• only employ new staff, or previously employed persons with a break in service, after confirming the person has a current Screening Clearance Number issued by the Department’s Screening Unit;
• undertake a Screening Status Check when employing previously employed persons or staff with a casual identification number to confirm that the person has a current Screening Clearance Number;
• assess whether an individual undertaking a volunteer role within the Department is required to obtain a Nationally Coordinated Criminal History Check;
• confirm an individual originally screened as a volunteer who is subsequently offered employment is re-screened and obtains a Screening Clearance Number prior to commencement of employment;
• assess whether a contractor or other temporary employee is required to obtain a Screening Clearance Number (refer to Appendix F);
• confirm that employees who turn 18 years of age obtain a Screening Clearance Number within three months after their birthday; and
• confirm all permanent employees who have been absent on approved leave or secondment for longer than two years undergo a new Nationally Coordinated Criminal History Check before recommencement.

In addition, principals must confirm that the following have a current Screening Clearance Number before their commencement at a school in accordance with Appendix B:

• School Board and School Council members;
• individuals seeking to enrol in a public school as a post-compulsory student;
• practicum students;
• members of community groups who are located on school sites during the school day;
• volunteers who are placed into a school by an organisation which has a service agreement with the Department;
• contractors who are engaged by a school for 21 business days or more; and
• employees of other agencies who undertake regular or ongoing work in schools, such as therapy assistants and chaplains.

3.2 Centrally managed contracts

Contract managers in Central Office must:

• confirm that personnel engaged to undertake work at Department sites (including via remote access such as through a Virtual Private Network (VPN)) have a current Screening Clearance Number issued by the Department’s Screening Unit before commencement;
• confirm that personnel engaged to undertake volunteer work at Department sites have a current Screening Clearance Number issued by the Department’s Screening Unit before commencement (e.g. EdConnect; The Smith Family);
• confirm that principals and site managers are made aware of their obligations to confirm a current Screening Clearance Number has been issued by the Department’s Screening Unit before commencement of a contractor or volunteer, as described.

3.3 All employees

All employees must:

• consent to a Nationally Coordinated Criminal History Check when requested; and
• immediately notify the Director General, through their line manager, if charged with an offence or convicted of any charges.

3.4 Executive Director, Professional Standards and Conduct

The Executive Director, Professional Standards and Conduct must confirm that:

• all members appointed to the Screening Committee have undergone a Nationally Coordinated Criminal History Check, using the Department’s criminal record check system, which is current and in accordance with the Australian Criminal Intelligence Commission Agreement for individuals who view criminal history information; and
• employees authorised to access criminal history information have signed a deed of confidentiality agreement and undergo a regular Nationally Coordinated Criminal History Check in accordance with the contractual obligation with the ACIC.

4. Definitions

5. Related documents

6. Contact information

Policy manager:              

Executive Director, Professional Standards and Conduct

Policy contact officer:       

Screening Unit, Professional Standards and Conduct

T: 9264 4477

Physical address:

Screening Unit
Department of Education
151 Royal Street
East Perth  WA  6004

Postal address:

Screening Unit
Department of Education
Locked Bag 2
East Perth  WA  6892

T:  9264 4477

W: www.education.wa.edu.au/screening

E:  screening@education.wa.edu.au

7. History of changes

8. Appendices

Appendix A:  Screening Validity and Breaks in Service (PDF file - 20.3kB)

Appendix B:  Who is Required to Consent to a Nationally Coordinated Criminal History Check (PDF file - 62.7kB)

Appendix C:  Criminal History Information (PDF file - 41.6kB)

Appendix D:  Screening Process (PDF file - 46.3kB)

Appendix E:  Screening Committee (PDF file - 117.9kB)

Appendix F:  Screening for Non Employees and Contractors (PDF file - 51.5kB)