Procedures for Police Vetting.

 

What do we do with the vet once we have it?

 

1.       Police vets will be sent to the Principal who will ensure that strict confidentiality is observed for police vets.

 

  1. The  board may not take adverse action in relation to a person who is the subject of a police vet until:

 

                                                               i.      the person has validated the information contained in the vet; or

                                                             ii.      the person has been given a reasonable opportunity to validate the information, but has failed to do so within a reasonable period.

 

3.       The result of a police vet may raise employment issues and it is up to the board, as the employer, to decide if the information gained indicates that they must act. Care must be taken that a fair process is followed if the board is considering any action.

 

4.       If the vet does not reveal any criminal offences or concerns by the police, then the vet will be handed to the employee or contractor.  A record of the vet having taken place must be kept.

 

5.       If the vet reveals criminal offences or concerns by the police then consideration needs to be given as to whether the information should affect employment at or access to the school. Every situation is different and should be discussed with an NZSTA personnel/industrial relations adviser before any action is taken. Some of the factors that may be looked at are:

 

a.       How serious was the offence?

b.       How long ago was the offending?

c.       Has a sentence been served or are they still doing PD or community service?

d.       Was it a one-off offence or is there a pattern of offending?

e.       What is the employee’s/contractor’s role in the school? How does the type of offence relate to it?

f.        The concerns raised by a “Red Stamp”? (a “Red Stamp” indicates police have concerns about the person working with children)

 

6.       If after considering the nature of an individual’s criminal record the board decides that it has no concerns, then the vet will be handed to the employee/contractor. A record of the vet having taken place must be kept.

 

7.       If a criminal record does raise issues about the suitability of the person in their role at the school then consult with an NZSTA personnel/industrial relations adviser on the correct procedure to follow in each case.

 

Safeguarding privacy

 

  1. The information gained in the vet is confidential and should be treated in the same way as an employee’s personnel file. Access is restricted to the board (as employer), the principal (as chief executive), and any employee tasked with handling the information.

 

  1. While the result of a vet is being considered it should be kept in a secure place

 

  1. Care must be taken to ensure that employees dealing with incoming mail know that police vets occur and that a letter marked as “confidential” should only be opened by the person it is addressed to.

 

  1. The information must not be retained longer than is required but you need to keep a record that the vet has been undertaken.