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All staff who work directly with children at your centre are required to have a current police vet. The Police Vetting section on the staff profile Compliance tab holds a complete record of every vetting check for that person — including checks carried over from their candidate record if they came through the recruitment pipeline.

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Adding a police vetting record

From the staff profile Compliance tab, scroll to the Police Vetting section and click Add Police Vetting Record. Fill in:
  • Vetting agency — the name of the agency that conducted the vetting (e.g. NZ Police, or an approved vetting provider)
  • Agency type — Internal or External
  • Form signed date — when the staff member signed the consent form
  • Submitted date — when the form was submitted to the agency
  • Result date — when the result was received
  • Result — Pending, Clear, Conditions, or Declined
  • Comments — any relevant notes
Click Save. When the result is anything other than Pending, the next due date is automatically calculated as three years from the result date.

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Vetting records from recruitment

If the staff member came through the candidate pipeline, any police vetting records added during the safety check stage carry across automatically when they’re converted to a staff member. You won’t need to re-enter them.

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Expiry alerts

The platform tracks the next due date on each vetting record and flags staff whose vetting is approaching expiry or has lapsed:
  • Amber — vetting due within 90 days
  • Red — vetting overdue
These alerts appear on your main dashboard so they stay visible until the vetting is renewed. Staff who have been exempted from vetting don’t appear in these alerts — see Exemptions.

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Multiple records

A staff member can have multiple vetting records — one for each time vetting has been conducted. The most recent result is used for the compliance status badge. All past records remain on file for audit purposes.

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Result statuses