> ## Documentation Index
> Fetch the complete documentation index at: https://docs.childcarecompliance.co.nz/llms.txt
> Use this file to discover all available pages before exploring further.

# Police Vetting

> How to manage police vetting records for staff in CCNZ.

Police vetting is a legal requirement for anyone who has contact with children at your ECE centre. CCNZ lets you record and track police vetting for each staff member, with automatic expiry tracking and dashboard alerts when vetting is due or overdue.

## Where to find it

Police vetting records for a staff member live on their staff profile. Go to:

**HR → Staff → \[Staff member name] → Compliance tab**

The Police Vetting section is at the top of the Compliance tab.

## Adding a police vetting record

1. Open the staff member's profile and go to the **Compliance** tab
2. In the **Police Vetting** section, click **Add Police Vetting Record**
3. Fill in the details:

| Field                | What to enter                                                                          |
| -------------------- | -------------------------------------------------------------------------------------- |
| **Vetting Agency**   | Who conducted the vetting — e.g. "NZ Police" or your centre name for an internal check |
| **Agency Type**      | Internal (conducted by your organisation) or External                                  |
| **Form Signed Date** | The date the vetting form was signed                                                   |
| **Submitted Date**   | The date the form was submitted                                                        |
| **Result Date**      | The date the result was received                                                       |
| **Result**           | Clear, Conditions, Declined, or Pending                                                |
| **Comments**         | Any additional notes                                                                   |

4. Click **Add Record**

If the result is **Clear**, **Conditions**, or **Declined**, CCNZ automatically calculates the **Next Due Date** as three years from the result date.

## Vetting record cards

Each vetting record appears as a card showing:

* Result badge (Clear / Conditions / Declined / Pending)
* Next due date
* Agency and dates

## Expiry alerts

CCNZ monitors police vetting expiry across all your staff and surfaces alerts on the dashboard:

* **Amber alert** — vetting due within 90 days
* **Red alert** — vetting is overdue

These alerts appear on the main dashboard and help you stay on top of renewals before they lapse.

## Records from recruitment

If a staff member was recruited through CCNZ, any police vetting records added during the recruitment process automatically carry across to their staff profile when they are converted from a candidate to a staff member. You don't need to re-enter these records.

## Exempting a staff member from police vetting

Some staff — such as administrators who work at head office and do not have direct contact with children — may not require police vetting. You can mark a staff member as exempt.

1. Go to the **Compliance** tab on the staff member's profile
2. In the **Police Vetting** section, click **Change** next to the "Police Vetting Required: Yes" pill
3. Confirm the exemption in the dialog

Exempted staff are removed from vetting expiry alerts and compliance rollups. Their existing vetting records are preserved but hidden while the exemption is active.

To re-require vetting, click **Require Police Vetting** on the exemption notice.

<Warning>
  Only exempt staff members who genuinely do not have contact with children. Police vetting is a legal requirement under the Education (Early Childhood Services) Regulations 2008 for anyone who works with or near children.
</Warning>

## Vetting history

All vetting records are retained permanently for audit purposes. Records cannot be deleted.