What to bring to your meeting with the Corps/Thrift Store/Manager:

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1 Volunteer: What to bring to your meeting with the Corps/Thrift Store/Manager: address Contact details Four identity documents (documents must contain the applicant s full name, date of birth, photograph) Informed consent form Police Check CrimCheck Process Corps Officer/Manager/Administration Assistant: Contact the Applicant to confirm details of the role, start date, location, etc. Explain that Integrity Checks & Agreement forms are required prior to commencement. For new volunteers, ask to sign the Volunteer Agreement Form Obtain address & contact details of the applicant & send to checkvic@aus.salvationarmy.org to begin CrimCheck process. Subject line: Volunteers/Employee s name only Body of to contain: Name of applicant address Cost centre Line manager Role applicant is applying for (i.e. driving elderly, handling cash, leading programs with children, serving customers, administration, etc.) If applicant has provided at least 4 identity documents (see below) these or have these scanned by the manager and sent to CheckVic at the same time as your request for CrimCheck. *Please do not provide the portal link to applicants or log in to the portal & commence the process as we cannot match them back to your Corps/Thrift Shop/Service* If applicant has provided you with at least 4 identity documents along with a completed consent form, these to CheckVic at the same time as your request for CrimCheck to be processed.

2 Police Check CrimCheck Process CheckVic: Corps Officer / Manager / Request is received from the Corps/Thrift Shop/Managers to conduct CrimCheck via: checkvic@aus.savlationarmy.org Staff will applicant. Administration Assistant Once the CC number & lodgement date has been provided, you will need to record it in the Volunteer Management System (VMS) and SMO if applicable. Once identity documentation is received, CrimCheck is processed. If no disclosable matches are found, staff will Corps/Managers/HR Manager/Line Manager of outcome including CrimCheck (CC) number & lodgement date. If a disclosable match is found, staff will contact Volunteer Resources Team for volunteer applicants or relevant HR Manager for Employees who will contact you to discuss appropriateness of a Risk Assessment being completed. Factors to consider when dealing with a disclosable: Volunteers are required to have police checks every 3 years All volunteers who have a disclosable outcome on the police check must have a risk assessment completed, even when this same disclosable outcome has been reviewed previously Any changes to the duties or work environment Management issues/concerns with the volunteers conduct relative to the conviction Changes in legislative or funding body requirements that would prohibit the volunteer from continuing in the role If there were previous protections put in place, how effectively have these worked, do they still work? For employess: CrimCheck staff will enter the details into Chris21 to their employment record. Contact Applicant advising of clear CrimCheck & proceed with Induction process: For further information on disclosable and performing a risk assessment for a potential volunteer, please contact your local VRC. Volunteers: eer-resources/volunteer-categories/on-going- Volunteer/Induct-your-volunteer/

3 Document Type One commencement of identity document, AND Types of Identity Documentation Example Full Australian Birth Certificate Current Australian Passport (not expired) Australian visa current at time of entry to Australia DFAT certificate or document of identity Certificate of evidence of resident status One primary use in the community document, AND Two secondary use in the community documents. Current Australian Driver s License Australian marriage certificate Current passport (not Australian) with valid entry stamp or visa Current proof of age or photo identity card issued by Australian government agency with signature and photo, i.e. Victorian WWCC Current shooters or firearms license For person under 18 years with no other Primary use in the Community document, a current student ID card with signature and photo Medicare card Centrelink or Veterans Affairs benefit card Bank and/or Credit card Australian Tertiary/Secondary student photo identity card Foreign government issued documents, i.e. driver s license

4 Question Do I have to complete the Informed Consent form? Frequently Asked Questions Answer Every police check application must include a completed and signed Informed Consent form. What do I do if there are no photos on the documents provided? What should I do when an Applicant is unable to produce 4 identity documents? Who can certify a photo or act as an authorised referee? Applicants may also need to include the Verification of Applicant Identity by an Authorised Referee Consent form if they cannot provide the minimum ID documents. If none of the identity documents have a photo, the applicant must provide a passport style photo. This photo must be certified by a person listed in Schedule 2 of the Statutory Declarations Regulations 1993 (Cth), contact the Volunteer Resources Team for more information. This photo is in addition to the other 4 identity documents. There are special provisions for those applicants who are unable to meet the minimum 4 identity documents, please contact the Volunteer Resources Team for more information. When applicants are unable to produce the required identity documents, applicants should raise this issue with Salvation Army personnel. The Salvation Army may be able to use the Verification of Applicant Identity form to process a police check in these specific instances. At a minimum, the applicant must provide a certified photograph of themselves. An Authorised Referee can provide a reference to confirm the identity of an applicant under the Verification of Applicant Identity process in these specific circumstances. Certification of documents/photos is a legal process governed under Schedule 2 of the Statutory Declarations Regulations 1993 (Cth). Contact the Volunteer Resources Team for more information.

5 Question Do we need to keep copies of Informed Consent forms and any other documents? Frequently Asked Questions Answer Yes. As part of TSA s Contract with CrimCheck, we are legally required to retain copies of all documentation relating to a police check (informed consent form, ID documents; Verification of Applicant Identity form) for a period of 12 months and dispose of this documentation within 15 months It is recommended that all documentation be scanned and electronically stored securely in a password protected folder by the sites CrimCheck administrator. In complying with the Contract we must also comply with the Privacy Act. How do I fill in Section B of the Informed Consent form? What if I have questions about the new process? Under our Contract, TSA compliance with Contractual requirements (i.e. document storage/disposal; consent etc.) can be audited by CrimCheck or the Australian Criminal Intelligence Commission. This applies to all CrimCheck sites within TSA AUS. Section B is the purpose of the check field. It has been split into 3 questions to help the applicant write the correct information to assist the relevant police agencies to decide what to release. B1 provides the position title or occupation, i.e. policy writer, business analyst, cleaner, case worker B2 provides the place of work, i.e. residential care facility, business office, outreach to the community B3 indicates the level of contact the applicant will have with children and other vulnerable groups Please pass all your questions onto the Professional Standards Unit (PSU). You may not be alone in your query. PSU will contact CrimCheck for clarification and will all CrimCheck authorised personnel on the response. professionalstandards@aus.salvationarmy.org