Follow This Checklist for Conducting Police Checks on Employees


Hiring an employee? First thing first - as an employer, you need to convey the message loud and clear to prospective employees that obtaining a police check is not to be taken casually!

When an organisation grows, the number of employees grow. The chances of serious security threats like frauds, cybercrime, theft, violence and misconduct also increase.

Existing employees can also have a change in the behavioural pattern that may make them more prone to committing a crime. To protect the reputation of the organisation, employers include Criminal History Checks in their HR and Risk Management Policies.

As an employer, you need to keep in mind any legal issues (discrimination) as well as privacy violation before including the police check requirement within the workplace. Your organisation must have coherent and well described policies as a part of conducting Police Checks on Employees.

What are some points to keep in mind?

1. Deal-Breakers

Make sure that you have a proper guideline of acceptable

You may also decide that the criminal records of the employees are not always an automatic red flag. In that case, the below points will help you to weigh up the variables.

  • What was the offence?
  • Is the offence related to the job profile of your candidate?
  • Can you judge the character of the candidate through the offence?
  • When did the offence take place?
  • What was the age of the candidate when it happened? Was any custodial sentence involved?
  • Did the applicant carry out necessary actions (such as community service, etc.) for any offences?

These are the essential measures that your policy should take into account.

2. Who will be the Decision-Maker?

It’s essential to decide who will make the final call in case a police clearance certificate displays criminal history. Will it be the HR staff? Hiring Manager? Or should the HR consult with the management before finalising?

3. Renewal Policy

Have you decided to conduct a police check only before the hiring of employees? Or, have you decided to monitor current employees consistently?

There are both pros and cons to implement the latter (consistent checking of criminal records) in the policy.

Some organisations conduct a Police check once every three years. Why? Because they have seen frauds, scams, and theft within the organisation. If your reason is the same, then ongoing checks are well justified.

But if you decided to have a Police check on the current employees without any legitimate ground, they might feel offended and interpret that the management is suspicious about their activity. It may create a situation of distrust on the employee’s perspective of the management.

Whatever be the case, you must deal with this sensibly and clear communication with the employees is of utmost importance.

4. Define a Dispute Policy

As an employer, you must have a defined disputes policy. For example, what will happen if an applicant refused to accept your rejection?

During a dispute process, it is recommended to seek help from a legal team to ensure that your police check policy is vigorous enough for discrimination claims and also reasonable. 

5. Reporting Procedures

How long is a police check valid for? It’s definitely not for a lifetime. A current employee can also commit a crime. In case your organisation conducts annual police checks, you can implement a flexible reporting process of police incidents throughout the year for the employees.

In case your organisation conducts annual police checks, you can implement a flexible reporting process of police incidents throughout the year for the employees.

Suppose, one of your employees suddenly got convicted in a DUI case. Though the conviction may not affect their work in the office, the offence will still display in the next police check certificate.

If you can incorporate reporting procedures in your police checking progress, the convicted employee will be obligated to inform you about the incident. So, no nasty surprises or shocks!

6. How are you going to Conduct the Checks?

The final thing to consider is, are you going to let employees conduct the check by themselves, posing a higher risk of fake certificates, or are you hiring an accredited body of the Australian Criminal Intelligence Commission (ACIC) like KONCHECK, to perform the checks on your behalf? Employees may present police check certificates conducted from many different organisations, and it may become difficult for verification and reporting as well.

In case you opt for outsourcing the checks to a provider, you must ensure the quality of the information you are getting. What is their process of lodging a check? Can you verify the certificate? Can you track the Australian Police Check status? For how many days they are going to store such confidential information? And how big of an expense will it be for my organisation? 

Under the KONCHECK B2B model, you will be getting all the above benefits. Once you register with KONCHECK, we will provide you with a customised dashboard and a unique link to send an invitation to the applicant.

You can keep track of the applications and send reminders to the candidates. Also, we offer an attractive discount rate for a bulk purchase of checks. 

Make the right choice in selecting employees and grow your business better.

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