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Screening Checks

Screening Checks
Screening Checks

Apply

Apply for a screening check

The Department for Human Services (DHS) uses an online screening process for screening applications.

The screening process needs to be started by the organisation requiring the screening, and is completed by the individual applicant.

Sole traders, self-employed people and contractors may be required to obtain an employment screening clearance if they will be working with children or other vulnerable people. More Information for Sole Traders, Self-employed and Contractors .

Internet requirements

To complete a screening application online, your internet browser will need to meet certain security requirements — it must be compatible with TLS 1.1 or higher.

Apply using a hard-copy form

The  Screening Unit is phasing out paper screening application forms. All applications should now be submitted using the Screening Unit online form , except when exceptional circumstances apply.

Exceptional circumstances

Exceptional circumstances apply when the applicant:

  • has no access to the internet
  • is a recent arrival (has lived in Australia for 6 weeks or less), or
  • is a legal minor.

An organisation's Requesting Officer must request consideration of an applicant's exceptional circumstances.

Email DHSScreeningUnit@sa.gov.au detailing the applicant's circumstances.

If exceptional circumstances status is granted, the requesting organisation will be sent an application form.

Paper applications may require more processing time than those submitted online.

Applicants who have demonstrated that they meet 'exceptional circumstances' provisions can go to any Service SA centre to submit and pay for their screening using a credit card or debit card. Cash is not accepted.

As of 31 January 2017, this arrangement (for the lodgement and payment of paper application forms) replaces the service previously provided by Australia Post outlets.

For Sole Traders, Contractors and Self-Employed

For Sole Traders, Contractors and Self-Employed

Sole traders, self-employed people and contractors may need to obtain an employment screening clearance if they will be working with children or other vulnerable people.

Screening may be required for contractors visiting some work sites, for example those going to schools. The type of screening required will depend on the work role and type of work site.

Applying for a screening clearance

Sole traders, contractors and self-employed people must register with the  Screening Unit as an organsation before they can apply online for screening.

To apply online for screening as a sole trader or self-employed person, the individual acts as both the registered organisation and the applicant.

This is done in three steps:

  1. Register as an organisation. You will be required to provide your:
    1. Name
    2. Australian Business Number (ABN)
    3. Business and email addresses.
  2. As the registered organisation, use the login details provided to you. Login to the form and start an application for yourself by clicking on the ‘New Application’ button.
  3. As the applicant, use the login details provided to you to complete the application. Please ensure that you login using the user name and password allocated to you as the applicant.

Identity check

Your screening application also involves an identity check. Sole traders, contractors and self-employed people cannot verify their own identity.

Identity verification must be conducted online or by an independent party, using the 'Print-and-Seek' option.

Related information

Instructions for registering and applying online- Sole Trader (PDF 1.0 MB)

Organisation Registration

Organisation Registration

An organisation that needs an individual to have a screening clearance must register with the Screening Unit.  Go to Organisation Registration

You only have to register your organisation once. However, big organisations may wish to register each business unit separately. More information is available in How to structure your organisation’s online portal (PDF 411.5 KB).

Nominated officers

As part of the registration process, your organisation will need to nominate several officers.

The roles of nominated officers are in the Nominated Officer Roles  (PDF 219.3 KB) information sheet. Nominated officers should read the Confidentiality Guidelines (PDF 216.3 KB).

Please note that the same person can perform one or more of the nominated officer roles.

Requirements for online registration

To register your organisation you will need your organisation’s:

  • Australian Business Number (ABN)
  • Business address
  • Email address
  • Contact details of nominated officers.

Once registered, nominated officers in your organisation will be able start screening applications online.

Related information

Information on How to start a screening application (PDF 230.0 KB).

Information for Sole traders, contractors and self-employed.

Organisation prepares for a screening application

Organisation prepares for a screening application

Once an organisation has registered with the Screening Unit, a person from that organisation can start the online screening application.

Before you begin an application, you have must the consent of the person concerned.

Prepare for a screening application

To start an application for a screening check for a person, you will need this information:

Related information

Information on How to start a screening application guide for organisations (PDF 230.0 KB).

Information for Sole traders, contractors and self-employed.

Organisation starts an application on behalf of the individual applicant

Organisation starts an application on behalf of the individual applicant

  1. Once registered for online screening, the organisation commences the online screening application on behalf of the individual applicant.
  2. When the employer organisation has finished the organisation application, the individual applicant will receive an email with login and password details. This will allow the applicant to login to the portal and complete their application.
  3. Go to Login, Organisation starts application

Applicant prepares to complete application

Applicant prepares to complete application

An organisation requests a screening check on behalf of an applicant.

Before a person can complete their application online:

  1. Organisations need to register with the Screening Unit, and start an online application.
  2. Once the organisation has started an applicant’s online application, the applicant will be emailed a link so they can complete the application using the online form.

Applicant identity check

Applicants must provide proof of their identity when applying for a screening check.

The Screening Unit requires that applicants undergo a 100-point identification check to be verified by a verifying officer.

This is a list of permitted verifying officers (PDF 234.3 KB).

Verification of applicant identity

There are three options available to applicants to have their identity verified. Choose ONE only.

  1. Online verification
    Online verification uses the Australian Government’s Documentation Verification Service which will undertake the 100-point identification on behalf of the applicant.
  • You will need:
    • an Australian driver’s licence, AND
    • a current Australian passport or an Australian Birth Certificate or an Australian Citizenship Certificate.
  1. Organisation’s verifying officer completes the process online.
  1. Independent verifying officer prints, signs and mails documents (print and seek)
  • The verifying officer verifies your identity using the following process:
    1. Print the PDF of your online application that is generated after payment.
    2. Provide your original identity documents to an independent verifying officer.
    3. Mail the signed and completed application form to the  Screening Unit.
  • Only use option 3 if you cannot use option 1 or option 2.

100-Point identification check

100-Point identification check

Applicants must provide proof of their identity when applying for a screening with the Screening Unit.

If a verifying officer is conducting the identity check, the applicant shows the verifying officer original identity documents that add up to at least 100 points.

Verifying officers are required to declare that:

  • they have sighted and confirmed the applicant's original or certified true copy personal identity documents, and that verification has been achieved using the 100-point check
  • they are satisfied as to the correctness of the applicant's identity
  • they are qualified to act as a verifying officer.

Documentation for 100-point identification check

The combination of the applicant's identity documents must include:

  • their full name
  • date of birth
  • at least one document from either Category A or Category B, and
  • a photograph of the applicant.

If the applicant does not have an identity document containing a photograph, they must submit a passport-style photograph that has been certified by a person listed in Schedule 2 of the Statutory Declarations Regulations 1993.

Category A – each document is worth 70 points

Only one document from this category is accepted.

  • Birth certificate (not an extract)
  • Australian Passport (current, or expired within the previous two years, but not cancelled)
  • Australian Citizenship Certificate
  • International Passport (current, or expired within the previous two years, but not cancelled)
  • Other document of identity, having the same characteristics as a passport. For example, diplomatic/refugee (photo or signature).

Category B – the first document is worth 40 points, each additional document is worth 25 points

  • Current drivers licence or permit (government-issued)
  • Working with Children/Teachers Registration Card
  • Aviation Security identification card/Maritime Security identification card
  • Public employee photo ID card (government-issued)
  • Department of Veterans' Affairs card
  • Centrelink Pensioner Concession Card or Health Care Card
  • Current Tertiary Education Institution photo ID
  • Reference from a medical practitioner (must have known the applicant for at least 12 months)

Category C – each document is worth 25 points

  • Birth Certificate Extract
  • Foreign/International Driver's Licence
  • Proof of Age Card (government-issued)
  • Medicare Card/Private Health Care Card
  • Council rates notice
  • Property lease/Rental agreement
  • Property insurance papers
  • Australian Tax Office assessment
  • Superannuation statement
  • Seniors Card
  • Electoral Roll registration
  • Motor Vehicle registration or insurance documents
  • Professional or Trade Association card

If relied upon, the following documents must be from different organisations:

  • utility bills (telephone, gas, electricity, water)
  • credit/debit card
  • bank statement/passbook.

Special provisions

Special provisions apply for the following categories of applicant (who may be unable to meet the identity requirements above)

Aboriginal and Torres Strait Islander residents of remote or isolated locations

The Proof of Identity (Special Provision) for Aboriginal and Torres Strait Islander People form (PDF 148.4 KB) needs to be completed and attached to your application; it will meet the required 100 points.

Immigrant or foreign visitors (persons who have been in Australia for 6 weeks or less)

Proof of arrival date and current passport is acceptable.

Applicants under 18 years of age

One 'Category A' document or a statement from an educational institution, signed by the applicant's school Principal or Deputy Principal, confirming that the child attends the institution is acceptable (Note: The statement MUST be on the institution's letterhead).

For more information, email: DHS.ScreeningUnitPolicy@sa.gov.au.

Applicant completes application

Applicant completes application

Once the organisation has initiated the application, the applicant will receive an email.

The applicant can then login, complete and submit their individual online application.

Go to Login, Applicant completes application

How to pay

How to pay

Payment for screening may be made by:

  • the organisation engaging the employee or volunteer (the applicant), or
  • the applicant themselves.

If you are not sure who is responsible for paying for your screening, please check with your organisation.

Method of payment

Payments can be made:

  • online by credit card using a Visa or MasterCard (using BPOINT)
  • online via a prepaid credit card, available from many merchants including Australia Post
  • by invoicing an organisation, provided that the organisation is a current DHS account customer.

The  Screening Unit does not accept cash payments.

A receipt with a reference number will be available when your online payment has been confirmed.

Organisations paying online

Organisations must appoint a Finance Officer. This is required to enable online payment. When starting a screening application online, the requesting officer in the organisation selects the option in the appropriate section of the form to indicate who will be paying for the screening assessment.

Invoicing arrangements

Organisations that screen more than 100 applicants a year may apply to set up invoicing arrangements with the Screening Unit. Payment is required within 30 days and conditions apply.

Email requests to set up invoicing arrangements to DHS.ScreeningFinance@sa.gov.au.

Payment in person with hard copy application forms

As hard copy (paper application) forms are being phased out, they can only be submitted in ‘exceptional circumstances’ with the prior approval of the Screening Unit.  If you have received approval to use a paper application form, you can submit and pay for the screening in person at a Service SA Customer Centre.  More information about Service SA’s locations and opening hours.

Screening Fees and Charges

Effective as from 1 July 2018, fees for  screening checks are as follows:

Type of checkEmployee/ContractorStudentsVolunteers
Child-related employment $ 107.80 (GST inclusive)$ 59.40 (GST inclusive)$0
Disability services employment$ 107.80 (GST inclusive) $ 59.40 (GST inclusive)$0
Aged care sector $  90.20 (GST Inclusive) $ 59.40 (GST inclusive)$0
Vulnerable person-related employment $ 90.20 (GST Inclusive)$ 59.40 (GST Inclusive)$0
General employment probity $ 90.20 (GST Inclusive)$ 59.40 (GST Inclusive)$0

All fees are inclusive of GST.  

  • Employee/Contractor includes permanent, temporary and casual staff as well as any external services providers commissioned to carry out work as a contractor/subcontractor to the agency.
  • Student means a secondary/tertiary education pupil on an official placement connected to his or her studies.
  • Volunteer means a person who performs tasks for the relevant agency without monetary reward or other remuneration.

If more than one type of screening is required:

  • Employees - where more than one type of screening is required for employees, a charge applies for each separate screening type.
  • Students - the screening of volunteers and students on placement attracts a discounted single fee, which covers any type of screening and any number of concurrent checks (as long as the applications are submitted together).
  • Volunteers - all screening types are free, no matter how many types are required.

Government schools and preschools

Screening fees for employees who work at government schools, preschools, child centres and other non-corporate entities under the auspices of the South Australia Department for Education and Child Development (DECD) are invoiced to DECD.

DECD Corporate receives monthly invoices for payment on behalf of all DECD sites that have submitted a  screening application.

When initiating screening applications using the online screening system, the Requesting Officer at the individual DECD site should select the relevant payment option where prompted (that is, payment via invoicing to DECD).

For more information, contact the DECD

Reimbursement of fees on cancellation of an application

Once the  Screening Unit has begun processing an application, they are unable to refund any fees, even if you wish to cancel the application.

Cancelled applications will still incur a fee.

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State Government of South Australia © Copyright DHS .

Last updated:28 Dec 2017 4:12pm

Provided by:
SA Department for Human Services
URL:
https://screening.sa.gov.au/apply
Last Updated:
05 Jul 2018
Printed on:
19 Nov 2018
The Screening Checks website is licensed under a Creative Commons Attribution 3.0 Australia Licence. © Copyright 2016