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Procedure: Background checking

Purpose

To inform current and prospective staff of background checks, required to confirm employment at the University.

Definitions

Background Check: A background check is the process of verifying certain job-related information provided by a candidate. This may include, but is not limited to Working with Vulnerable People Check; Criminal Record Check; Reference Check; Professional Registration; Medical Clearance; Right to work in Australia; Qualification Checking; Retrospective Media Checking; and Anti-Money Laundering Checking

Working with Vulnerable People Check (WWVP): Required under the Working with Vulnerable People (Background Checking) Act 2011, and is aimed at reducing the risk of harm or neglect to vulnerable people. The Act requires anyone who works or volunteers with vulnerable people, to have a background check and be registered.

Vulnerable person: Is a child; or an adult who is disadvantaged or accessing a regulated activity in relation to the disadvantage.

Criminal Record Check: Provides a full background to an applicant’s national police of disclosable outcomes.

Reference Check: A confirmation of employment, performance and conduct check, from a current or former employer.

Professional Registration: Confirmation of registration with relevant professional bodies, where the positon requires this to undertake the position.

Medical Clearance: May be required where a position requires confirmation of medical evidence that a candidate can undertake the physical demands of a role; or where there is a disclosed medical condition that may require further checking.

Right to work in Australia: Confirmation that a current or prospective staff member has the right to work in Australia, consistent with the requirements of the Department of Home Affairs.

Qualification Checking: Confirmation from a relevant institution, which a prospective or current staff member has completed the qualifications required for the positon; or the qualifications they have declared to be in receipt of.

Retrospective Media Checking: An investigation into an applicant’s public claims of achievement, social media, awards; and other publicly available information.

Anti-Money Laundering Checking: A check that confirms the identity of a person across multiple databases including electoral rolls, driver licence registers and Medicare cards.

Procedure

  1. Current and prospective staff are required to undergo background checking in relation to their employment.
  2. All background checks are confidential and will not be disclosed to any individual, except to the extent necessary on a need-to-know basis
  3. Background checks are managed by an independent third party, who manage information in accordance with The Privacy Act (1988)
  4. Employment with the University will not be confirmed without confirmation of successful background checking, and as such, all offers of employment are contingent on the successful completion of background checking.
  5. Where a background check reveals a disclosable outcome, the Background Checking Committee will review the outcome, and make recommendation to the action required.
  6. Where the Background Checking Committee determine that the disclosable outcome limits the ability to fulfil the inherent requirements of the role, or has a high level of risk relative to the position, the pending offer of employment will be withdrawn. Where this occurs, the candidate and hiring manager will be notified in writing.
  7. The Background Checking Committee will be comprised of the Director, Human Resources (Chair), Chief Operating Officer, Deputy Vice-Chancellor (Student and University Experience), the Registrar, Division of Student Administration and Academic Services (DSAAS), and University General Counsel (or nominee).

Types of checks

  1. The type of background check required is relative to the position.
  2. All staff are encouraged to hold a Working with Vulnerable People Check, which is to be registered with the relevant Authority.
  3. Where a current staff member has a WWVP with disclosable outcomes, the Background Checking Committee will review the disclosable outcomes, and make a recommendation for the management of the outcome.
  4. All prospective or current staff who have been made an offer of employment for a new or existing position within the University, will be required to undergo the following background checks:
    1. Working with Vulnerable People Checks: Required for all prospective and current staff; and
    2. Criminal record Check: Required for all prospective and current staff; and
    3. Reference Checking: Required for all prospective and current staff; and
    4. Professional Registration: Required for all prospective and current staff, where the position description, job advertisement or matrix within this procedure requires professional registration to perform the inherent requirements of the position; and
    5. Medical Clearance: Required for all prospective and current staff, where position description, job advertisement or matrix within this procedure requires confirmation that a candidate can meet the physical demands of the position; or where there has been a disclosed medical condition which require further checking; and
    6. Right to work in Australia: Required for all prospective and current staff, who do not hold Australian Citizenship; and
    7. Qualification Checking: Required for all prospective and current staff, where the position description, job advertisement or matrix within this procedure requires qualifications to complete the inherent requirements of the positon; or where a candidate has declared qualifications; and
    8. Retrospective Media Checking: Required for all prospective and current members of the ANU Executive, Residential Accommodation Staff; and staff with financial delegation over $100,000; and
    9. Anti-Money Laundering Checking: Required for all prospective and current members of the ANU Executive, staff with financial delegation over $100,000; all staff within the Human Resources Division, all staff within the Finance & Business Services Division, and relevant staff within Information Technology Services.
  5. The cost for all background checks will be borne by the University.
  6. The management of background checks will be managed by the Human Resources Division who can be contacted at backgroundchecking@anu.edu.au

Working with Vulnerable People check

Criminal record check (Not required where WWVP is completed)

Reference checking

Professional registration

Medical clearance

Right to work Australia

Qualification checking

Retrospective media checking

Anti-Money Laundering/Counter Terrorism

Character reference for Temporary Skill Shortage visas

All staff

As required

As required

Members of the ANU Executive Team

As required

As required

Senior Management (SM2 and above)

As required

As required

Financial Delegation over $100,000

As required

As required

Casual sessional academics, lecturers and tutors who teach to first year students

As required

As required

Student administration staff

As required

As required

Residential accommodation staff

As required

As required

Maintenance staff and cleaners who access residential areas

As required

As required

Registered Professionals (accountants, psychologists, lawyers)

As required

As required

ANU Medical School registered practitioners

As required

As required

All other academic staff

As required

As required

HR, Finance and Relevant IT staff

As required

As required

Positions with identified health requirements

As required

Hospitality staff

As required

All other employees

As required

As required

Information

Printable version (PDF)
Title Background Checking (NEW)
Document Type Procedure
Document Number ANUP_6311242
Version 2
Purpose to inform current and prospective staff of background checks required to confirm employment at the University
Audience Staff, Prospective Staff
Category Administrative
Topic/ SubTopic Staff - Employment of Staff
 
Effective Date 3 Mar 2021
Review Date 2 Mar 2024
 
Responsible Officer: Director, Human Resources
Approved By: Chief Operating Officer
Contact Area Human Resources Division
Authority Australian National University Act 1991
ANU Enterprise Agreement 2017 – 2021
Delegations 0

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