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Recruitment, Selection and Appointment Procedure - Pre-Employment Checks
Monash University requires that staff undergo pre-employment checks for positions involving financial responsibilities or regular contact with minors. For the purposes of this procedure, pre-employment checks include Police Records Checks and Working with Children Checks.
These pre-employment checks are conducted in recognition of the University’s duty of care to its students, staff, clients and resources. Police Records Checks help minimise the risk of inappropriate use of University finances and Working with Children Checks help ensure that a safe environment is provided for minors who attend the University.
This procedure is designed to complement the University’s recruitment, selection, supervision and training practices.
This procedure applies to all staff at Monash University Australia including volunteer, honorary, consultant and contractor positions. Students who are required to undertake child-related work as part of their placement should contact their course convenor or professional placements office for information as to whether they are required to undertake a Working with Children Check.
Chair: the Chair of the Selection Committee convened as part of the University’s selection process. The chair may delegate duties as appropriate. If a Selection Committee is not involved in an appointment, the appointing manager will adopt the responsibilities of the Chair.
Child: means a person who is under the age of 18 years.
Dean or Divisional Director: means the Dean of the Faculty or Director of the Division (or Executive Director) or his or her nominee in any case where the Dean or Divisional Director has formally nominated a person to act as his or her nominee for the purpose.
HR Business Partner: is a member of the Monash HR community who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Interim Negative Notice: is a document that is provided by the Department of Justice to advise a candidate that a final decision has not yet been made for a Working with Children Check.
Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub. The Faculty or Divisional Clusters at the University are (1) Central Portfolios & PVC Gippsland, (2) Research & Information Services, (3) Social Sciences & Creative Arts, (4) Engineering & Sciences, (5) Arts, Education & Law and (6) Biomedical Sciences
National Police Certificate: lists the results of a Police Records Check. The certificate will only be issued to the applicant.
Negative Notice: is a document that is provided by the Department of Justice to advise a candidate that they should not be given a Working with Children Check Card and should not engage in child-related work.
Police Records Check: a Police Records Check identifies and releases information about a person’s past criminal record and is only valid at the time of issue.
Rex: is Recruitment Express, the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts.
Working with Children Check (WWC check): The Working with Children Act 2005 requires that people who work or volunteer in certain child-related work apply for, and pass, a WWC check. A WWC check considers certain offences and makes an assessment of the level of risk an individual poses to children’s safety. A WWC Check is valid for five years (unless revoked).
Working with Children Check Card (also referred to as an Assessment Notice): is a document provided by the Department of Justice that advises that a candidate has been successful in a WWC check and may undertake child-related work.
Pre-employment Check: Police Records
The following is a step-by-step procedure for obtaining a Police Records Check.
Step 1: Identify when a Police Records Check is required
A Police Records Check is a mandatory requirement for all specified positions (existing or prospective) which requires a person as an inherent part of their employment to:
A Police Records Check must be conducted prior to any offer of employment or promotion to a specified position being made.
Step 2: Ensure the requirement to undergo a Police Records Check is included in the position description
The relevant HR Business Partner, in consultation with the supervisor and/or head of unit, must ensure that the requirement to undergo a Police Records Check is included in the position description and associated documentation and that the following statement must be included in the advertisement: “Making an appointment to this position is subject to a satisfactory Police Records Check”.
Step 3: Ensure candidates understand the requirement to undergo a police records check
The Chair of the Selection Committee must inform the candidates that they may be required to undergo a Police Records Check. The candidate can be referred to the Victoria Police website for further information.
It is normal practice to request a Police Records Check from the preferred candidate only. However, the Chair has the discretion to request more than one candidate undergo a check as required.
Step 4: Application process
Once the preferred candidate has been selected, the Chair will notify the HR Business Partner by email of the successful candidate (as outlined in the Recruitment, Selection and Appointment Procedure - Advertised recruitment of fixed-term and continuing staff) and will ensure that that notification acknowledges that the candidate has been requested to undertake a Police Records Check.
The HR Business Partner must then advise the candidate to complete an application by following the instructions on the Victoria Police website. If accessibility is an issue the candidate can seek assistance from the HR Business Partner.
The candidate must consent to the Police Records Check being conducted by signing a Victorian Police Consent to Check and Release National Police Record form.
Candidates who are required to undergo a Police Records Check are able to receive reimbursement for the cost from their Faculty or Division. Current prices can be found on the Victoria Police website.
Victoria Police does not conduct police checks for candidates residing overseas. International candidates must apply to the Australian Federal Police for a National Police Certificate.
Step 5: HR Business Partner to assess the certificate
To ensure the protection of privacy, the National Police Certificate will only be forwarded to the candidate at their nominated postal address on the application form. The candidate must then provide the National Police Certificate to the HR Business Partner.
The HR Business Partner will:
Only the HR Business Partner is authorised to view the National Police Certificate. The HR Business Partner may consult as appropriate with relevant parties to facilitate the assessment of a certificate. Refer to the Privacy Procedure for further information.
Step 6: Outcome of a Police Records Check
The HR Business Partner must ensure that the candidate receives a satisfactory Police Records Check (no findings of guilt, outstanding charge or other matters) before the candidate commences in the specified position.
Delay in process
Victoria Police aims to process the National Police Certificate within 10 working days of the receipt of the application. The processing time may be delayed as information may be required from other jurisdictions. If this is the case, there are two options available - the staff member’s start date may be deferred until the Police Records Check is returned or alternative options maybe be explored with Workplace Relations.
When a National Police Certificate lists a finding of guilt, outstanding charge or other matters, the HR Business Partner will manage the assessment process to determine the candidate’s suitability for the position. A recommended candidate is not automatically precluded from a position on the basis of having a police record.
The HR Business Partner will assess the record of the candidate based on the following criteria:
Any decision made for or against an appointment on the basis of a Police Records Check or statutory declaration (if applicable) must be supported by reasons and fully documented
Step 7: Decision not to appoint due to the outcome of a Police Records Check
Where there is a decision not to appoint due to the outcome of a Police Records Check the following actions will be undertaken:
Pre-employment check: WWC check
The following is a step-by-step procedure for obtaining a WWC check.
Step 1: Identify when a WWC check is required
A WWC check is required for positions that meet all of the following criteria:
The Department of Justice can provide further clarification on which positions require the check. Contact the Working with Children Check information line on 1300 652 879.
Step 2: Ensure the requirement for a WWC check is included in the position description
The relevant HR Business Partner, in consultation with the supervisor and/or head of unit, must ensure that the requirement to undergo a WWC check is included in the position description and associated documentation and the following statement must be included in the advertisement: “Making an appointment to this position is subject to a satisfactory Working with Children’s Check”.
Step 3: Ensure candidates understand the requirement to undergo a WWC check
The HR Business Partner will ensure that the Chair of the Selection Committee informs the candidates that they may be required to undergo a WWC check. The candidate can be referred to the Department of Justice for more information.
Step 4: Application process
Once the preferred candidate has been selected, the Chair will notify the HR Business Partner by email of the successful candidate (as outlined in the Recruitment, Selection and Appointment Procedure - Advertised recruitment of fixed-term and continuing staff) and will ensure that that notification acknowledges that the candidate has been requested to undertake a WWC check.
The WWC check is administered by the Victorian Department of Justice.
The candidate must do as follows.
Candidates who are required to undergo a WWC check are able to receive reimbursement for the cost from their Faculty or Division.
If the candidate passes the check, he or she will be sent a WWC Check Card 2 to 3 weeks later and the original WWC Check Card must be provided to the HR Business Partner prior to commencement (refer to step 5 for a delay in process).
Step 5: HR Business Partner to assess the WWC Check Card
The HR Business Partner will:
Step 6: Outcome of a WWC check
Positive Assessment Notice
The HR Business Partner must ensure that the candidate has passed the WWC check prior to commencement.
Delay in process
Where the WWC check has not been completed prior to the commencement of employment as a result of a delay of up to four weeks from the date the application was submitted to the Department of Justice, the prospective staff member can commence employment provided that he or she has:
The HR Business Partner must confirm that the prospective staff member has applied for the WWC Check Card by sighting the unique Application Receipt Number and require that the WWC Check Card be sighted as soon as possible. In addition to this, the supervisor of the position must monitor the activities of the staff member until the check is completed.
Interim Negative Notice of Negative Notice for prospective candidates and existing staff
If the candidate does not pass the check they will be given an Interim Negative Notice. The Department of Justice will send a copy of the Interim Negative Notice to the University. However, the letter enclosing a copy of the Interim Negative Notice will not include information about the candidate’s criminal history or about disciplinary findings. The applicant can then make a submission to the Department of Justice to explain why they believe they should pass. If this submission is not successful the applicant will be issued with a Negative Notice. This means they have failed the WWC check and are not permitted to undertake child-related work.
Existing staff who receive an Interim Negative Notice must inform the HR Business Partner in writing within seven working days. They will not be permitted to engage in child-related work while their application is being decided. Staff who receive a Negative Notice will not be permitted to engage in child-related work. The HR Business Partner must advise the Deputy Executive Director & Director Workplace Relations in either case. The staff member’s employment may be subject to review in accordance with the relevant Enterprise Agreement.
Step 7: Changes to circumstances
The staff member has a responsibility to inform the HR Business Partner if there have been any relevant changes in circumstances, for example if he or she has been charged or found guilty of a new relevant offence. The staff member must also apply for a new WWC check within three months of their card expiring.
HR Business Partner
HR Business Partner is responsible for:
The Chair is responsible for:
The candidate is responsible for:
Deputy Executive Director & Director Workplace Relations
The Deputy Executive Director & Director Workplace Relations is responsible for reviewing the staff member’s employment subject to receiving an Interim Negative Notice or Negative Notice.
Director, Recruitment, Design and Delivery
The Director, Recruitment, Design and Delivery is responsible for maintaining this procedure and ensuring compliance with this procedure and the WWC legislation.
Related Enterprise Agreement Clauses