Police Vetting Policy

The purpose of this policy is to provide the minimum requirements and guidance on safety checks and police vetting for Alpine Synchro Artistic Swimming Club (“ASAC” or “the Club”) and follows the guidelines set by Artistic Swimming New Zealand (“ASNZ”). 

This policy applies to any worker, contractor or volunteer who has regular or overnight contact with children (under the age of 18 years) without their parents or guardians present and is about protecting young and vulnerable athletes in the first instance, and also our volunteers and coaches from unfounded or false accusations.

ASNZ requests that, in order to standardise the safety check and police vetting procedures, all ASNZ clubs comply with the following police vetting criteria and procedures. Note that under the Children’s Act 2014  police vetting is only one part of the safety checking criteria. This policy is to be read together with the ASNZ Child Protection Policies. 

The Club is registered with the NZ Police as an approved vetting agency and can request police vetting reports at any time.

Amendments to our Police Vetting Policy

We reserve the right to review and amend this Policy from time to time.  Amendments will be effective immediately and ASASC has no obligation to notify you of such amendments.  We recommend that you check this page for amendments each time you revisit this website.

Club Responsibilities

  • Create a safe environment for young and vulnerable swimmers that also reduces the risk to staff and volunteers from unfounded or false accusations.
  • Ensure staff and volunteers establish clear and professional boundaries with children by always having another adult present, or at least another older swimmer.
  • Ensure staff and volunteers only communicate with a child through social media where this is relevant to the sport.
  • Establish privacy procedures and ensure all information is protected in accordance with the Privacy Act 2020 and kept confidential to the person and the vetting officer.
  • Undertake the safety checking, reviewing process and obtain police vetting reports before a person starts work or volunteers, and renew the police vetting as required.
  • The ASASC Committee will ensure this policy’s effective implementation.
What is a safety check?

Under the Children’s Act 2014, persons who have regular or overnight contact with children must undergo a safety check and this includes:

  • Police vetting – of a person’s criminal history from the NZ police database which includes conviction  history,  non-conviction  matters, patterns  of  inappropriate  behaviour,  violence, possession of drugs and any substantiated information that might be considered significant;
  • An identity check – using a passport as the primary form of identification, and a drivers licence or other photo identifying card issued by a government agency as secondary identification;
  • An interview and reference check – for new workers who are either employed or engaged;
  • A risk assessment – of the person undergoing the safety check to determine whether the person poses a risk to the safety of children, e.g. low risk could be someone with no criminal history relevant to the vetting request and is volunteering because their child is in the swimming team;
  • Record keeping – of all information obtained during the safety check and ensuring the information is kept confidential and complies with the Privacy Act 2020.

Note: police vetting is different to a justice criminal record check which only provides conviction history.

Who needs to be safety checked by the Club?
  • All volunteer coaches 
  • All other non-ASASC coaches or volunteer coaches;
  • All staff employed or engaged by the Club whose work involves regular or overnight contact with children;
  • All team managers for any event (local or away);
  • Volunteers who may be acting in a supervisory role and are in overnight contact with children in their supervisor role.
  • Police vetting of other members who are not fully supervising children on camps or when travelling away will be the discretion of the Club, dependent on the environment and situation.
Can police vetting reports be shared or accepted from another agency?

Police vetting reports must not be shared or accepted from any other vetting agency, as the NZ Police approved agency agreement and vetting service request and consent form do not permit this.  The results are intended for the approved agency only, and are based on the information supplied.

If a new offence comes to the attention of the NZ Police after vetting results have been issued, the Police will contact the approved agency who obtained the police vetting report to alert them to this new information.

When must a safety check be done?

Police vetting reports must be obtained as part of the safety check before a person starts work or volunteers.

It is mandatory for the Club to police vet their volunteer coaches every two years.  All other persons must have a safety check (police vetting) completed at least every three years.

What is the procedure for police vetting?

The Club’s nominated vetting officer will undertake and manage the safety check and police vetting process for the Club.They must understand privacy and confidentiality.

  • Confirm the person agrees to be vetted.
  • Confirm the identity of the person to be vetted using the primary and secondary form of identification.
  • Complete a vetting form for each person to be vetted and upload each form and information to the online NZ police vetting service website. The online vetting process can take a minimum of 15-20 days to complete.
  • Receive and review the police vetting report – Assess the risk of the person being vetted.  The vetting officer must decide if an appointment can be made and confirm this decision to the person. A person who has been police vetted can review their results and have the opportunity to correct any issues.
  • The vetting officer will keep a record of the initial and subsequent vetting dates and whether the results were satisfactory or not.
  • Keep all information during the safety check confidential at all times.
  • All information (other than a record of the dates and result) must be destroyed within twelve months or 3 year time frame unless the person agrees the agency can retain the information.
What if the person does not want to be police vetted?
The person shall not be allowed to have regular or overnight contact with children.