Background Checking
During interviews personality traits like charisma and confidence are mistaken for trustworthiness and ability. While it is good to trust people it is also good practice to verify your perceptions.
Background checking consists of obtaining or verifying information about a potential volunteer from a variety of different sources. It is generally a practical, low-cost way to significantly reduce the risk associated with theft and dishonesty and notably increase productivity and safety.
Background checking doesn't have to be about "selecting out" potential volunteers it can also be about "selecting in". Often background checks can uncover valuable knowledge, abilities and skills not acknowledged by a potential volunteer during other screening processes.
There are three common methods of verifying information:
- Reference checks
- Medical screening
- Criminal history
For all background checking it is important to obtain the consent of the potential volunteer either by agreement to attend a medical screening, providing referees' contact details or authorising a criminal history check.
Reference Checks
Checking potential volunteers' references and recommendations requires organisations to collect information about potential volunteers from people who have had previous contact with them. Information collected is generally used for three purposes:
- To verify information provided by the potential volunteer
- To serve as a basis for predicting their potential success in the position and organisation
- To uncover any background information that may not have been provided by the potential volunteer during other screening stages
The types of information that can be collected during a reference check include:
- Employment and education background information
- Appraisal of a potential volunteer's character and personality
- Estimates of a potential volunteer's performance abilities
Additional Resources
Medical Screening
Generally only a small number of volunteer positions require potential volunteers to undergo medical screenings to ensure that they are in good health. Potential volunteers may be assessed unsuitable on medical grounds where a pre-existing medical condition, or effects of ongoing medication, will prevent them from carrying out the inherent requirements of the position.
An organisation's response to medical screening results should consider the:
- Potential volunteer's ability to undertake the inherent requirements of the job
- Organisations ability to alter the work environment to compensate for the volunteer's attributes without going to unreasonable expense or inconvenience
- Degree of risk to the organisation, clients, co-workers and the potential volunteer
It is also good practice to provide a copy of the medical assessment to the potential volunteer upon request.
Additional Resources
Criminal History
Criminal history checks are an invaluable tool for identifying unsuitable volunteers, however, they are not foolproof. It is estimated that 96% of child sex offenders have no relevant criminal record and even those with a criminal record may be able to avoid detection by giving false information.
Police checks are important if your volunteers will be:
- Working with children
- Working with frail, aged or disabled persons
- Transporting people
- Working with money
- Working with drugs or medicines
A blanket ban on people with any criminal history is unnecessary and could be viewed as discriminatory. The Human Rights and Equal Opportunities Commission notes that employment decisions based on criminal history should consider a number of factors to avoid discrimination.
To prevent discrimination it is recommended organisations consider:
- The relevance of the offence to the job
- Seriousness of the offence
- Recency of the offence
- Degree of risk to the organisation, clients and co-workers
There are three criminal history checks that need to be considered for Western Australian volunteers:
- Working with Children Check
- National Police Volunteer Check
- National Police Certificate
Additional Resources
Finding the Balance: Community Protection vs Individual Rights
Working with Children Check
In accordance with the Working with Children (Criminal Record Checking Act 2004 (WA) it is mandatory for volunteers undertaking "child related work" to undergo a working with children check, unless:
- Parents are volunteering in activities in which their children are involved (except those involving overnight camps)
- Volunteers are aged under 18 years
- People are visiting the state involved in volunteering activities for less than two weeks
A Working with Children Check is a national criminal record check undertaken by the Working with Children Screening Unit that considers convictions for all offences and charges for a limited range of serious offences. The purpose of the working with children check is to see if a volunteer has a criminal record that may place children at risk of harm.
It is important to understand that a criminal history in itself will not necessarily prevent a volunteer from working with children. When assessing a volunteer's criminal history, the circumstances of any convictions or certain charges, and their relevance to working with children, will be considered. Assessments of criminal records take into account:
- When the offence was committed or is alleged to have been committed
- The age of the person at the time the offence was committed or alleged to have been committed
- The nature of the offence and any relevance it has to child-related work
- Any information given by the applicant in relation to the application
- Anything else considered relevant to the decision
Following a Working with Children Check by the screening unit, volunteers will be given either:
- An assessment notice indicating that the person does not have a criminal record that prevents them from working with children
- A negative notice which prohibits a person from 'child related work'
- An interim negative notice which prohibits a person from 'child related work' until a final assessment can be made
If a volunteer receives an assessment notice then they will be sent a Working with Children Card which will be valid for 3 years, subject to changes in a person's criminal history. Organisations are permitted to commence a volunteer working with children when they show evidence that they have applied for a Working with Children Check, Organisations do not need to wait for the assessment to arrive.
For more information on the rights and obligations of volunteer organisations and volunteers and the working with children process visit:
Working with Children Check www.checkwwc.wa.gov.au
How to Apply
The Western Australian Government subsidies the cost of Working with Children Checks to cost $10 for volunteers and other unpaid people, such as students on placement as part of their studies.
Applications for Working with Children Checks must be made in person at certain Australia Post Outlets throughout the State. To find your nearest location visit Australia Post:www.auspost.com.au
Additional Resources
Working with Children Check, website: www.checkwwc.wa.gov.au
Working with Children Screening Unit
Telephone: (08) 6217 8500
Free Call STD: 1800 617 233
Fax: (08) 9481 3886
Email: checkquery@dcp.wa.gov.au
Creating a Child Protection Policy (training), WACOSS
(08) 9420 7222
Screening Volunteers in Sporting and Recreational Activities (training), Department of Sport and Recreation
(08) 9492 9700
National Police Check
The National Police Check provides basic information to a volunteer organisation about whether a potential volunteer has a criminal record or pending charge of any sort. However, it does not provide a detailed portable certificate. It can be used to check volunteers driving vehicles, handling finances, working with the aged and disabled.
The National Police Checks are not compulsory although highly recommended for people working high risk environments. It is also only current on the day it is issued. The information is provided to the volunteering organisation to assist them make employment decisions.
National Police Check Volunteer Program
The Volunteering Secretariat, together with the Western Australian Police, has developed a program enabling eligible Western Australian volunteers and volunteering organisations to receive a National Police Check at a reduced fee of $10.00 per person checked. The program has recently been extended to include any organisation involving volunteers, including state government and private sector organisations. Under the program if volunteers are required to have a Working with Children Check as well then they can obtain their National Police Check at no cost.
This program will mean that the 89% of people who have no criminal record can be checked at this basic level for $10.00. For those with a criminal record, a full National Police Certificate listing disclosable court outcomes and pending charges can be requested by the organisation and obtained by the volunteer at any police station for $44.50.
To find out more please refer to National Police Checks for Volunteers Project: Information Package including Frequently Asked Questions.
Additional Resources
National Police Checks for Volunteers Project: Application form
National Police Checks for Volunteers Project: Information Package including Frequently Asked Questions. Available:
Volunteering Secretariat
Telephone: (08)6217 8100
Free Call STD: 1800 617 233
Fax: (08) 9481 3886
Email: volunteering@communities.wa.gov.au
National Police Certificate
Volunteer organisations are advised to require those volunteers who are found to have convictions through the National Police Checks Program to obtain a full National Police Certificate from a police station at a cost of $44.50. These certificates list all pending charges and convictions and will assist volunteer organisations in deciding whether to take on a volunteer. They are also a portable certificate and can be used for paid employment also.
