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Criminal History Screening for Department of Education Sites Policy


1. Policy statement

Screening for criminal convictions is undertaken to maximise the safe learning and working environment for students and staff and other persons attending public schools and working within the Department of Education (the Department).

2. Policy rules

All employees must have a current Screening Clearance Number issued by the Department’s Screening Unit before commencement of employment with the Department, consistent with the Department’s ‘No Screen, No Start’ policy position.  This also applies to people employed on a casual basis.

3. Responsibility for implementation and compliance

Implementation of the policy is the responsibility of principals and line managers.

Compliance monitoring is the responsibility of the Executive Director, Professional Standards and Conduct.

4. Scope

This policy applies to all employees.

6. Definitions

Any person who submits an application for a Nationally Coordinated Criminal History Check under this policy.

Australian Criminal Intelligence Commission (ACIC) is the federal government agency that facilitates the provision of criminal record information to accredited agencies.

The Department uses the ACIC to access criminal records through the National Names Index and National Police Checking Services across all states and territories.

The process of gathering relevant information about an applicant’s criminal record in order to assist in making an informed decision about that person’s suitability relevant to their application.

Any person who is currently employed by the Department under the School Education Act 1999, or the Public Sector Management Act 1994.

A collation of police and conviction history information about an individual that has been determined releasable by Australia’s police agencies and made available to the Department of Education Screening Unit by the Australian Criminal Intelligence Commission (ACIC) in accordance with the contractual Agreement between the ACIC and the Department for the purposes of pre-employment/placement/enrolment probity screening.  The check involves processing an individual’s biographic details, including name and date of birth, against information held by the ACIC through the National Police Checking Service Support System.

The requirement that all new employees, and former employees with a break in service, must be cleared through a Nationally Coordinated Criminal History Check and allocated a valid Screening Clearance Number (SCN) prior to commencement.

A unique number allocated by the Screening Unit to applicants who have had a Nationally Coordinated Criminal History Check processed and have been cleared and permitted to seek employment, placement or enrolment within the Department of Education.

The committee responsible for making decisions on behalf of the Director General and making recommendations concerning employees/applicants for a Nationally Coordinated Criminal History Check whose convictions are disclosed as a result of criminal record checks

A function within HRMIS allowing Department worksites to check a potential employee’s screening status prior to commencement.

The unit that acts on behalf of the Director General to administer the process of Nationally Coordinated Criminal History Check (criminal history screening) for the Department of Education

A conviction that has been declared or certified as spent under the Spent Convictions Act 1988 or ordered spent under Section 39 of the Sentencing Act 1995.  In Western Australia the Spent Convictions Act 1988 provides for individuals to apply to have certain convictions to be certified or declared spent, generally after 10 years, provided there has been no further convictions.  The Department is allowed to consider spent convictions pursuant to an exemption under Schedule 3 of the Spent Convictions Act 1988.

A person who engages in voluntary work where the employment provides no remuneration to the individual, and/or the work undertaken fulfils a charity or community service good.  A tertiary student undertaking a practicum in a school is considered a volunteer

7. Related documents

8. Contact information

Policy manager:

Executive Director, Professional Standards and Conduct

Policy contact officer:

Screening Unit, Professional Standards and Conduct

T: 9264 4477

Physical address:                                             

Screening Unit
Department of Education
151 Royal Street
East Perth  WA  6004

Postal address:

Screening Unit
Department of Education
Locked Bag 2
East Perth  WA  6892

T:  9264 4477



9. History of changes

Effective date Last update date Policy version no.
24 December 2013 2.0
Criminal Screening policy reviewed and extensive changes made. Recast in new policy model. Director General endorsement D13/0679611.
3 May 2017 3.0
The Criminal Screening Policy has undergone a major review. Endorsed by the Director General at Corporate Executive on 10 March 2017.
3 May 2017 3 October 2017 3.1
Minor changes to policy title D18/0435828 and to include reference to Public Schools D18/0151652.
26 March 2019 3.2
Major changes have been made to the policy and procedures. Endorsed by the Director General at Corporate Executive on 20 February 2019.
1 September 2020 4.0
Major review of the policy and procedures undertaken. Endorsed by the Director General on 24 August 2020. D20/0424094
1 September 2020 27 October 2021 4.1
Minor change to Screening Unit contact number D21/0610043

10. More information

Policy review date

1 September 2023

Policy last updated

27 October 2021