Police Vetting requirements - FAQs
Please note that the Vetting request and consent form was updated in September 2023 - the current version attached below. Read on for further information and FAQs about this process....
Best practice and Diocesan policy is that everyone holding a Bishop's Licence (Clergy or Lay) or involved with other active ministry in a Church (eg Children's Church) is required to have a Police vetting check undertaken every three years.
It is recommended that each year Faith Communities ensure those involved in active ministry (eg Children's Church/Youth Group/ Pastoral visiting team) have up to date Police Vetting checks and that any new volunteers undertake a Police vetting check.
Those holding a Bishop's Licence as a Priest or Lay Minister do not need to action this until you are contacted individually by the Bishop's office when your Licence is due for renewal. Police vetting checks usually are timed to be undertaken when a Licence is renewed or issued.
1. Why do I have to have a Police Vetting check done?
Over the last few years there have been some significant legislation changes in New Zealand and an increasing need for all kinds of sectors in New Zealand to comply with this.
The Diocese, in common with all other Dioceses in New Zealand, sees going through this process as not only as best practice but essential for us to ensure that both the people offering the ministry and those we minister to are safeguarded. It is a basic requirement for ministry and involvement in the Church. This process is being echoed by other public and not-for-profit organisations that are involved with the care of others, especially children, young people and those considered vulnerable in any way. It increases our credibility in society, and helps to remind others that the church is in touch with reality.
It is important for the safety for everyone concerned, and for other agencies we work with, that we are really open and transparent and Police vetting is part of this process.
We don't ever expect that any issues will be raised by the Police vetting of people working on behalf of the Diocese but it provides an important safety net. In the event that anyone's status may change, it's really important that you let us know.
2. I have already had a recent Police check done for my employment/another role I have, do I have to complete a Police vetting for the Diocese?
Yes. While you may have a Police vetting check as part of an existing job or role, the check is only valid for when it is completed and for the requirements of that role. A Police vetting through the Diocese will be at a level which meets Diocesan requirements and at the level of risk for the ministry role you have with the Diocese.
3. What is the difference between Police vetting and Ministry of Justice criminal record check?
Police provide a vetting service for approved agencies that provide care to children, older people and vulnerable members of society in New Zealand.
A Police vetting result may include any information held by New Zealand Police whereas a Ministry of Justice criminal record check will only contain conviction history. For the purposes of the Diocese, it is best practice for the fuller Police vetting to be completed.
4.Application forms updated September 2023
It has been Diocesan policy for some time that Police vetting be undertaken at re-licencing time, the beginning of a new Licence or role.
The request and consent form for completing Police vetting applications was updated in September 2023 - attached below.
The Vulnerable Children Act 2014 and its Regulations have changed the requirements to apply for a Police Vetting check. All checks for those involved in ministry in the Diocese are submitted through the Diocesan office as an "Approved Agency".
5. What is the process for a Police Vetting Check?
**If you are applying for a Police Vetting Check for the first time:
An application form must be completed and returned to
Nicola Wong, EA to the Bishop's Office, PO Box 13170, Dunedin 9052 or may be emailed to: bishops.pa@calledsouth.org.nz along with copies of two forms of ID - primary and secondary.
These copies need to be noted as true and correct copies either at the Diocesan Office or by an Identity Referee.
The applications are lodged with the Police vetting agency through the Bishop's office.
If you have lived in Australia, please also complete Section 4: Australian Police Check.
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**If you are applying for a subsequent periodic Police Vetting check (within 3 years after the last one)
If you have had a Police Vetting undertaken through the Diocese within the last three years, you do not need to attach two forms of ID. Instead, please complete the attached confirmation as to whether or not your name has changed since the last Police Vetting. If your name has changed, please attach a supporting name change document.
Please send your completed Application form and Name change letter to
Nicola Wong, EA to the Bishop's Office, PO Box 13170, Dunedin 9052, or may be emailed to
The applications are lodged with the Police vetting agency through the Bishop's office.
6. Is there an application fee?
As a registered charity, the Diocese is exempt for charges with New Zealand Police vetting.
7.How current do my ID types have to be?
Current identity documents are preferred, but documents that have expired within the past five years may be accepted (eg passport). Please contact Nicola Wong for specific information.
8.What is a primary ID ?
Primary IDs are:
Passport (NZ or Overseas)
NZ Firearms Licence
NZ Full Birth Certificate (issued on or after 1998)
NZ Citizenship Certificate
NZ Refugee Travel Document
NZ Emergency Travel Document
NZ Certificate of Identity
8. What is a secondary ID?
Secondary IDs include:
NZ Driver Licence
18+ card
NZ Full Birth Certificate (issued before 1998)
Community Services card
SuperGold Card
NZ Employee Photo Identification Card
NZ Student Photo Identification Card
Inland Revenue number
NZ issued utility bill (issued not more than six months earlier)
NZ Teachers Registration certificate
NZ Electoral Roll Record
International Driving Permit
Steps to Freedom Form
9. I don't have any form of Primary ID.
We don’t think that the cost of a new birth certificate should be prohibitive to being licensed or undertaking ministry and would encourage people for whom this might be a concern, to discuss this with their faith community. A standard birth certificate is required by the Police. (See the Dept of Internal Affairs webpage for more information. Current cost is $33.)
10.What is needed if one of my ID types doesn't have a photograph (eg. I have a birth certificate and IRD number)?
There are some solutions to this - please don't let it put you off the process. Please contact Nicola Wong in the Diocesan office for more information and help.
11. Who is an Identity Referee? Who can witness my documents as true copies?
You can do this in person at the Diocesan office. See here for office details.
If you can't come into the Diocesan office, then Evidence of Identity checks may be completed by an Identity Referee.
An Identity Referee must:
be either a person of standing in the community (e.g. registered professional, religious or community leader, Police employee) or registered with the Approved Agency ( a Clergy person)
be over 16 years of age.
not be related or a partner/spouse.
not be a co‑resident of the applicant.
12. How does an Identity Referee certify my documents?
To verify an applicant’s identity, the Identity Referee must:
1. Sight the original versions of each identity document.
2. Compare the photographic image with the applicant to confirm they are the same person.
3. Sign and date a copy of each document to verify that the documents produced by the applicant relate to that person.
4. Provide his or her name and contact details.
Example: I confirm that this is a true copy of the original document which I have sighted. Signed Agnes Blog, 123 Cherry Lane, South Town, ph 0123456. Dated XXXXX
5. Send the signed identity documents to the Approved Agency.
13. What happens to my completed application?
The process which is followed is set out here on the Police vetting website.
The Police Vetting Agency portal is set up for the Diocese through the Bishop’s office. Your completed application form is sent to the Bishop’s office to be entered electronically by the Bishop’s Executive Assistant (“EA”), who is the only person authorised to submit and access this information.
All Police vetting information remains confidential to the Bishop’s office. The completed forms are kept in the Bishop’s office, where only the Bishop and the EA can access them.
When Police vetting applications are received back, a one-page report is provided with the details of the applicant and submitting Agency (the Diocese) from the form supplied. A box at the bottom of the report says:
Vetting Outcome: “This application is now complete and New Zealand Police have no information to release on this individual under the details supplied”
The Faith Community which submitted your application is advised by the EA that your Police Check was completed on [date] with “Nil Disclosure”. This is sent to the Safeguarding officer or other authorised person.
If any information was provided the EA would immediately let the Bishop/Vicar-General know as the EA acts as their representative in this regard.
A record of the date of your Police Check is kept in the Bishop’s office.
You are entitled as The Applicant (person being vetted) under the Privacy Act to a copy of your Report. Please let Nicola Wong know if you would like a copy.
Under the Police Vetting regulations, copies of application forms and supporting documents/reports are only allowed to be kept for 12 months. All documents over 12 months are securely disposed of through our commercial document destruction service.
14. I still have some questions about the process...
Please phone Nicola Wong at the Diocesan office for further help and information 03 488 0826.