Police Vetting for ECE in New Zealand – Compliance Guide (May 2026)

If you work in early childhood education (ECE) in New Zealand, police vetting isn’t optional — it’s a legal requirement under the Children’s Act 2014 (formerly the Vulnerable Children Act). This guide explains exactly what you need to do, who needs to be vetted, how often, and what happens if a vetting fails. All information is current as of May 2026.

Who needs a police vetting in ECE?

The Act divides children’s workers into two categories: core workers and non-core workers. Both require vetting, but the rules differ slightly.

Core workers

Core workers are people whose work involves regular, unsupervised contact with children. In ECE, this includes:

• Registered teachers and kaiako
• Teacher aides and support staff
• Centre managers and supervisors
• Any staff member who works directly with children for more than 3 hours per week

Core workers must be vetted before they start work and every 3 years after that (s. 15(3)).

Non-core workers

Non-core workers are those who have contact with children but are supervised or have limited interaction. Examples include:

• Administration staff who work in the office
• Cleaners who work after hours
• Contractors who visit occasionally (e.g., repair technicians)

Non-core workers must also be vetted, but the renewal period is every 3 years as well — there is no difference in frequency under the current regulations.

Interim safety checks

Before a full police vetting result comes back, you can still allow a person to start work — but only if you complete an interim safety check. This includes:

• Verifying their identity (e.g., passport, driver licence)
• Checking their work history and references
• Obtaining a signed declaration about any criminal convictions or pending charges

The interim check must be completed before the person starts work. The full vetting must then be initiated within 7 days (s. 16(2)). If the full vetting reveals a risk, you must immediately reassess the person’s suitability.

What happens if a police vetting fails?

A “fail” means the vetting has revealed information that makes the person unsuitable to work with children. This could include:

• Convictions for sexual offences against children
• Violent offences
• Drug offences
• Any other offence that indicates a risk to children

If a vetting fails, you must:

1. Immediately remove the person from any role involving contact with children (s. 17(1)).
2. Notify the person in writing of the outcome and their right to request a copy of the vetting result.
3. Consider whether the person can be redeployed to a non-child-contact role (e.g., admin work with no child interaction).
4. Keep records of the decision and any actions taken.

Three-year renewal cycle

All police vettings for ECE workers must be renewed every 3 years. This applies to both core and non-core workers. The 3-year period starts from the date the vetting was completed (not the date you requested it).

To stay compliant, we recommend setting up a reminder system. Many centres use a spreadsheet or HR software to track expiry dates. If a vetting expires, the person must stop working with children until a new vetting is obtained.

Record-keeping requirements

Under s. 18 of the Children’s Act, you must keep a record of every police vetting for at least 3 years after the person stops working for you. The record should include:

• The date the vetting was requested
• The date the result was received
• The outcome (pass/fail)
• Any actions taken as a result

These records must be kept securely and confidentially. Only people who need to know (e.g., the centre manager, HR) should have access.

What about volunteers and students?

Yes — volunteers and student teachers on placement are also covered. They must be vetted before they start, even if they are only at the centre for a short time. The same 3-year renewal rule applies if they continue volunteering or return for multiple placements.

How to request a police vetting

Police vettings are processed through the New Zealand Police Vetting Service. You need to:

1. Get the person’s written consent (using the official consent form).
2. Verify their identity (e.g., passport, driver licence, birth certificate).
3. Submit the request through the online portal or by post.
4. Wait for the result (usually 4–6 weeks, but can be longer).

You cannot charge the person for the cost of the vetting — it must be covered by the employer (s. 15(5)).

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