Why Does a Nationally Coordinated Criminal History Check Matter for Hiring?

If you have ever advertised a job and wondered how thoroughly you should be vetting candidates, you are not alone. Most business owners understand the importance of background screening. Still, they may not know exactly what a Nationally Coordinated Criminal History Check covers, who administers it or how it differs from other forms of employment screening.

A Nationally Coordinated Criminal History Check (NCCHC), commonly known as a police check, is processed through the Australian Criminal Intelligence Commission's (ACIC) National Police Checking Service. It is used for employment, positions of trust and various licensing and registration purposes.

This guide explains what a criminal history check involves, why employers use it, how it fits into an employment history check and what businesses should consider when incorporating background screening into their hiring process.

What Does a Nationally Coordinated Criminal History Check Actually Cover?

A Nationally Coordinated Criminal History Check (NCCHC) is a nationally coordinated police check that considers relevant police information held across Australian jurisdictions. The information that can be released depends on the purpose of the check and the applicable state and territory spent-conviction legislation and information-release policies.

Depending on the applicant's circumstances and what is legally disclosable, a criminal history check may identify relevant information such as:

Importantly, an NCCHC should not be described as a complete record of everything a police agency may hold about an individual. The information included in the result is subject to the relevant information-release rules and spent-conviction legislation.

Because the process is nationally coordinated, employers can use an NCCHC rather than relying on a search limited to a single state or territory.

Why Do Employers Use a Criminal History Check Before Hiring?

Bringing someone into a business, whether they will handle cash, work with vulnerable people, access sensitive information or represent the organisation to clients, comes with responsibilities. A criminal history check gives employers relevant information to consider as part of a wider recruitment and risk-management process.

There are several reasons businesses include an NCCHC in their employment screening process:

• ✓ Role-specific requirements: Some roles and industries have specific screening obligations. Requirements can vary depending on the position, jurisdiction and legislation.
• ✓ Risk management: A criminal history check provides relevant information that can be considered alongside the position's requirements and responsibilities.
• ✓ Client and community trust: Businesses working with vulnerable people, sensitive information or customers in their homes may need appropriate screening procedures.
• ✓ Consistent recruitment: Applying a clear screening process to candidates for the same role can help employers make consistent recruitment decisions.
• ✓ Compliance and governance: Maintaining a documented screening process can form part of an organisation's broader approach to recruitment and workplace risk.

A criminal record does not automatically mean that a candidate cannot be employed. The Australian Human Rights Commission explains that employers should consider whether a person's criminal record prevents them from meeting the inherent requirements of the particular job, with the circumstances assessed on a case-by-case basis.

Some regulated roles may have additional requirements.

How Does an NCCHC Fit Into an Employment History Check?

A Nationally Coordinated Criminal History Check is one part of a broader employment screening process. It should not be confused with an employment history check, which focuses on a candidate's previous employment and professional background.

Depending on the role, an employer may combine several checks to create a more complete picture of an applicant.

For example, an employer may use an employment history check to confirm that a candidate worked for a particular organisation between certain dates, while a criminal history check addresses relevant disclosable police information. Combining these checks helps employers assess different aspects of a candidate rather than relying on a single screening result.

How Long Does a Nationally Coordinated Criminal History Check Take?

One of the most common questions employers ask is how long an NCCHC will take. According to ACIC, around 70% of police checks are completed within minutes. The remaining checks may be referred to one or more police agencies for manual processing.

Common names, older police information, incomplete records and the need to transfer or verify information between jurisdictions can contribute to longer processing times. ACIC also notes that there is no definitive processing time for every check.

This means employers should avoid promising candidates a specific turnaround time and allow sufficient time for a check to be completed.

What Do You Need to Complete a Criminal History Check?

To complete a Nationally Coordinated Criminal History Check, an applicant generally needs to provide personal information, identity documentation and informed consent. Exact requirements can vary by application and provider.

Information may include:

Because criminal history information is sensitive personal information under the Privacy Act 1988, employers should have clear processes for collecting, accessing, storing and disposing of screening information. The OAIC also notes that spent-conviction rules can affect how certain criminal record information may be disclosed and used.

Explaining the purpose of the check to candidates before requesting consent can also make the recruitment process more transparent.

Is a Nationally Coordinated Criminal History Check a Point-in-Time Check?

Yes. An NCCHC is a point-in-time criminal history check. This means the result reflects relevant police information available and disclosable when the check is processed. It does not continuously monitor a person's criminal history after the result has been issued.

ACIC also states that there is no standard national timeframe for how long a check result remains valid; the organisation requesting the check generally determines when a new check is required. For this reason, employers should establish their own screening policies based on the requirements and risk profile of the relevant role.

Getting the Check Right the First Time

Using an ACIC-accredited body gives organisations a recognised way to access the National Police Checking Service. ACIC accredits organisations to help individuals and businesses apply for and submit Nationally Coordinated Criminal History Checks.

When selecting a provider, employers should consider:

• ✓ Accreditation: Check that the provider is an ACIC-accredited body.
• ✓ Security: Understand how the provider handles applicant information and check results.
• ✓ Turnaround: Consider the provider's typical processing times while recognising that police processing times can vary.
• ✓ Screening options: Look for a provider that can support other employment screening requirements where needed.
• ✓ Ease of use: An online process can make it easier to request checks and manage candidate information.

Makesure provides Nationally Coordinated Criminal History Checks alongside other employment screening services, including right-to-work and employment verification checks.

Building a More Complete Hiring Process

A Nationally Coordinated Criminal History Check can provide valuable information during recruitment, but it should be considered as one part of a broader employment screening process.

Businesses should establish clear policies around when criminal history checks are required, what other screening checks apply to each role and how results will be assessed. Where a criminal record is identified, employers should consider its relevance to the specific position rather than treating every record as an automatic reason for exclusion. The Australian Human Rights Commission recommends assessing criminal records against the inherent requirements of the particular job and considering individual circumstances.

A consistent, transparent and well-documented approach can help businesses build a more structured hiring process while respecting candidate privacy and applicable legal requirements.

Ready to Build a Safer Hiring Process?

Getting your background screening process right can help your business make informed hiring decisions while supporting a consistent recruitment process.

Makesure provides Nationally Coordinated Criminal History Checks, employment verification, right-to-work checks, and other employment screening services through one secure online platform. Businesses can use these services to streamline candidate screening and verification.