May 2024 – New Police Vetting Process

Greetings,

Due to CPNZ’s close working relationship with NZ Police, and with patrollers having potential access to secure facilities (especially DCCs), a recent Police review has determined the need to vet any new potential CPNZ members to the same degree as Police employees.

This means as of 29 April 2024, all CPNZ applications will be processed using the 2016 internal Police Employee vetting form, called “New Police Applicant (Non VCA position)”.

Whilst this document is typically reserved for Police Supervisors/Hiring Managers only, NZ Police has authorised this document for CPNZ use.  The “New Police Applicant (Non VCA position)” form is only 3 pages (compared to the previous 4-7 page document).   We are not required to submit any Australian history checks at this time.

Please discard all copies of the old Vetting Request & Consent form

 

How to complete the new Request & Consent form:

 

For the benefit of CPNZ patrols, some fields have already been answered. The remaining questions (and answers) will depend on the applicant you are submitting for vetting.

For the best experience, we recommend you download the form and re-open the document using the free Adobe Acrobat PDF reader that allows you to embed your signature (using the PDF “sign” feature).

Please follow the instructions below to help guide you in completing the new document:

 

Section 1 (CPNZ Authorised Vetting Person or PLO to complete & sign)

 

  • Name of Applicant  –  enter the applicant’s FULL LEGAL NAME (as it appears on their ID)
  • Name of Police District  –   enter your  POLICE DISTRICT & PATROL NAME:
    • e.g. Central – Wanganui CP  (see example)
  • Applicant’s Role – Purpose of Vet:
    • Volunteer is already ticked.
    • Description of Applicant’s role is already populated.
  • Evidence of Identity (ID)  –   please tick the applicable boxes:
    • Primary ID (mandatory) – take a copy of their primary ID, then tick this box
    • Secondary ID (mandatory) – take a copy of their secondary ID, then tick this box
      • Notes:
        • if no Primary ID is available, please submit at least 3 types of Secondary ID.
        • at least one ID must contain a photograph and be of true resemblance.
        • applicants can obtain their IRD document (PDF) by logging into their MyIR account, or by calling IRD on 0800 227 774.
    • Evidence of Name Change where names differ (optional)
  • Checklist:
    • Tick box 1  –   confirm you have complied with our Agency Agreement.
    • Tick box 2  –   confirm you are satisfied you have correctly identified the Applicant’s identity.
    • Tick box 3  –   confirm you have obtained the applicant’s permission to submit this vetting request.
  • NZ Police Authorised Representative:
    • Name  –  AVP to enter their name *
    • Date  –   AVP to enter date at time of signing (e.g. 18/04/24)*
    • Signature  –   AVP to sign (either physically or using an e-signature image) *

* For legal reasons, only your patrol’s Authorised Vetting Person (CPNZ must have this person’s signature on record) shall enter their name, sign & date Section 1.  If your AVP is not available, your PLO is authorised to sign this section on their behalf.

Note:  Insertion of an e-signature (i.e. Electronic Signature – embedding a photo of your handwritten signature) is allowed.  Please click this e-signature link to learn how to create your own e-signature.   Whenever an e-signature is used, the Authorised Vetting Person shall tick the Electronic Signature box.

 

 Section 2 (Applicant to Complete & Sign)

 

Applicant must complete all compulsory fields marked with an asterisk (*)

  • Family Name  –   applicant to enter their last name
  • Given Names  –   applicant to enter all given names (first, middle names etc)
  • Gender  –   applicant to tick the appropriate box
  • Date of Birth  –   applicant to enter their date of birth
  • Place of Birth  –   applicant to enter the town/city they were born
  • Country of Birth  –   applicant to enter the country of birth
  • NZ Driver Licence (optional)  –   applicant to provide an NZ driver licence number
  • Previous Names  –   applicant to enter any other names they are/were known by (e.g. alias, maiden name, name changed by deed poll etc)
  • Permanent Residential Address:
    • House number & Street Name
    • Suburb (if applicable)
    • Post Code
    • City/Town/Rural District
  • Applicant’s Authorisation:
    • Tick box 1  –   applicant must tick to acknowledge they have understood this application.
    • Tick box 2  –   applicant must tick to acknowledge they give NZ Police consent to release any relevant information to CPNZ, for the purposes of assessing suitability as a patroller.
    • Applicant’s Name  –   applicant to enter their name.
    • Date  –   applicant to enter date at time of signing document (e.g. 18/04/24)
    • Signature – applicant to sign * (either physically or using an e-signature image)
        • as this is a legal document, only the applicant is permitted to sign this section.

Note:  Insertion of an e-signature (i.e. Electronic Signature – embedding a photo of your handwritten signature) is allowed.  Please click this e-signature link to learn how to create an e-signature.   Whenever an e-signature is used, the Applicant shall tick the Electronic Signature box.

* CPNZ must receive vetting applications within 60 days of an applicant’s consent date.

The following link will open the New Police Applicant (Non VCA position) form allowing you to enter data into the fillable fields (from your computer).   Once you have entered the necessary information, either choose “Print to PDF” to save the finished document onto your device, or download the file for further amendment.  Ensure to rename the document file with the applicant’s name.

New Police Applicant (Non VCA position) form

For those individuals who are computer savvy, we recommend the following:

  1. download (not print) the form to your computer
  2. re-open the document using the free Adobe Acrobat PDF reader
  3. complete the fillable fields
  4. embed your e-signature (using the PDF “sign” feature).
  5. print the document for the applicant to physically sign….or…..
  6. use the PDF share/e-sign feature to allow the applicant to open the document and electronically sign it.

Note:  we will have an online (paperless) solution coming soon.

 

How to email vetting documents to CPNZ Database

 

To help our database team locate your applicant’s documentation, please ensure to follow the steps below:

  1. send only 1 x vetting application per email
  2. label the email subject heading as:  [Applicant’s name] – Vetting, [Name of Patrol];
    • e.g. Donald Brown – Vetting, Wanganui CP
  3. for each application, please attach: 
    • signed/dated vetting forms
    • Copies of 2 x verified IDs 
  4. email these to:   database@cpnz.org.nz, from your Patrol’s authenticated CPNZ email (or Police domain) address.  DO NOT send privacy content from any other unauthorised email address.

Please also ensure to email us the following ‘completed’ legal documents and/or files:

  1. Code of Conduct
  2. Confidentiality Agreement
  3. CPNZ ID Card Application
  4. Digital ID photo (jpg or png format)
    • We require the original photo file taken from the device (we do not accept photos of paper photos).
    • Please DO NOT alter the original photo – we will make any necessary adjustments.
    • Digital photos should be of similar quality for a Passport application.  If in doubt, refer to the Online Photo Checker