National Police Vetting Service

The National Police Vetting Service launched in June 2023.

This is the first time police vetting will be required for all tennis volunteers or workers around the country who have contact with children and vulnerable adults.

As well as contributing significantly towards a safe tennis environment, the national service was created by Tennis NZ to reduce the administrative workload of police vetting on club volunteers, region, association, and affiliate staff.

Prior to June 2023, Tennis NZ provided a police vetting service for specific roles in tennis. For example (but not limited to), coaches applying for a coaching qualification course, Hot Shots, Cardio Tennis, Tennis Xpress coaches, and Hot Shots Community Play coordinators.

Who needs to be police vetted?

• Anyone who has regular contact with children or vulnerable adults requires a current police vet. Regular contact is defined as overnight; or at least once per week; or at least 4 times per month and also includes those involved in organising, running, delivering or officiating, at tournaments, competitions and events throughout the year for children and vulnerable adults.
  
  
• Police vets can be carried out for anyone aged ten years and older.

Does everyone at my club need to be police vetted?

Anyone who has regular contact with children or vulnerable adults must be police vetted. Committee members might like to be police vetted as a demonstration of best practice.

Does it matter if some people that need to be aren’t police vetted?

Yes, it does matter. Keeping children and vulnerable people safe and free from any form of emotional, physical and sexual abuse and misconduct in tennis is everyone’s responsibility.  Police vetting exists to assist with this, and anyone in a role that has regular contact with children or vulnerable adults needs to be police vetted by Tennis NZ.

New Zealand Police carry out police vets. Only approved agencies can submit vetting applications to the police, and Tennis NZ is registered as an approved agency.

Tennis NZ has created a version of NZ Police's Request and Consent Form that collects all the information NZ Police require.

Individuals can complete a Request and Consent Form here.

• It is the responsibility of tennis clubs and organisations to ensure that all people working or volunteering with children and vulnerable adults at their club or organisation complete a Request and Consent Form. 

• Tennis NZ has created an editable letter for clubs and organisations to forward to people that need to be police vetted. Download it here.
  
  
• An individual can also complete a Request and Consent Form in advance of receiving communication from a club or organisation they work or volunteer for.
  
  
• Once an individual has submitted the Request and Consent Form Tennis NZ will process the application with NZ Police.
  
  
• The Tennis NZ Police Vetting Policy and Process can be found here.

In line with the Tennis NZ Police Vetting Policy, Tennis NZ provides a national police vetting service and takes care of administering police vetting for all eligible people. 

As an approved agency, Tennis NZ sends Request and Consent Forms to the NZ Police.

Clubs, Regions, Associations, and individuals must assist with this process by ensuring all people needing police vetting in their club or organisation complete a Request and Consent Form.

Tennis Clubs and organisations have a few responsibilities relating to the National Police Vetting Service.

• Provide your region, association, and Tennis NZ with a list of all people in your club/organisation that will require a police vet
  
  
• Contact individuals directly to explain the requirements and importance of safeguarding and share a link so they can complete the online Request and Consent Form (here is an editable letter you can download)
  
  
• Use the TNZ Portal to track progress on who has or hasn't been vetted (www.portal.tennis.kiwi)
  
  
• Follow up with anyone who hasn't submitted their online police vetting form to Tennis NZ

Further mandatory safeguarding responsibilities for all tennis organisations can be found here.

I have a minor/irrelevant offence(s), will these be used to determine my suitability to coach, volunteer, or be involved?

No. Tennis NZ wishes to emphasise that Police Vetting is not an attempt to identify or disqualify individuals with minor or irrelevant criminal records.

What information is released in my Police Vet?

The New Zealand Police may release any information they hold if relevant to the purpose of this vetting request. This includes:

• Conviction history and infringement/demerit reports.
• Active charges and warrants to arrest.
• Charges that did not result in a conviction including those that were acquitted, discharged without conviction, diverted, or withdrawn.
• Any interaction the individual has had with New Zealand Police considered relevant to the role being vetted, including investigations that did not result in prosecution.
• Information regarding family violence where the individual was the victim, offender or witness to an incident or offence, primarily in cases where the role being vetted takes place in a home environment where exposure to physical or verbal violence could place vulnerable persons at emotional or physical risk.
• Information subject to name suppression where that information is necessary to the purpose of the vet.

NZ Police have more information on vetting here.

Can I see a copy of my Police Vet result?

Yes, Tennis NZ can share a copy of your Police vetting results with you within 3 months of it being completed (for records from further back than this, you will need to contact the NZ Police directly). Please contact admin@tennis.kiwi for this.

Can I dispute a vet result released by the NZ Police?

Yes, you will need to email the name of the agency (Tennis New Zealand), your full name, date of birth, the date the vetting check was submitted (ask Tennis NZ for this), and a description of the issue to qa.vetting@police.govt.nz

My Police vet might raise some concerns, what happens now?

You will be contacted by Tennis NZ to discuss your result. You will be given an opportunity to appeal that result if you wish to do so.

Every three years. You will be notified by Tennis NZ when you need to renew your Police Vet.

You can see the full Tennis NZ Police Vetting Policy and Procedure here

If an individual is in immediate danger, please contact the Police on 111.

Please remember, information submitted through this form will be kept confidential in line with the Tennis NZ Police Vetting Policy and Procedure. Police vetting is not an attempt to identify or disqualify individuals with minor or irrelevant criminal records.

Police Vetting Request and Consent Form

Please complete the form linked above if you are an individual involved in tennis that has regular or overnight contact with children or vulnerable adults.

Regular or Overnight Contact means you have contact (other than merely incidental contact) with a child, children, or vulnerable adults:

• Overnight; or
• At least once each week; or
• On at least 4 days each month

You will also need to complete this form if you are involved in organising, running, delivering, or officiating at tournaments, competitions, and events for children or vulnerable adults throughout the year.

Please have identity documents ready to upload including one photographic ID: 

• Primary ID document (e.g. passport, drivers license etc.)
• Secondary ID document (e.g. 18+ card, Community Services Card, firearms license, original birth certificate etc.)
• If applicable, evidence of name change where names differ (e.g. marriage/civil union certificate, statutory declaration. etc)