SAFE (Police Vetting)

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Once your team, coaches, volunteers have submitted their police vetting request on the TNZ website, the Portal administrator will need to add them into your Club profile in order to check their SAFE Status. 

When people complete the New Zealand Police Vetting Request & Consent Form , the
system relies on an exact match between:

1. The name they enter on the Police Vetting form, and
2. The name recorded for them in the Tennis NZ Portal

If a portal administrator enters a nickname, shortened name, middle name instead of first
name, or a name with a different spelling, the vetting result may not link back to the profile
that exists in the portal.

For example:

• “Michael” vs “Mike”
• “Nicola” vs “Nicky”
• “Jane MiddleName-Jones” vs “Jane Middlename Jones” (hyphen differences)
• “Ben ” vs “Benjamin ”

When these don’t match exactly, the vetting result is received by Tennis NZ, but the system
can’t automatically attach it to the person’s existing profile. That means they won’t show
under the Club’s SAFE Status even though they have submitted their forms .

1. Ensure the Portal Administrator use their full legal name
They should enter the name exactly as it appears on their ID when completing the Police Vetting form.

2. Check the club’s portal profiles
Make sure the names in the portal match their legal names too. Updating the portal name to the legal name will allow portal to link the vetting record correctly. This is also the same for email addresses too 

3. A helpful tip for future requests is to ask coaches or volunteers to forward you the automatic “thank you” email they receive from Tennis NZ after submitting their Police Vetting form. This email confirms their submission, includes their email address, and often displays the legal name they used - which makes it much easier to resolve any mismatches if they occur. 

4. Tennis NZ can manually match records
If the forms have been submitted but aren’t showing and you have done all th troubleshooting outlined above, Tennis NZ can manually connect the vetting result to each person’s profile once you know the correct legal name that was used.

Email portal@tennis.kiwi for information