National Police Vetting Service - Coming Soon

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

The National Police Vetting Service will launch sometime early 2023. Tennis NZ will communicate the exact date closer to the time.

Until then, the current Tennis NZ Police Vetting Policy applies, and the content on this particular page is for information purposes only.

Yes, there will be, and this date will be announced in 2023. Tennis NZ will support clubs and organisations to get all relevant people vetted before that date.

  • After this date, anyone who hasn’t been police vetted will need to stop their role.

  • Any new people joining or supporting your organisation after this date must be police vetted before commencing their role.

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.

After the service launches:

  • A tennis club or organisation will require an individual to be police vetted because they have a role that has regular contact with children or vulnerable adults.

  • Tennis NZ provide communication/email templates for organisations to forward to relevant people that will be required to have a police vet.

  • This means an individual will receive a link to the online Police Vetting Request and Consent Form directly from the organisation/s they support.

  • This online form can also be completed by an individual in advance of receiving communication from an organisation.

  • Once an individual has submitted the Request and Consent Form Tennis NZ will process the application with NZ Police.

  • The current Tennis NZ Police Vetting Policy and Process can be found here.

In line with the Tennis NZ Police Vetting Policy, Tennis NZ provide a national police vetting service and take care of the administration of police vetting for all eligible people. 

Clubs, Regions, Associations, and individuals are required to assist with this process by completing a Request and Consent Form that will be available later in 2023.  

A club (or organisation) has 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 those individuals directly to:
    1. Explain the requirements and importance of safeguarding (Tennis NZ will provide a template for this)
    2. Share the police vetting online form link with them
  • Keep in touch with Tennis NZ to track progress on who has or hasn't been vetted

  • 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. Please contact 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 (TNZ to provide), and a description of the issue to

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.

What’s the timeline for police vetting?

From the time an individual submits their Police Vetting Request and Consent Form, it will take approximately 1 month to be processed. NZ Police complete most applications within 20 days, and Tennis NZ needs about 10 days for its administration.

How often do I need to be Police vetted?

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

National Police Vetting Policy and Procedure


In line with the Tennis Participant Protection Policy and in conjunction with all New Zealand Tennis Entities, Tennis New Zealand takes all practicable steps to verify the suitability of individuals involved or about to be involved in tennis activities requiring regular or overnight contact with children or vulnerable adults. 

Coaches, leaders, volunteers, and other individuals interacting with children and vulnerable adults in sport are in a position of trust and influence.  They should ensure that everyone is treated with integrity and respect and that the self-esteem of the person is enhanced. 

Everyone involved in delivering tennis, especially to children and vulnerable adults, has a role to play in creating the best possible environment for them. 


This policy applies to all Tennis NZ, Region and Association employees, contractors, board members, clubs and their members, volunteer workers, tennis coaches, Affiliate organisations and their members that have regular or overnight contact with children or vulnerable adults. 

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

  • Overnight; or 

  • At least once per week; or 

  • On at least 4 days per month 

This policy also applies to those involved in organising, running, delivering, or officiating at tournaments, competitions, and events for children or vulnerable adults throughout the year. 


In relation to this policy: 

  • A child is defined as a person under the age of 18 (Children’s Act 2014). 

  • A vulnerable adult is an adult who is unable, by reason of detention, age, sickness, mental impairment, or any other cause, to withdraw themselves from the care of another person.  (NZ Crimes Act 1961) 

A vulnerable adult might be someone who has an intellectual or physical disability, has mental health needs, has a learning disability, is blind or visually impaired, is deaf or has a hearing impairment or has communication difficulties. 


Tennis NZ, Regions, Associations, Sub-Associations, Clubs, Coaches/Coaching Businesses, and Affiliate organisations all have a responsibility to comply with the following Police Vetting Policy by ensuring all relevant employees, contractors, volunteers, and members are police vetted.  Tennis NZ has an active role and provides a National Police Vetting Service to process police vets on behalf of all these organisations. 

To contribute to a safe and secure tennis environment, Tennis New Zealand requires all people who have regular contact with children or vulnerable adults (as defined in the policy scope), to undergo a police vetting check. This relates to, but is not limited, to the following groups of people: 

  • Club volunteer, club or coach helper, or paid club administrator 
  • Professional (paid) coach 
  • Individuals attending a Tennis NZ coaching qualification course 
  • Umpires or officials 
  • Tournament organiser or staff (paid or voluntary) 
  • Region/Association Team Manager 
  • National/Region/Association/Affiliate staff or representative   
  • Tennis NZ contractors 

All appointments of individuals who have sole or joint responsibility for children or vulnerable adults, are subject to the individual applicant receiving a police vet result either confirming a ‘no result’, or a ‘released with results’ deemed not serious enough to preclude the individual from involvement with tennis in New Zealand.   

In addition, Tennis New Zealand may undertake further police vetting at any time it considers appropriate, subject to fresh consent by the individual. If the procedure reports a previously undisclosed incident or behaviour relevant to this policy, the future of the individual’s continued involvement with Tennis New Zealand or other NZ Tennis Entity will be reviewed and may, if appropriate, be terminated.  

Tennis New Zealand reserves the right to provide the details of any police vet report ‘released with results’ to relevant personnel at the applicant’s delivery location/s, organisation/s and their governing Tennis Association or Region. 

The specifics of the report or record will be kept confidential to the Tennis New Zealand senior leadership team, and any clubs, centres, Associations, Regions, Affiliates, or organisations that engage the services of the applicant. 

For the sake of clarity, Tennis New Zealand nor any Region, Association nor clubs have any obligations under the Vulnerable Children Act 2014 or its amendments. 


Police Vetting Step by Step (a flow chart is also provided below) 

  1. Tennis NZ provides templated communication to all NZTEs to forward to people in its organisation that require a police vet to work or volunteer with children or vulnerable adults. The communication will include a link to the online Request And Consent Form. 

  2. NZTE communicates its safeguarding and police vetting requirements and asks relevant individuals to complete the police Request And Consent Form provided by Tennis NZ. 

  3. The NZTE follows all other safeguarding guidelines and best practice recommendations. 

  4. The individual completes the online Request And Consent Form. 

  5. Tennis NZ submit the form to NZ Police and expect results back within 20 days. 

  6. Tennis NZ send the individual the General Code of Conduct, and the Member Protection Declaration documents and ask them to complete and return to Tennis NZ. 

  7. The individual completes and returns the General Code of Conduct and Member Protection Declaration documents for Tennis NZ to file securely. 

  8. Tennis NZ receive Police Vet information and pass on to the individual and relevant location/s and organisation/s. 

  9. Tennis NZ and NZTEs follow up with individuals who have not completed any of the required steps 
  • Tennis New Zealand qualify as an ‘approved agency’ by the New Zealand Police. This entitles Tennis New Zealand to request a police vetting check to be carried out on any individual engaged by any NZ Tennis Entity who has regular or overnight contact with children or vulnerable adults or is involved in tournament, competition and event delivery to children or vulnerable adults. 
  • A police vetting report will provide information regarding any convictions, dates of those convictions, types of offences and the sentence imposed. The report will also advise whether the Police recommend that an individual does not have access to children, young people or vulnerable members of society due to behaviour of a violent or sexual nature (that may not, for whatever reason, have resulted in a conviction).
  • Tennis New Zealand require the subject of the report (individual) to authorise the request of a police vetting report by completing an official Request and Consent Form. Part of this form requires the individual to agree to authorise Tennis New Zealand with the right to pass on any police vet report ‘released with results’ to relevant personnel at the applicant’s delivery location/s, organisation/s, and their governing Tennis Association or Region. 

Refusal To Consent 

If an individual does not authorise Tennis New Zealand to obtain a police vetting report Tennis New Zealand will consider it necessary to recommend the applicant ceases involvement in tennis activities that require regular or overnight contact with, or tournament, competition and event delivery to, children or vulnerable adults. 


  • In some cases, it will be necessary to obtain the equivalent of a police vetting report or a copy of a criminal conviction record from another country where the individual concerned has resided. 

  • The individual concerned is entitled to request a copy of the Police vetting report obtained by Tennis New Zealand.

  • A nominated staff member at Tennis NZ will receive and review the Police vetting report. If it is a ‘no result’ the individual’s involvement can continue, or engagement can proceed. 

  • If the Police vetting report is returned ‘released with results’ Tennis New Zealand will decide if the individual is suitable to be involved with tennis delivery in New Zealand. If an NZTE already engages the individual, it may decide to suspend the individual pending the decision to either cease or continue their involvement with tennis delivery in New Zealand.  

  • If the individual is applying to take part in Tennis New Zealand coach development or National Participation programmes for the first time, or applying for a role with Tennis NZ, their application will be placed on hold pending the decision. When making this decision Tennis New Zealand may consider the following when assessing the results of a vetting report:

    • The offence is listed as one of the following ‘Specified Offences’  
      • Murder 
      • Sexual Offences 
      • Indecency Offences resulting in imprisonment 
      • Kidnapping 
      • Offences connected to child prostitution 
      • Possession or publication of child pornography 
      • Assault and/or violence towards a child 
      • Assault or violence towards a spouse or partner 
      • Possession of drugs for supply resulting in imprisonment 
      • Recidivist drink driving resulting in imprisonment 
      • Any other serious offence resulting in imprisonment for over 2 years 

  • The nature of the offence and relevance to involvement with tennis in New Zealand

  • Length of time since a crime was committed

  • Age and maturity now as compared to when the crime was committed, the seriousness of the crime e.g., length of sentence, use of a weapon, the circumstances at the time of violent behaviour

  • Pattern of offending, e.g., a short spate may indicate a ‘phase’ but a regular pattern may indicate continued inappropriate behaviour

  • Any other factors deemed relevant

Tennis New Zealand will work in conjunction with the individual to provide the details of any police vet released ‘with results’ to relevant personnel at their delivery location/s, organisation/s, and governing Tennis Association or Region.

Police Vetting Process Flowchart

Police vetting process flowchart lr am