Kia ora e te whānau,

There are updated Police Vetting Forms that we all need to use from now on. There is one for people 16 and over and one for people under 16. Please make sure you select the correct form for every new vetting request.
 

What’s changed
 

• NZPVS-08/25 is now the standard form

• NZVPS-04/25 will still be accepted for now, but will be phased out. Please move to NZPVS-08/25 as soon as you can

• Older versions, including NZVPS-07/23, will not be processed

• Always use the online form, not copies saved to your computer

• Please share this update with your team and whānau who help process vetting applications.

Access the new forms here

• Over 16 form

• Under 16 form

ID is required with every application
 

Applicants need to upload both a Primary and a Secondary ID with their form. If either is missing, the application cannot be processed and will be returned to you to resubmit.

• Primary ID examples: passport, New Zealand driver licence

• Secondary ID examples: birth certificate, recent bank statement or utility bill in your name.

What is the purpose of Police Vetting in Kōhanga Reo?
 

Police vetting is to help ensure the safety and wellbeing of tamariki attending Kōhanga Reo.

Every application is carefully reviewed by Te Kōhanga Reo National Trust to make sure that anyone working alongside tamariki meets the standards of care our kaupapa expects.

The Trust follows clear criteria when deciding whether a police vetting applicant with a criminal history can be cleared, or whether the matter needs to be referred to the whānau whakahaere for a decision.
 

How police vetting decisions are made
 

Te Kōhanga Reo National Trust reviews each police vet on a case-by-case basis, with whānau whakahaere as the employer making the final call when needed. Trust kaimahi look at whether any convictions are relevant to the role, the nature and pattern of any offending, how long ago it occurred, and the person’s history within Kōhanga Reo. Extra care is taken where tamariki may be particularly vulnerable. This approach keeps the process fair and transparent, and puts the safety and wellbeing of our mokopuna first.

Alongside these updates, there are also wider safety checking requirements set by the Ministry of Education as set out below…

Safety checking requirements for children’s workers

Under the Children’s Act 2014 and the Education and Training Act 2020 (set by the Ministry of Education), everyone working with tamariki must complete a full safety check before starting, and be re-checked every three years. These checks help us maintain safe and caring environments for our mokopuna.

What this means for your Kōhanga
 

• Make sure new kaimahi and volunteers who work with tamariki have completed a full safety check before they begin

• Keep an up-to-date record of all checks and re-check dates

• Contact the Kaupapa Support Services team if you are unsure about any part of the process

If checks are overdue
 

Our aim is always to support Kōhanga to stay on track. However, if checks are missed, the Ministry of Education may need to take further steps such as:

• Changing your licence to provisional or suspending it, with a set timeframe to become compliant

• In serious cases, cancelling your licence, which can affect funding

In very serious situations, where safety checking obligations have not been met, the matter may need to be referred to Police, and fines may apply.

A reminder for all Kōhanga   
 

• Always check that you’re using the latest version of any forms from the Trust website

• Don’t use stored or printed copies, as these may be out of date

• Keep clear records of all vetting and decisions made by whānau whakahaere

• Reach out early if you are unsure, the Kaupapa Support Services team are here to help.

If you have any pātai or need support, please contact Kaupapa Support Services, [email protected] or call 0800 KŌHANGA (0800 564 2642)

Ngā mihi nui,
Te Kōhanga Reo National Trust