Employing the right people is critical for community organisations. Beyond finding candidates with the right skills and values, you have legal obligations to screen workers before they commence in roles involving children, vulnerable adults or regulated services.
This guide explains the screening requirements that apply to Queensland community organisations and how to implement them effectively.
Why Screening Matters
Pre-employment screening serves multiple purposes:
- Protecting the safety of children, young people and vulnerable adults
- Meeting legislative and funding requirements
- Reducing organisational risk
- Demonstrating due diligence to stakeholders
- Building community trust in your services
Screening is not just a compliance exercise. It is a fundamental safeguard that must be embedded in your recruitment processes.
Blue Card Requirements
What is a Blue Card?
A blue card is issued by Blue Card Services (part of the Queensland Government) and authorises a person to work or volunteer in regulated child-related activities. The blue card system is established under the Working with Children (Risk Management and Screening) Act 2000 (Qld).
When is a Blue Card Required?
A blue card is required for anyone engaged in "regulated employment" or "regulated business" involving children. This includes:
- Paid employees in child-related roles
- Volunteers in child-related activities (in most circumstances)
- Self-employed people providing child-related services
- Trainees and students on placement in child-related settings
Blue Card Application Process
- The prospective worker completes an online application through the Blue Card Services portal
- Your organisation links to the application as the "regulated organisation"
- Blue Card Services conducts criminal history and other checks
- If approved, a blue card is issued (valid for three years)
- You receive notification of the outcome
No Card, No Start
Queensland law is clear: a person must hold a valid blue card before they commence in regulated child-related employment. This means you cannot allow someone to start work "while their application is being processed" unless they hold a current card from previous employment that can be linked to your organisation.
Police Check Requirements
National Police Checks
A National Police Check (also called a National Criminal History Check) searches police records across all Australian states and territories. While not always legally required, police checks are considered best practice for:
- All employees regardless of role
- Volunteers in positions of trust
- Contractors with access to your premises or systems
- Board members and committee members
NDIS Worker Screening
If your organisation is a registered NDIS provider, different screening requirements apply under the NDIS Worker Screening Check system:
- All workers in risk-assessed roles must hold an NDIS Worker Screening Clearance
- This is separate from and additional to blue card requirements
- NDIS Worker Screening is managed by the Queensland Worker Screening Unit
- Clearances are valid for five years
Risk-assessed roles include anyone who has more than incidental contact with NDIS participants, including:
- Support workers providing direct services
- Key personnel (CEO, board members, management)
- People involved in direct delivery of supports
When to Conduct Police Checks
Best practice is to conduct police checks:
- Before commencement of employment (as a condition of offer)
- Every three years during ongoing employment
- When concerns arise about an employee's conduct
- When an employee moves into a higher risk role
Understanding Police Check Results
A police check result will show "disclosable court outcomes" which may include:
- Convictions
- Pending charges
- Court appearances (including non-convictions in some circumstances)
A result that shows disclosable outcomes does not automatically disqualify a candidate. You must conduct a risk assessment considering:
- The nature and seriousness of the offence
- How long ago it occurred
- The person's age at the time
- Relevance to the role they are applying for
- Evidence of rehabilitation
- The vulnerability of your client group
Document your risk assessment and decision-making process.
Reference Checking
Why References Matter
Police checks and blue cards only reveal contact with the justice system. Many people who pose risks have never been charged with an offence. Thorough reference checking helps you:
- Verify employment history and qualifications
- Understand past performance and conduct
- Identify patterns of concerning behaviour
- Assess cultural fit with your organisation
Reference Checking Best Practice
Contact referees directly by phone rather than relying on written references, which may be generic or fabricated.
Ask specific questions about the candidate's:
- Reliability and attendance
- Relationships with colleagues and clients
- Response to feedback and supervision
- Any concerns about their conduct (and include a Child Safe question at this point)
- Whether the referee would re-employ them
Verify the referee's identity and relationship to the candidate. Be wary of referees who cannot be verified through organisational contact details.
Ask about gaps in employment history. Candidates who have been terminated for misconduct sometimes omit those employers from their history.
Document your findings and keep reference check records on file.
Qualification Verification
For roles requiring specific qualifications, verify directly with the issuing institution or registration body. Do not rely solely on copies of certificates, which can be falsified.
Key registrations to verify include:
- AHPRA registration for health professionals
- Teacher registration with the Queensland College of Teachers
- Working With Children Check (blue card) status
- NDIS Worker Screening Clearance status
- First aid and CPR currency
Building Screening into Your Recruitment Process
Policy Framework
Your pre-employment screening policy should specify:
- Which checks are required for which role types
- Who is responsible for conducting and reviewing checks
- How long screening takes (so candidates have realistic expectations)
- What happens if a check returns concerning results
- How screening records are stored and managed
Conditional Offers
Structure your offers of employment as conditional upon satisfactory completion of all screening requirements. This protects your organisation if screening reveals concerns.
Ongoing Monitoring
Screening is not just a recruitment activity. Your obligations continue throughout employment:
- Monitor blue card and registration expiry dates
- Conduct periodic re-screening (every 3 years is good practice)
- Require employees to disclose relevant changes (charges, convictions)
- Act promptly if you become aware of concerns
Common Pitfalls to Avoid
Allowing work to commence before screening is complete. This exposes your organisation to significant risk and may breach funding requirements.
Assuming a blue card covers everything. Blue cards only relate to child-related work. You may still need NDIS screening, police checks and other verifications.
Treating screening as a formality. Take time to review results carefully and conduct proper risk assessments where needed.
Failing to document. Keep records of all screening conducted, results received and decisions made.
Not re-screening existing staff. People's circumstances change. Regular re-screening helps identify emerging risks.
Templates and Resources
Having clear policies and procedures makes screening consistent and defensible. Our pre-employment screening policy templates cover:
- Blue card requirements and verification
- National police check procedures
- NDIS worker screening requirements
- Reference checking protocols
- Qualification verification
- Risk assessment frameworks for concerning results
Browse our People and Culture policy collection or contact us to discuss your screening requirements.
