Welcome Quick Start Guide For Businesses – Certn-InterCheck Help Center

Thank you for choosing InterCheck Australia!

This quick start guide will run you through the basics of navigating InterCheck's business portal and how to successfully conduct Nationally Coordinated Criminal History Checks (NCCHC) on your employees/applicants:

How To Start Submitting Nationally Coordinated Criminal History Checks
- Check Purpose Requirements
Identity Document Requirements
Turn Around Time
How To Access Nationally Coordinated Criminal History Check Results (Manage Checks)
Customise Your Account

How To Start Submitting Nationally Coordinated Criminal History Checks (NCCHC)

STEP 1 - Email Invite
To start submitting checks, you will need to send an email invite to the applicant. This is commonly known as an invited check.

This email contains a link for them to complete their Nationally Coordinated Criminal History Check application and upload their ID.

On the left sidebar, click New Check > Start a NCCHC > Select Invite Check > Nationally Coordinated Criminal History Check > Next

STEP 2 - Check Type
Next, you will need to input all of the check details, including:

The check type:
- Volunteer, for unpaid volunteering or student placement
- Standard, for paid employment, contract work, licencing, etc.

If you wish to submit volunteer checks, please note there are strict requirements. You can find further information on volunteer requirements here

If you select standard, you will need to provide the check category:
- Employment, for paid employment or paid contract work
- Licence, for licence applications or accreditation
- Other (Position of Trust/Probity), for any other purpose where the applicant needs to present themselves as a fit and proper person, e.g. board members, homestay hosts, etc.

STEP 3 - Who pays

Prepay: The Business covers the cost, and pays on behalf of the applicant (by default, the applicant will not have access to the check results certificate, except if there is a Disclosable Court Outcome)
Passpay: Applicant pays for the application (both your business and the applicant will have access to the check results certificate)

If choosing prepay please ensure the business has available credits. For instructions on purchasing credits, see here

STEP 4 - Applicant details

Applicant's name
Applicant's email address (the invitation will be sent to the email address provided)

STEP 5 - Check purpose

You will also have the option to prefill the check purpose on behalf of the applicant.
For the check purpose, we need to understand the reason for conducting the check. The information you provide will assist the National Police Checking Service and relevant police jurisdictions in determining what information can be released in the event there is a match. Please see examples on how to complete this section below.

For a visual guide on how to send out invited checks see here

Additional Information

Check Purpose Requirements

Some examples of acceptable check purposes include:

Employment

Aged Care Support Worker, Caring House Nursing Home, Kempsey, New South Wales
Retail Assistant, Dress Warehouse, Melbourne, Victoria
Pet and House Sitter, Ultimate Pet Care Pty Ltd, Batemans Bay, New South Wales
Real estate Agent, Bigger and Better Houses Pty Ltd, Brighton, South Australia

Licence or regulation

Real Estate Licence, Department of Business and Trade, South Australia Government, Adelaide, South Australia
Resident in Family Daycare service household, Flowers Family Daycare (provider), Moree, New South
Wales

Probity – non-volunteer

For placement of an AuPair, Private residence, Canberra, Australian Capital Territory
To buy a caravan, Best Beach Resort and Caravan Park, Byron Bay, New South Wales

Probity – volunteer

Volunteer Support Coordinator, Cancer Council Australia, Sydney, New South Wales
Student medical placement, Bachelor of Medicine, Flinders University, Adelaide, South Australia
Volunteer Age Care visitor, Bendigo Blue Age Care Centre, Bendigo, Victoria
Volunteer Tour Guide, Australian War Memorial, Canberra, Australian Capital Territory

When providing the reason for your check, please note the following:

Acronyms and abbreviations will not be accepted
There is a 100-character limit for each of the fields
Multiple check purposes will not be accepted as each check purpose requires its own request

Identity Document Requirements

To complete the application, the applicant will need to provide the required identity documents and a selfie photo to link them to the application.

For the extensive list of documents and the identity document requirements please click here

Turn Around Time (TAT)

Once we have received all of the correct documentation, the application will be processed and submitted to the National Police Checking Service.

From here, 70% of check results are returned within 1-2 business days.

The remaining lodgements are ’flagged for manual review’ by the National Police Checking Service and relevant police jurisdiction. These applications are usually processed within 3-12 business days (or longer in some cases).

Applications are flagged for review when there is a partial or potential match with the applicant's details and a record in the National Police Checking Service database. The relevant police jurisdiction manually reviews these applications, which results in longer turnaround times.

For a more detailed explanation on the application submission and manual review please click here.

How To Access Nationally Coordinated Criminal History Check Results (Manage Checks)

To access the results once sent please click:

'Manage NCCHC' > 'Manage Checks' > Click the 'Result Tab'

By default, the show filter is 'one month'. If you cannot see an application please change this to 'all'.

From the 'Manage NCCHC' tab, the business can monitor all Nationally Coordinated Criminal History Check applications.

For a detailed explanation on how to manage checks please click here

Customising Your Account Settings

Once your account has been created, you may wish to customise your portal settings to suit your organisation’s needs. Below are some customisation options InterCheck provides.

Add More Users To Your Account

Click 'Administration' > 'User management' > 'Add new user'.
Input the new user's details and click 'save'. The new user will receive an email with their new login details.

For a step-by-step visual guide on how to add users please click here

Update Your Password

Click 'Administration' > 'User Management' > 'Manage Users'
A list of all active and inactive users will appear > Click 'Details'
Click 'update' once the information has been amended.

For a step-by-step visual guide on how to amend your password please click here

Customise Your Email 'Invite' Template

When sending out your invites, InterCheck has a default email template. If you'd like to customise this template go to:

'Administration' > 'Applicant settings' > 'Customise email templates' and click 'update' to save the changes.

Feel free to revise this template or add any additional instructions you would like to share with your applicants.

Make sure to never delete any coded text such as #FULL_NAME

Customise Your Landing Page

When the applicants receive the email it will include an 'invite link'. Once they click on this they will be taken to the business landing page.

When setting up your account, you can customise your 'landing page' to include your company logo and a custom welcome message.

To activate your custom landing page, go to 'Administration' > 'Applicant settings' > 'Custom landing page'.
Click 'Edit/activate' your landing page to get started.
Upload your company’s logo, customise your welcome message and click “activate landing page”.

You are now ready to start submitting checks!

Please check out our Help Centre for any other frequently asked questions or feel free to contact our support team!