Worker Screening: The Complete Guide for NDIS Providers
NDIS Worker Screening is a fundamental safeguarding requirement. No screening clearances means no registration. This guide covers everything providers need to know about who needs screening, how to apply, and what to expect.
Why Worker Screening Exists
Worker screening protects NDIS participants by:
- Identifying people who pose unacceptable risks
- Checking criminal history relevant to disability support
- Reviewing misconduct in NDIS and related sectors
- Enabling informed decisions about workforce suitability
The NDIS Worker Screening Check is specifically designed for disability services, unlike general police checks or Working With Children Checks.
Who Needs NDIS Worker Screening?
Mandatory: Risk-Assessed Roles
Workers in "risk-assessed roles" MUST have NDIS Worker Screening clearance. A role is risk-assessed if it involves:
Direct contact with participants:
- Providing support services
- Personal care assistance
- Therapeutic services
- Community access support
- Any face-to-face service delivery
Access to participant information:
- Viewing participant records
- Managing participant data
- Administrative access to sensitive information
Key personnel of registered providers:
- Directors
- Board members
- Partners
- Managers with significant influence
- Those responsible for compliance or operations
Key Personnel Definition
Key personnel includes anyone who:
- Is responsible for significant decisions affecting operations
- Has authority to direct the organisation
- Has significant influence over service delivery
- Manages compliance or quality functions
For sole traders, you are key personnel by definition.
Exemptions and Exceptions
Some workers may be exempt or have different requirements:
Students:
- Students on placement may be exempt if appropriately supervised
- Check specific requirements with your state/territory
Volunteers:
- Volunteers in low-risk roles may be exempt
- Volunteers in risk-assessed roles need screening
- "Low-risk" means no unsupervised participant contact
Equivalent Checks:
- Some jurisdictions accept equivalent checks in limited circumstances
- This is complex - don't assume equivalency without confirmation
Emergency Situations:
- Very limited emergency provisions exist
- Not a general exception to screening requirements
The Screening Process
How It Works
NDIS Worker Screening involves:
National Criminal History Check
- All states and territories
- Relevant convictions and charges
- Spent convictions (in some circumstances)
National NDIS Worker Screening Database
- Previous screening decisions
- Misconduct findings
- Exclusions and bans
Risk Assessment
- Evaluation of any adverse findings
- Determination of risk to participants
- Decision on clearance or exclusion
Application Process
Step 1: Identify Your State/Territory Screening Agency
Each state/territory has a designated screening agency:
- NSW: Service NSW
- VIC: Department of Justice and Community Safety
- QLD: Department of Justice and Attorney-General
- WA: Department of Communities
- SA: Department of Human Services
- TAS: Department of Justice
- ACT: Access Canberra
- NT: Safe NT
Step 2: Create an Account
- Visit your screening agency's website
- Create an online account
- Verify your identity
Step 3: Complete Application
Provide:
- Personal details (name, date of birth, address history)
- Identity documents (100 points of ID typically)
- Employment details or intended employer
- Consent for checks
Step 4: Pay the Fee
- Fees vary by state: $80 - $130
- Payment usually required at application
- Some jurisdictions offer concessions
Step 5: Wait for Processing
- Standard processing: 2-4 weeks
- Complex cases (adverse findings): 4-8 weeks or longer
- You can't rush this - plan ahead
Step 6: Receive Outcome
Outcomes are either:
- Clearance: You can work in risk-assessed roles
- Exclusion: You cannot work in risk-assessed roles
- Interim Bar: Temporary bar while assessment continues
Processing Times
Standard Applications (No Adverse Findings)
| State/Territory | Typical Timeframe |
|---|---|
| NSW | 2-3 weeks |
| VIC | 2-4 weeks |
| QLD | 2-3 weeks |
| WA | 3-4 weeks |
| SA | 2-3 weeks |
| TAS | 2-4 weeks |
| ACT | 2-3 weeks |
| NT | 2-4 weeks |
Complex Applications (With Adverse Findings)
If your application requires risk assessment due to criminal history or other factors:
- Initial review: 2-4 weeks
- Risk assessment: 4-8 weeks additional
- Total: 6-12 weeks or more
Why Applications Take Longer
- Criminal history requiring assessment
- Interstate history checks
- International history (if applicable)
- Misconduct findings to review
- Name or identity issues
- Documentation problems
What Triggers Risk Assessment?
Not all criminal history results in exclusion. Screening agencies assess:
Relevance: Is the offence relevant to disability work? Recency: How long ago did it occur? Severity: How serious was the offence? Pattern: Is there a pattern of behaviour? Rehabilitation: What evidence of rehabilitation exists?
Offences That Typically Result in Exclusion
- Sexual offences against vulnerable people
- Serious violent offences
- Offences involving exploitation or abuse
- Child-related offences
- Recent serious offences
Offences That Require Assessment
- Historic offences
- Less serious offences
- Offences unrelated to care or vulnerability
- Single incidents with evidence of rehabilitation
Offences Unlikely to Affect Clearance
- Minor traffic offences
- Very old minor offences
- Offences clearly unrelated to disability work
Costs by State
| State/Territory | Fee (2024-2025) |
|---|---|
| NSW | $80 |
| VIC | $121.30 |
| QLD | $113.40 |
| WA | $99.25 |
| SA | $119 |
| TAS | $109.70 |
| ACT | $80 |
| NT | $130.30 |
Fees are subject to change. Check current fees with your screening agency.
Employer Responsibilities
As a registered NDIS provider, you must:
Before Engagement
Verify clearance status:
- Check the NDIS Worker Screening Database
- Confirm clearance is current
- Verify identity matches clearance
Don't rely on:
- Worker saying they have clearance
- Old clearance certificates
- Clearances from other states (portability rules apply)
Ongoing
Monitor expiry dates:
- Clearances last 5 years
- Track when renewals are needed
- Don't let workers' clearances lapse
Report relevant changes:
- If you become aware of relevant charges
- If there are concerns about worker conduct
- Changes in circumstances that affect suitability
Maintain records:
- Clearance numbers
- Verification dates
- Expiry dates
- Verification evidence
Database Checks
You should verify clearances through the NDIS Worker Screening Database, not just clearance letters or certificates. The database shows:
- Current clearance status
- Any bars or exclusions
- Clearance expiry dates
Worker Responsibilities
Disclosure Requirements
Workers must disclose:
- Relevant criminal charges (even before conviction)
- Changes to criminal history
- Findings of misconduct
- Anything that affects their clearance status
Maintaining Clearance
Workers should:
- Know their clearance expiry date
- Renew before expiry
- Disclose changes promptly
- Not work in risk-assessed roles if excluded
Challenging Decisions
If you receive an exclusion, you can:
- Request reasons for the decision
- Provide additional information
- Appeal through appropriate channels
- Seek legal advice if needed
Portability Between States
NDIS Worker Screening clearances are designed to be nationally portable:
How it works:
- Clearance from one state should be recognised in others
- Workers don't need separate clearances for each state
- Employers verify through the national database
Practical considerations:
- Some administrative processes still vary
- Database access is key for verification
- Original clearance state maintains the record
Common Issues and Solutions
Issue: Application Taking Too Long
Solutions:
- Contact screening agency for status update
- Ensure all documentation is complete
- Check for email correspondence requesting information
- Plan ahead - don't leave screening until the last minute
Issue: Previous Criminal History
Solutions:
- Be honest on application - dishonesty is worse than history
- Provide context and evidence of rehabilitation
- Prepare for possible risk assessment
- Seek legal advice if concerned
Issue: Working While Waiting
Solutions:
- You cannot work in risk-assessed roles without clearance
- Limited exceptions exist for some circumstances
- Plan timing carefully - don't create gaps
Issue: Exclusion Decision
Solutions:
- Request detailed reasons
- Provide additional information if relevant
- Use formal appeal processes
- Seek legal advice
- Consider whether non-risk-assessed work is possible
For Registration Applicants
When to Start Screening
Start IMMEDIATELY when you decide to pursue registration:
- Screening can take 2-6 weeks minimum
- You cannot complete registration without clearances
- Delays here delay everything else
Who to Screen
Definitely:
- Yourself (if you're a key person)
- All directors and partners
- Anyone who will deliver services
Probably:
- Administrative staff with participant data access
- Anyone in a management role
Don't Wait
The most common registration delay is waiting for worker screening. Start screening as soon as you decide to register, not when you submit your application.
Summary: Key Points
| Requirement | Details |
|---|---|
| Who needs screening | Key personnel + risk-assessed roles |
| Cost | $80 - $130 (varies by state) |
| Processing time | 2-6 weeks (standard), 6-12 weeks (complex) |
| Validity | 5 years |
| Portability | National (verified through database) |
| Employer duty | Verify through database before engagement |
The Bottom Line
Worker screening is non-negotiable for NDIS providers. Start early, ensure everyone who needs screening has applied, and build screening verification into your recruitment processes.
Don't let screening be the reason your registration is delayed. Apply as soon as you decide to pursue registration, and factor in realistic timeframes for processing.
