FAQs

FAQs about Employment Background Screening

Here are some of our frequently asked questions that will help you better understand what we offer and how our employment background screening services can help your organisation.

Employment background screening and pre-employment screening are the terms used for the checks undertaken before employment is offered.

We considers employment screening a key component of a company’s risk management practices.  Checks can be undertaken pre-employment and throughout a candidate’s career e.g. as part of annual reviews or prior to promotion or change in roles.

A robust employment screening process might include but is not limited to the following checks:

  • Academic and Qualifications verification
  • Applicant Integrity Interview
  • APRA Disqualified Register check
  • APRA Enforceable Undertaking Register Check
  • ASIC Banned and Disqualified Register check
  • ASIC Enforceable Undertaking Register check
  • AFS Licensees Register check
  • AFS Licensees and Authorised Representatives Register Check
  • Anti-Money Laundering check
  • Bankruptcy checks
  • Business Interests / Directorships check
  • Credit History check
  • Digital Footprint check
  • Driver Licence Checks
  • Employment History verification
  • Entitlement to Work (visa) check
  • Identity Verification
  • Nationally Coordinated Criminal History Check (National Police Check)
  • Professional Body Membership check
  • Reference checks (automated, on phone or in person)
  • Trade Licence Checks

Take advantage of VerifyNow’s technology and automate your employment screening processes.

Know who you are hiring and mitigate risks to your business by confirming eligibility to work, requisite expertise, qualifications, criminal history, integrity and more.

The value of employment screening services extends beyond the on-boarding experience. It can be a regular health check on your organisation’s existing workforce too, by ensuring job specific qualification are current, memberships and licences are valid, police checks are up to date, and industry regulation job requirements continue to be compliant.

Companies such as Cogent Business Solutions conduct employment background screening. We are an accredited body with the Australian Criminal Intelligence Commission and member of the Professional Background Screening Association.

The duration varies as it is subject to employer’s requirements. It is also dependent on the position and the nature of the role. Some positions may only review the last five years of employment, while others may take into consideration 10, 15 or even 20 years of employment history.

Yes, anyone can undergo employment screening providing it is with the applicant’s informed consent. This consent allows the prospective employer company and their agents to complete the employment screening process.

Types of Checks
  • Academic and Qualifications verification
  • Applicant Integrity Interview
  • APRA Disqualified Register check
  • APRA Enforceable Undertaking Register Check
  • ASIC Banned and Disqualified Register check
  • ASIC Enforceable Undertaking Register check
  • AFS Licensees Register check
  • AFS Licensees and Authorised Representatives Register Check
  • Anti-Money Laundering check
  • Bankruptcy checks
  • Business Interests / Directorships check
  • Credit History check
  • Digital Footprint check
  • Driver Licence Checks
  • Employment History verification
  • Entitlement to Work check
  • Identity Verification
  • Nationally Coordinated Criminal History Check (National Police Check)
  • Professional Body Membership check
  • Reference checks (automated, on phone or in person)
  • Trade Licence Checks

The Australian Federal Government’s Document Verification Service (DVS) is an online system for comparing identifying information with a government-issued record.

The DVS checks whether the personal information on an identity document matches the original record. The DVS makes it harder for people to use fake identity documents.

Organisations processing Identity Verification need to make sure the applicants are who they claim to be. The Identity Matching Services provide a secure, fast and private way for identity documents to be verified.

VerifyNow utilises a gateway service provider to complete DVS activities.

Australian Federal Government Document Verification Service (DVS) is an online system for comparing identifying information with a government-issued record.

ACIC requires you to provide four documents from 3 categories, as below:

  • ONE Commencement of ID Document
  • ONE Primary Use in the Community Document
  • TWO Secondary Use in the Community Documents.

In all instances, the combination of identity documents must contain at minimum your full name, date of birth and a photograph. If you have provided identity documents using a former name, such as a maiden name, you must provide evidence of the name change in addition to the four identity documents.

The nature of the documents in each of the categories is summarised below:

Commencement of ID:

  • full Australian birth certificate (not an extract or birth card)
  • current Australian passport (not expired) (P)
  • Australian visa current at time of entry to Australia as a resident or tourist
  • ImmiCard issued by Department of Home Affairs (previously the Department of Immigration and Border Protection) that enables the cardholder to prove their visa and/or migration status and enrol in services (P)
  • certificate of identity issued by Department of Foreign Affairs and Trade (DFAT) to refugees and non-Australian citizens for entry to Australia
  • document of identity issued by DFAT to Australian citizens or persons who have the nationality of a Commonwealth country for travel purposes (P)
  • certificate of evidence of resident status.

Primary Use in Community Document

  • current Australian driver’s licence, learner permit or provisional licence issued by a state or territory, showing a signature and/or photo and the same name as claimed (P)
  • Australian marriage certificate issued by a state or territory (church or celebrant-issued certificates are not accepted)
  • current passport issued by a country other than Australia with a valid entry stamp or visa (P)
  • current proof of age or photo identity card issued by an Australian Government agency in the name of the applicant, with a signature and photo
  • current shooters or firearms licence showing a signature and photo (not minor or junior permit or licence) (P)
  • for persons under 18 years of age with no other Primary Use in Community Documents, a current student identification card with a signature or photo (P).

Secondary Use in Community Document

  • certificate of identity issued by DFAT
  • document of identity issued by DFAT (P)
  • convention travel document secondary (United Nations) issued by DFAT (P)
  • foreign government issued documents – for example, driver’s licence (P)
  • Medicare card
  • enrolment with the Australian Electoral Commission
  • security guard or crowd control photo licence (P)
  • evidence of right to an Australian government benefit – Centrelink or Veterans’ Affairs (P)
  • consular photo identity card issued by DFAT (P)
  • photo identity card issued to an officer by a police force (P)
  • photo identity card issued by the Australian Defence Force (P)
  • photo identity card issued by the Australian Government or a state or territory government (P)
  • Aviation Security Identification Card (ASIC) (P)
  • Maritime Security Identification Card (MSIC) (P)
  • credit reference check
  • Australian tertiary student photo identity document (P)
  • Australian secondary student photo identity document (P)
  • certified academic transcript from an Australian university
  • trusted referees report
  • bank card
  • credit card

ACIC has also advised that expired identity documents will no longer be acceptable.

Commonly referred to as the National Police Check, it is a certificate that details any Disclosable Court Outcomes (DCO) and pending charges associated with your name. You may need a police check for specific jobs or volunteer positions.

Cogent is an Australian Criminal Intelligence Commission (ACIC) Accredited Agency, having met the strict criteria of the application process.

The ACIC website states that a Nationally Coordinated Criminal History Check—or police check—is often required when applying for employment, Australian citizenship, appointment to positions of trust and a variety of licensing and registration schemes. It helps organisations make informed decisions about the suitability of applicants for:

  • recruitment, job applications and pre-employment screening
  • volunteer and not for profit positions
  • working with children or vulnerable people
  • immigration and citizenship
  • visa applications
  • adoption applications
  • occupation related licensing
  • firearm licensing.

There is no standard timeframe that a police check result is valid for. A police check is considered a ‘point in time’ check only, which means the results only reflect police records on the date and time the result is released. The organisation that requires the police check will typically determine the timeframe acceptable for a police check result to be valid, based on their own risk assessment or operational requirements.

Learn more from the ACIC website here.

The Australian Criminal Intelligence Commission (ACIC) is Australia’s national criminal intelligence agency. Our vision is for a safer Australia that is better connected, informed and capable of responding to crime.

We work with our state and territory, national and international partners on investigations and to collect intelligence to improve the national ability to respond to crime impacting Australia. Our coercive powers give us a unique intelligence collection capability and allow us to inform and provide critical contributions to national strategies to combat serious and organised crime, cybercrime and national security threats.

We are the conduit for sharing criminal information and intelligence between all state, territory and Commonwealth law enforcement agencies. We provide national criminal information and intelligence services to more than 70,000 police officers and other accredited users on a daily basis to keep them, and the Australian community safe.

More info about ACIC here.

Yes, Cogent Business Solutions is ACIC Accredited.

FAQs for Clients

Frequently asked questions for clients of VerifyNow

The time it takes to complete background checks on an applicants depends on the range of checks selected.

Yes you can. Only authorised administrators from your company can add additional users on the VerifyNow platform.

Employment background screening help employers hire with confidence as the process helps verify information provided by the candidates. Furthermore, the checks ensure candidates meet the job requirements in relation to appropriate experience, qualification, licences etc.

Without effective employee screening organisations run the risk of loss of corporate knowledge, increased chances of disharmonious employee relations, loss or theft of intellectual property or simply an increased burden on management and supervisors dealing with unsuitable staff. This results in a range of negative impacts that vary significantly in relation to the nature of the business. Disgruntled insiders can cause significant threats to business process, sales and reputation as well as poor morale and attitudes.

Yes, we can process international police checks but it is upon request only. Different countries have different requirements and the price will vary depending on the jurisdiction.

Yes, we can conduct checks for international candidates. Currently, we can complete international qualification, international criminal history checks and reference checks.

New clients can be set up within 24 hours once the required documentation is signed and returned. Once clients are set up on the system, they are be able to order checks immediately.

Our client support team is available by email and phone from Monday to Friday 9am – 5pm AEST. There are also handy FAQs and how-to guides on the VerifyNow dashboard to help you.

Yes, training is available. We provide training for all new clients as part of our onboarding process.

Client support is available Monday to Friday from 9am to 5pm AEST.

Take advantage of our team’s knowledge of what may be required in either a basic or comprehensive employment screening check.  Choose from 3 levels of service offering and let VerifyNow get on with the business of screening for you.

The answer is Yes.  We can create custom packages to suit your organisation’s requirements.  Get in touch to discuss this further.

FAQs for Applicants

Frequently asked questions for applicants using VerifyNow for employment screening

If you are a applicant, you will receive an email from VerifyNow with the login information.

Yes, file size limits will be outlined on the relevant sections when completing the form.

There is no standard timeframe that a police check result is valid for. A police check is considered a ‘point in time’ check only, which means the results only reflect police records on the date and time the result is released. The organisation that requires the police check will typically determine the timeframe acceptable for a police check result to be valid, based on their own risk assessment or operational requirements.

Learn more from the ACIC website here.

The VerifyNow team is available to support applicants with questions relating to the application and process via verifynow@cogent.com.au.

For information about results, you should contact your prospective employer who requested these checks.

About VerifyNow

Frequently asked questions about VerifyNow

Cogent Business Solutions (Cogent) own and operate VerifyNow, a digital employment screening platform. Cogent was established in 1996 as a management consultancy company with extensive experience in risk management, security, procurement and ICT. Today, Cogent is a leading provider of security vetting services.

All of our data is stored in Australia.

The VerifyNow platform is currently only servicing clients in Australia. If you are a client or applicant, you should have received a link via email.

Yes, you can access on mobile phone, tablet and desktop.

Get in Touch

If you want to learn more about how employment background screening can help your organisation find suitable candidates, please contact us for a commitment free conversation. We understand the challenges of finding good employees and that’s why we created VerifyNow.