Employment Checks Contract

  • Mandatory
Date: 1 Jun 2019 - 31 May 2024
Updated: 9 Jun 2022
Managed: NSW Procurement Contact owner
Type: Whole of government
Contract Number: 0011
Scope
Employment screening checks for all staff, including ongoing, fixed-term and contingent.

What's covered

All employment checks are covered by this contract – including checks for ongoing (permanent) staff, fixed-term contract and contingent staff. This includes:

  • Nationally Coordinated Criminal History Checks (NCCHC)
  • Nationally Coordinated Criminal History Checks (NCCHC) – Volunteer
  • Nationally Coordinated Criminal History Checks (NCCHC) – International
  • Identity checks
  • Entitlement to work (visa) checks
  • Probity checks
  • Directorship checks
  • Qualification checks
  • Employment references checks
  • Employment history checks
  • Bankruptcy checks
  • Professional membership checks
  • Financial responsibility checks
  • Licence checks
  • Civil litigation checks
  • Address verification checks
  • Credit checks

What's not covered

This contract does not cover:

  • psychometric testing
  • financial assessment services
  • physical testing such as medical testing or drug and alcohol testing.
Find related contracts and schemes

Psychometric testing is covered by the Talent Acquisition Scheme.

Financial assessment services are covered by the Financial Assessment Services.

Medical testing, physical testing, and drug and alcohol testing is covered by the Employment Related Medical Services Scheme.

What you need to know

The employment checks contract provides a consistent way to conduct screening checks for all staff. It should be used for permanent and fixed-term staff, and also contingent workers.

This mandatory, whole-of-government contract also:

  • provides access to several employment screening checks
  • provides real-time status updates on any checks you’ve ordered
  • lets you upload checks in batches
  • lets you customise emails or text messages
  • provides simple, automated reporting
  • ensures you comply with legislative requirements and government policies
  • enables process improvements and efficiencies across government
  • supports the NSW Government’s digital innovation strategy.

Agencies/clusters engage the supplier under a customer contract and order form.

Managed service providers will manage customer contracts for those agencies/clusters under Contractor Central.

What we mean by contingent workers

A contingent worker is someone who's been employed by a supplier to provide specific labour or services.

Contingent workers are hired on-demand on a temporary or per-project basis. They may be freelancers or independent contractors hired by your supplier for a specific job and timeframe.

They are not consultants or companies that you engage directly under a contract or statement of work.

How this contract integrates with your existing systems

This contract offers integrations with a list of human resource systems. Please contact the NSW Procurement Service Centre for more details.

It also integrates with Contractor Central. This means that your regular suppliers are able to initiate employment checks as part of their onboarding process for new staff.

Who to contact

For more information or advice, you can contact the head contract owner, NSW Procurement, by emailing nswbuy@treasury.nsw.gov.au

Approved suppliers

There are 3 prequalified suppliers for the employment checks contract. Check with your cluster manager if you're unsure who to approach.

Who's eligible to buy

The employment checks contract is a mandatory, whole-of-government agreement.

This means that all NSW Government agencies are eligible to use – and must use – this contract when ordering employment checks for staff, whether ongoing (permanent), fixed-term contract or contingent staff.

If your agency has a managed service provider, they will use Contractor Central to manage the process of employment checks on your behalf.

Non-government agency buyers can also apply to access this contract. If you'd like to know more, contact NSW Procurement using the details on this page.

How to buy: step by step

NSW Procurement manages the head agreement for the employment checks contract.

As an agency or cluster, you can engage a supplier from the approved List of suppliers tab on this page, using a customer contract and order form.

Step 1. Approach suppliers for pricing

You can approach suppliers directly or via NSW Procurement.

Ask for up-to-date pricing and contract documents, if you think you may need them.

Step 2. Choose your supplier

Some agencies already have a preferred supplier that they regularly buy from.

If your agency doesn’t have a preferred supplier, select the one that you believe best meets your needs based on costs, inclusions, and timeline.

You can read more about selecting suppliers in the buyer guidance pages on this site.

Step 3. Sign and return your contract documents

NSW Procurement manages the head agreement for this contract, but you'll need to establish a contract for the specific work you're asking your supplier to do.

Once you select your supplier, they should provide you with a pack that includes:

  • FADV service description (for your reference only)
  • Head agreement and signature page
  • Employment Checks - Customer Contract v 3.2. Required: make sure your authorised officer signs the final 2 pages.
  • Employment Checks - Procure IT v 3.2 Schedules and Order form.  Required: include the customer details.
  • Employment Checks - Module 10 - as a Service v3.2
  • Service Level Agreement (SLA)
  • Pricing
  • Dictionary
  • Module 10 Order Form v3.2. Required: provide a list of any other specific requirements for your contract.

When you sign and return your documents, your supplier will forward a copy of the signed contract to NSW Procurement.

Step 4. Follow up with your supplier

Speak to your supplier to set up a platform for your agency or cluster.

Make sure you confirm any details such as starting date, report type and frequency, or any specific exceptions and requirements you have.

It's helpful to understand how to manage a supplier relationship to avoid any unwanted surprises – for both you and your supplier.

Step 5. Let your team know

Once you've established the working relationship with your supplier, make sure your team knows who to contact whenever they need employment checks.

How to manage complaints and disputes

If a complaint or dispute occurs, both the buyer and the supplier must first seek resolution at the agency level.

You can view general information that may help you prepare for and manage complaints and disputes: