Completing the form Request for Criminal Conviction History - Third Party Guide for priority service users July 2014 To get a copy of a person s criminal conviction history, both you and the person will need to fill in the form Request for criminal conviction history third party. You can get this form from justice.govt.nz/services/criminal-records This guide explains the information needed in each step of the form. Avoid processing delays We can only process your application if the form is filled in correctly. If details are missing or incorrect, we may need to contact you or return the form to you. This will cause delays. How to fill in this form 1. Please read all the instructions in the form. 2. Fill in the form electronically or by hand. 3. Check the form carefully before you send it to us so you can avoid processing delays. Filling in the form by hand Print the form. Write clearly. We are unable to process your request if we can t read the handwriting on the form. Use a black or blue ballpoint pen. Filling in the form electronically Type in your answers. Print the form and sign it using a black or blue ballpoint pen. (Electronic signatures cannot be accepted.) 1
Complete all the relevant sections In the form, you are referred to as the third party. You need to fill in Step 1. The person whose criminal conviction history you want to check needs to fill in the rest of the form. Step 1 is the grey section on page 1. Step 1 Third party to complete this section Full name of third party Full name of the person or organisation the third party is acting for (if applicable) Third party reference number (if applicable) Third party return address details Write in the name of your business or organisation If you are acting for someone else (such as a company that has hired your recruitment agency to hire staff), please write the name of the company you are acting for. You can provide your own a reference number for request tracking purposes if you want. This is the person we will send the criminal conviction report to, and the address we will use. Signature Check you have signed the form at the bottom of page 1 next to the red X. If you have not signed the form, we will send it back to you. 2
The person who is authorising the release of their criminal conviction history to you needs to complete the following steps (the blue sections). You need to check they have filled in the information correctly. Step 2 Your details Your Personal Details Check the information is correct Please make sure the surname, first name, middle names and date of birth the person writes in here match the identification they provide in Step 3. Place of birth Check that the person has written the town or city, not the hospital they were born in. For people born overseas, we need the town or city and the country. Previous names We need the person to provide any other names they are known as or have used. This information helps us to match the identity to any criminal conviction history. Your postal address Current residential address Please list any other New Zealand addresses you have lived at in the last 10 years Please make sure this is filled in, as we use addresses to match the criminal conviction history to an identity. The person needs to fill this in only if they live at a different address to their postal address. We only need New Zealand addresses. This information helps us to match the criminal conviction history to an identity. 3
Step 3 Your identification Check the person has attached a photocopy of any one of these identification documents New Zealand Driver Licence can be current or expired within the last 2 years, but cannot be cancelled, defaced or a temporary licence. New Zealand Passport can be current or expired within the last 2 years, but cannot be cancelled or defaced. Must show the person s signature. Overseas Passports must be current and cannot be expired, cancelled or defaced. Must show the person s signature. New Zealand Firearms Licence must be current and cannot be expired or defaced. Check the photocopy is legible Make sure the signature matches We will not be able to process your form if we cannot read the details on the identification. Check the person s signature on the form matches the signature on their identification. If the signature does not match we will not be able to process the request. If the person is using a passport as their identification, make sure the copy given to you includes the person s signature. In some passports, the signature page is separate from the photo page. What if the person does not have any of these forms of identification? If they don t have any of the identification listed in Step 3, check they have filled in Step 5. 4
Step 4 Your authority to release information to a third party Tick the report required I want a copy of the report provided to the third party Your signature Check the person has ticked the box for the type of convictions report you need. If the person wants a copy of the report we will send to you, they need to tick the Yes box. Check the person has signed the form at the bottom of page 3 next to the red X. If you send the form to us and the person has not signed it, we will send it back to you. Date Check that the person has written the date under their signature. We cannot process a form that is more than six months old. If the dates on the form are changed from the original, we will send it back to you. Step 5 Proof of identity If the person does not have one of the identification documents listed in Step 3, they will need to find someone who can confirm their identity. Who can be the identifier? The identifier must: have known the person for more than 12 months be aged 18 years or over have a daytime phone number and be available during normal business hours (9:00am to 5:00pm) not be a relative (a relative is a person connected by 5
blood or marriage) not live at the same address. Identifier s declaration Signature of the identifier What if the person can t get someone to complete Step 5? Make sure this section names the person whose identity is being confirmed, not the identifier. Check the identifier has signed at the bottom of page 4 next to the red X. If the person can t get someone to confirm their identity, they will need to complete a statutory declaration. You can get this form from justice.govt.nz/services/criminal-records Frequently asked questions For priority service customers How long does it take to get the criminal conviction history? What happens if the request is not returned after 8 working days? How do you measure service level times? Your request will be processed in 5 8 working days, depending on how complex it is. If we have not contacted you after 8 working days, please email your Criminal Records Priority Service Account Manager for an update using your dedicated Ministry of Justice email address. If your request is received in your Ministry of Justice email inbox by 9:00am on a working day, it will be processed within 5 8 working days from that date. If we receive your request after 9:00am, it will be processed within 5 8 working days from the next working day. 6
For standard service customers How long does it take to get the criminal conviction history? We will try to process your request within 20 working days from the date we receive it. This does not include the time it takes for the application to arrive to us or the time it takes to return our response to you in the post. Please do not phone us about your application until at least 20 working days have passed. What happens if the request is not returned after 20 working days? If we have not contacted you after 20 working days, please phone us on +64 4 918 8800 and ask to speak to a Criminal Records Officer. Please do not phone us about your application until at least 20 working days have passed. Can I email my request to the Ministry? No, you can t email your request to us. Please post your request to: Criminal Records Unit Ministry of Justice SX10161 Wellington 6011 New Zealand 7