Third Party Criminal Conviction History Request User Guide September 2017 To get a copy of a person s criminal conviction history, both you and the person whose criminal conviction history you want to check ( Individual ) will need to fill in the form Request for criminal conviction history third party. 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. 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.) 2. Check the form carefully before you send it to us so you can avoid processing delays. 3. Email the completed form to: mailto:priorityapps@timg.co.nz 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 on page 1. Step 1 Third party to complete this section The following provides a summary of the key fields that you need to complete in Step 1 in the Request for criminal conviction history third party form. Customer ID We have put this in the application for you. Do not change this number. Third party name This is the name you provided. Please let us know if this has changed. Your reference Type of report You can provide your own a reference number for request tracking purposes if you want. Select All convictions and we will release all criminal and traffic convictions. Select Traffic convictions only and we will release only traffic convictions We will return the application form to you if you have not selected which report you want. Service level required This tells us what service level you want for this request. Please select one. GOLD 3 working days SILVER 10 working days BRONZE 15 working days We will return the application form to you if you have not selected a service level. Evidence of Identity Mark this box is to confirm if you have seen the Individual s ID document and are satisfied with the correctness of the Individual s identity. We will return the application to you if the box is has not been marked. You must keep a copy of the Individual s ID for audit purposes. 2
How to do the evidence of identity check. There are two ways to do this. 1. If you meet face to face with the individual, compare the photo on the ID they provide to the Individual. 2. If you do not meet face to face with the Individual, you need to compare the signature on the copy of the ID they provide to the Individual s signature on the application form. Third party signature and date Check you have signed and dated the form at the bottom of page 1. If you have not signed and dated the application form, we will send it back to you. IMPORTANT NOTE Failure to obtain authorisation to access an Individual s criminal conviction history (Step 4) or check the ID of the Individual may result in the Ministry terminating your contract for the delivery of criminal conviction histories. 3
The person who is authorising the release of their criminal conviction history to you needs to complete the following steps. 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 ID 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. NZ Driver Licence number If the person can provide their NZ Driver Licence please write the Driver Licence number here. This information helps us to match the identity to any criminal conviction history. Contact number This is the telephone or mobile number the person can be easily contacted on. Email Previous names If the person asks for a copy of the criminal conviction history report to be emailed to them we need their email address. 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 Please make sure this is fully completed, as we use addresses to match the criminal conviction history to an identity. If the person asks for a copy of the criminal conviction history report to be posted to them we need their postal address. 4
Current residential address Please list any other New Zealand addresses you have lived at in the last 10 years 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. Step 3 Your identification The applicant must provide you with their ID. We only accept the ID s listed in the table below. Check the person has attached a photocopy of any one of these identification documents IMPORTANT NOTE We only accept the ID s listed on the application form We do not accept any other ID We only accept these ID s 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. Your RealMe identity verified by the third party through RealMe What if the person does not have any of these forms of identification? Check the photocopy of the ID is legible Make sure the signature matches If they don t have any of the identification listed in Step 3, check they have filled in Step 5. You cannot confirm the person s identity if you cannot read the details on the ID they provide. Check the person s signature on the form matches the signature on their identification. If the person is using a passport as their identification, make 5
sure the copy given to you includes the person s signature. In some passports, the signature page is separate from the photo page. Step 4 Your authority to release information to a third party Only the applicant can complete this section. I want a copy of the report provided to the third party Please send via email or post Your signature If the person wants a copy of the report, they need to tick the Yes box and tell us by marking the box to send it by either email or post. 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. If you send the form to us and the person has not dated it, 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) 6
not be a relative (a relative is a person connected by 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 How long does it take to get the criminal conviction history report? We will process your request within the service level you select. What happens if I don t receive a report? Please contact your account manager at the Ministry of Justice Criminal Records Unit. Where do I send the completed application form? Email to: priorityapps@timg.co.nz Who do I contact if I have an enquiry about an application or the service? How do you calculate working days for the service level? Phone your account manager or email: CCHrequests@justice.govt.nz If you send us a completed application before 8:00am we will provide a response within the service level you selected which commences the day we received the application. If you send us a completed application after 8:00am we will provide a response within the service level you selected which commences the day after we received the application. Please refer to your contract for more detailed information. 7