Who is this for?

HR Managers, Operations Managers, and People and Culture Managers in Victoria.

About this resource

Since 1 February 2021, everyone who works for a Registered NDIS Provider in ‘risk-assessed roles’ in Victoria must have a valid NDIS Worker Screening Check before they can commence work. This resource provides disability service providers and prospective applicants with the answers to some frequently asked questions regarding the NDIS Checks application process.

Frequently asked questions

What is the cost of a NDIS Worker Screening Check?  

From 1 July 2023, NDIS worker screening checks will cost 128.20AUD.   

How does the process to get a NDIS Worker Screening Check work?  

The applicant can apply online or via a manual application form. The application is sent to Service Victoria (SV) who process the application in the first instance. If there are issues with the application, they will contact the applicant for more information or forward the application to the NDIS Worker Screening Unit. An example where an application is sent through to the NDIS Worker Screening Unit is where an applicant may have a criminal record, or there may be questions around whether they have provided sufficient ID.    

The employer will be sent an email from the NDIS Commission asking them to verify the worker. Once the application is processed by SV or DGS and verified by the employer, it goes through for a National criminal check with the Australian Criminal Intelligence Commission (ACIC).   

Once the check has cleared the national police check, the applicant will receive an email with an outcome of their application. The email will contain their Worker Screening ID, which the worker should note as they will need this number if they change jobs and need to prove their worker screening clearance to a new employer.    

I am having trouble verifying a worker. What can I do?  

Employers need to give new recruits their ‘employer ID’ to use when applying for a check. To find an employer ID, see the NDIS Commission’s Generate Employer ID Reference Guide. If organisations are having trouble linking a worker to their organisation, these other Quick Reference Guides may assist.     

Can an RTO be considered an employer?  

Universities and Registered Training Organisations (RTOs) will need access to the NDIS Worker Screening Database to verify tertiary or TAFE students for the purposes of the Worker Screening Check. To request access to the NDIS Worker Screening Database, a university or RTO representative will need to complete the Apply for registration form. The representative will receive an email with an outcome to their access request. If approved, they will receive instructions on how to login. A PRODA account is also required to login. If the representative does not already have one, they can register for a PRODA account using the details in the access approval email.  

The university or RTO must be registered for access to the NDIS Worker Screening Database so a student can select them on their NDIS Worker Screening Check application.  

When a student makes an application for an NDIS Worker Screening Check, as part of the application process, they will be required to select an employer to verify their application. They can choose their university or Registered Training Organisation (RTO) as the employer. The representative of the university or RTO will then receive a request to verify the student’s application for an NDIS Worker Screening Check.  

When the worker (including tertiary and TAFE students) attends their placement, it is the responsibility of the registered NDIS providers to ensure that if the worker is in a risk assessed role they have a worker screening clearance that meets the requirements of the National Disability Insurance Scheme (Worker Screening—Practice Standards) Rules 2018 (the Rules). This helps ensure that key personnel and workers in these roles do not pose an unacceptable risk to the safety and wellbeing of NDIS participants.  

For more information on the NDIS Worker Screening Database, including how to apply for access to and use the Database, please refer to the NDIS Worker Screening page, Flow chart: NDIS Worker Screening Check – Application process and Quick reference guide: Unregistered Provider - Request access to the NDIS Worker Screening Database (NWSD).  

Can my workers get a NDIS Worker Screening Check if I am an unregistered provider?  

If a worker is working for a self-managed participant or an unregistered provider, it is not mandatory for them to obtain a NDIS worker screening clearance or have an acceptable check under the transitional and special arrangements. However, self-managed participants and unregistered providers can request workers who are providing supports and services to demonstrate that they have a NDIS worker screening clearance or an acceptable check, or request that the worker applies for one. Unregistered providers can find their Employer ID by following Unregistered Provider steps to find their Employer Id.  

Why is the manual application form not available for download?   

The team at Service Victoria receives more than 2000 manual applications monthly, out of which 80% are not able to be processed because providers have used an outdated form, the mailed documents have not been certified, or the worker has missing documentation. To prevent delays, the only way to get a manual application form is by contacting Service Victoria at ‘Vicky’, an online virtual assistant. This ensures that applicants get the most recent form and thus, that the application complies with current requirements. Please make sure that all documents are correctly certified before submitting.   

How can volunteers get a NDIS Worker Screening Check?  

Adult volunteers can create a Service Victoria account, prove their identity, and fill in an online form. Once submitted, their employer has 28 days to verify them.

The NDIS Worker Screening Check for volunteers is free and valid for five years. Regretfully, people under 18 years still need to contact Service Victoria for a paper application form.

What if a worker needs a NDIS Worker Screening Check and a Working with Children Check?  

Some individuals will be required to get both a WWC Clearance and a NDIS Clearance (e.g. if they work with children for a registered NDIS provider). If a worker has a NDIS Clearance and needs a WWC Check, they can apply to have the WWC Check fee waived by using the WWC Check interstate application form and leaving the payment section blank. They will need to hold a NDIS Clearance before they can get the WWC Check fee waived and note their NDIS check ID number on the form.  If the worker already had a NDIS Clearance and paid for a WWC Check, they can request a refund by completing the Refund Request form. This form can be returned by email to ndisworkerscreening@justice.vic.gov.au.     

Do workers still need a police check?   

A NDIS Check is evidence of a comprehensive criminal history or police check. It goes one step further than a normal police check in that it regularly updates or ‘re-checks’ every 7 days.   

Our understanding is that there is no requirement for disability workers to hold a police check under the NDIS Quality and Safeguarding Framework. While workers who provide NDIS funded services will not need a police check, they will need a NDIS check (or meet the transitional arrangements) if they are in a risk assessed role.    

If you are a Victorian Government funded organisation, your workers will also fall under the Victorian Safety Screening Policy for funded organisations. Under the most recent version of this policy, disability workers no longer need to hold a Disability Worker Exclusion Scheme (DWES) check. For registered NDIS providers, the department will accept a NDIS clearance as suitable safety screening for new staff. For those organisations that are not registered NDIS providers, a police check is required for new staff.   

Please note that the NDIS Clearance does not replace Victoria’s WWC Clearance which is still required for child-related work.   

How can I contact Service Victoria if I have questions or concerns regarding a worker’s application?  

Since 1 June 2023, Service Victoria has launched a new inbound contact centre to address current delays. You can contact Service Victoria directly through the chat function chat function ‘Vicky’ or at 1300 652 879 (9:00 am to 4:00 pm Monday through Friday).  

If you have any further questions and have not been able to contact the team at Service Victoria, feel free to contact Lourdes Zamanillo, Senior Policy and Project Officer at NDS:  submit enquiry/feedback.   

Related resources

• NDIS Worker Screening Checks: Tip Sheet