Who is this for?

HR 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. The NDIS Worker Screening check is an important measure to ensure the safety of people with disability. However NDS continues to hear of significant delays with the processing of applications, creating recruitment delays and exacerbating workforce challenges.  

Early findings from the Independent Review of the NDIS, ‘Building a more responsive and supportive workforce’, for instance, found that the median time to process applications was 11 days in Victoria, and beyond that if the time for workers to lodge their application and have their identity verified is also counted. Processing times for manual applications often take more than five weeks, significantly impacting onboarding in the disability sector. In order to prevent further unnecessary delays, we have compiled the following tips to assist you when completing an NDIS Worker Screening Check.   

Online Applications  

We recommend that organisations provide support to applicants (particularly those who may have lower technological skills) by scheduling time to complete the application process together. It can be useful to have another pair of hands to assist with taking the photographs and ensuring that the lighting is appropriate.   

Make sure that you have your organisation’s ‘Employer ID’ code before starting the application and ensure you have access to a computer and a mobile phone (you will be required to access your email during the screening process). Set aside 30 minutes where you are unlikely to be interrupted.   

Complete the check using a smart phone by downloading the Service Victoria App, selecting ‘Work and Volunteering,’ then ‘NDIS Worker Screening Check’ before following the prompts. The Check will require you to use a smartphone to take photos of some documents.   

Make sure to use documents that list the worker’s name in exactly the same way, or the application will not be accepted. The documents can be photographed laying down on a plain coloured surface. Any reflections or shadows will result in the image not being accepted. Ensure your fingers do not cover any part of the documents being uploaded.   

The application will ask you to take a scan of the worker’s face so that the program can check that they are the same person as in the photo ID document. You may have to try this multiple times. If you have issues, make sure that hair or scarves are not covering the worker’s face. Photos are more successful if taken outside against a white solid background. Some applicants have found that putting a sheet over the washing line works well.   

Make sure that the application contact details are correct. If there are any issues, Service Victoria will contact you via email.   

Manual Applications  

If applicants are not able to apply online, they can do so via manual process. It is a slower process that can take up to 10 weeks, so where possible, it is highly encouraged that applicants exhaust all options before pursuing this option.   

If applying manually, make sure you have the most up-to-date application form by contacting Service Victoria at ‘Vicky’, an online virtual assistant and asking for a manual form.   

It is also important to note that identity documents mailed in manual applications must be certified by eligible community members (e.g. a pharmacist, lawyer, accountant, etc. – the full list of eligible people is in the manual form) prior to sending. Identity documents must also list exactly the same name – otherwise, the application will not be approved, so be selective when choosing which documents to provide.   

If you have any further questions, contact the team at Service Victoria via ‘Vicky’ or Lourdes Zamanillo, Senior Policy and Project Officer at NDS:  submit enquiry/feedback.   

Related resources

• FAQ NDIS Worker Screening Checks in Victoria