EMPLOYEE FREQUENTLY ASKED QUESTIONS

These frequently asked questions are designed to help you as an employee understand how to apply for a background check and an ID card at Qantas. Need information for changes that apply to contractors? See our Contractor FAQs available on The Terminal.

1. What is the online application form process for new employees regarding background checks at

Qantas?

2. What is the difference between an ASIC and a non ASIC ID card?

3. What if I don't have an email address or mobile phone number?

4. How soon can I apply for a background check so I can be issued with an ID card and/or I.T access?

5. What documents do I need to provide with my application if I live in Australia?

6. What type of documents do I need to provide with my application if I live outside Australia?

7. What is an Overseas Police Certificate and where can I obtain this?

8. What type of photo am I required to upload with my application?

9. How do I know when to renew my existing Qantas ID card?

10. What if I don’t receive the email to access the online application form?

11. How long do I have to complete the background check online application form?

12. How long will my ASIC be issued for?

13. Can an applicant receive a copy of their Criminal History Certificate?

14. I am transferring from a contractor to a Qantas employee, am I still required to submit an application

for background checks?

15. How will I know if my online application form has been submitted to Qantas ID Services?

16. How will I know if further information is required for my online application for background checks?

17. There are some government agencies involved in the process, who are they and what do they do?

18. How long will the security clearance process take?

19. Can employees commence work on Qantas’ premises without security clearance?

20. Can I complete my online application on a smartphone or tablet?

EMPLOYEE FREQUENTLY ASKED QUESTIONS

1. What is the online application form process for new employees regarding their background

checks at Qantas?

Once you have been successfully recruited and your manager has provided your details to

Qantas, the ID Services system will send you an email in order for you to commence the

background check application process online. Instructions on how to access the online application

form will be contained within the email.

2. What is the difference between an ASIC and a non ASIC ID card?

An ASIC (red ID card) is an Aviation Security Identification Card and only approved for employees working on a full time basis in an airport/airside secure environment. Background checks for an ASIC are more extensive than for a non ASIC and generally take longer to finalise. The eligibility of an individual’s ASIC is dependent on but not limited to the response received from AusCheck. The ASIC program is Government regulated and Qantas is liable under the Aviation Transport Security Regulations (ATSRs 2005) to ensure that ASICs are only held by persons requiring unescorted frequent access to specific airside locations. Further details on the criteria for an ASIC can be found on the ID Services page within The Terminal A non ASIC (dark blue ID card) is a corporate card issued to all permanent Qantas Group employees. These cards are valid for 5 years. A non ASIC card holder may still access airside locations by requesting a Temporary Visitors Pass (yellow VIC pass) with the sponsorship and escort from a valid ASIC holder. More information on the Qantas temporary pass system can be found on the ID Services page within The Terminal.

3. What if I don’t have an email address or mobile phone number?

To complete the Qantas background checking process, you must supply an email address to gain access to the application. An email address and a mobile phone number are mandatory fields to enable your background check to be submitted.

4. How soon can I apply for a background check so I can be issued with an ID card and/or I.T

access?

You can complete your background check application as soon as you receive the link that has been sent to your email. The instructions on how to access and complete the online application form will be contained within the link.

We recommend you start your application as soon as possible as, this will expedite the background checking process. For those contractors requiring an ID card and/or I.T access as part of their employment, this cannot be issued until your final clearances have been received from our checking partners.

5. What documents do I need to provide with my application if I live in Australia?

As required by the Australian Government, you will need to provide your 10 years of address history, upload a clear head shot photo and evidence of your verified identification documents. These copies must be verified by a Qantas Group Manager. Once you have all these certified documents you will need to upload them within the online application form. Details on how to obtain verification from a Qantas Manager AND which documents are required to be verified are contained in this document.

6. What type of documents do I need to provide with my application if I live outside Australia?

If you live overseas or have lived overseas for the last 12 months but now reside in Australia, as required by the Australian Government, you will need to provide your 10 year address history and upload a clear copy of your photo, evidence of your identification (i.e. a verified copy of you r Birth Certificate, Passport and Driver’s license (signed and sighted by an approved Qantas Manager) and, a copy of your local Police Certificate as evidence of your background check.

More information can be found on: http://www.immi.gov.au/Help/Pages/character-police/requirements.aspx

If you are in Australia working with an Australian working visa, you must also upload a copy of your working visa.

The copies of these documents will have to be certified as true by a Qantas Group ‘ approved person’ either in Australian in your country of residence.

IMPORTANT: If a non-resident of Singapore, please attend the Passport Office to obtain a Statutory Declaration in place of a criminal certificate.

7. What is an Overseas Police Certificate and where can I obtain this?

An overseas background check is a written local police check report from the country you have resided in for the last 12 months or more. You can apply for this check by contacting the local police office in that country. Additional costs may apply.

8. What type of photo am I required to upload with my application?

The photo provided to ID Services must comply with the most recent Aviation Transport Security Regulations (2005), which require:

Less than six months old

Clear, focused image with no marks or 'red eye'

Plain white or light grey background that contrasts with your face

Uniform lighting (no shadows or reflections) with appropriate brightness and contrast to show

natural skin tone

Face looking directly at the camera and not tilted in any direction

Hair off the face so that the edges of the face are visible

Eyes open, mouth closed

Neutral expression (not smiling, laughing or frowning), which is the easiest way for border

systems to match you to your image.

For the full list of photograph guidelines, please access https://www.passports.gov.au/Web/requirements/photos.aspx

9. How do I know when to renew my existing Qantas ID card?

You will be sent an email 10 weeks prior to your renewal date to complete your renewal application form online. Reminder emails will be sent until the application has been submitted. If your email account has changed, please update it via the self-service option In Workday. Alternatively you can raise a request for HR Services to assist via the HRHQ self-service portal on The Terminal

10. What if I don’t receive the email to access the online application form?

If you don’t receive an email, please visit your Workday profile in the first instance to check whether all your details are correct within the Qantas system. If all the details have been provided correctly to Qantas, please get in touch with Qantas HR Services team by logging your query in HRHQ where a consultant will assist.

11. How long do I have to complete the background check online application form?

We recommend that you complete the application as soon as possible to allow for our external checking partners to begin the checking process. Response times from our partners vary with each individual and Qantas has no jurisdiction to fast track a response. Please note, whatever information you have provided and saved within the online form, will be available to you when you resume the application process. You can track the status of your application via your EQ Self Service page under the ID Serviced option.

12. How long will my ID card be valid for?

Your ASIC (red) will be valid for a maximum of two years and a non ASIC (blue) for 5 years.

13. Can an applicant receive a copy of their Criminal History Certificate?

No. Our contracts with the relevant government agencies do not allow us to disclose criminal history records to anyone.

14. I am transferring from a contractor to a Qantas employee, am I still required to submit an application for background checks?

There are a few scenarios that may apply to you depending on your current circumstances:

Provided that there has not been a break of employment greater than 30 days, AND i f you already hold a valid Qantas ASIC, no background check is required. We will transfer your clearances over to your new staff number. For this to occur, your old staff number must be provided by your new Manager on the new starter form for the system to identify your existing clearance.

If you hold a light blue contractor’s card and are moving into a corporate (non -ASIC) role, no background check is required (same process as above). The system will automatically reissue your new ID card showing your new employee number.

If you hold a light blue contractor’s card and are moving into a role that requires a red ASIC, then

a background check will be required and the system will automatically email you the online

application form for completion.

15. How will I know if my online application form has been submitted to Qantas ID Services?

The online system will automatically display an instant notification once you have completed and

submitted the form and will provide you a registration number for your reference.

16. How will I know if further information is required for my online application for background

checks?

A member of the HR Services team will get in touch with you, if more information is required to

finalise your application. For this reason please make sure your contact details listed in Workday

are correct.

17. There are some Government agencies involved in the process, who are they and what do they do?

AusCheck is a government agency within the Commonwealth Attorney-General’s Department responsible for determining the eligibility to hold an Aviation Security Identification Card (ASIC).

The Australian Criminal Intelligence Commission (ACIC) is an Executive Agency also under the Commonwealth Attorney General’s portfolio responsible for developing and maintaining national information-sharing services between state, territory and federal law enforcement agencies .

18. How long will the security clearance process take?

The process will depend on how long the government agencies (AusCheck and CrimTrac) take to process the applications. On average, background checks can take between 2-6 weeks.

19. Can employees commence work on Qantas’ premises without security clearance?

No. We are not permitted to issue an ID card or Qantas I.T access for any employee or contractor to commence work within the Qantas Group without completing the necessary background checks.

20. Can I complete my online application on a smartphone or tablet?

Please note that the online application form works best on a desktop or laptop computer. Some

smart phones and tablets do not have the capability to upload documents.

CHANGES TO THE WAY IDENTFICATION DOCUMENTATION IS VERIFIED

Effective 1 August 2017, the Office of Transport Security is strengthening the Aviation Security Identification Card (ASIC) scheme by enhancing the way in which the identity of a person is confirmed. From 1 August 2017, a Justice of the Peace, Legal representative or equivalent is no longer able to sight and verify an applicant’s identity documents. From this date, the following changes will be implemented: In-person identity verification As part of the application process and prior to being issued with an ASIC, applicants must present in person to an Authorised Person within the Qantas Group (see details below) with the original ID documents for use in their application. They must also provide a clear photocopy of the documents for the Qantas representative (Authorised Person) to sign, date and record their Qantas staff number. (This can only be done is the Authorised Person is assured the documents are authentic and can confirm the applicant to be the same individual as on any photo ID provided)

Qantas employees authorised to conduct an in-person identity check

a Qantas Group Executive who is a valid ASIC holder; ( Executive levels 1 to 8 and SPG1& SPG2 ); or

a Qantas Group Captain who is a valid ASIC holder; or

a Qantas Group Cabin Crew ground Manager who is a valid ASIC holder; or

an ID Services approved Qantas contractor falling under the Executive structure and who is a valid ASIC holder;

The in-person check MUST be conducted by one of the above Authorised Persons within the same business unit as the applicant and senior in that organisation (ie no peer validations permitted).

New categories of identification documents

It is mandatory for an applicant to present a document from each category A, B and C, as outlined below

Category A – Document to verify the start of your identity in Australia, e.g.Australian Birth Certificate or Australian Citizenship Certificate.

Category B – Government issued document containing a photo and signature, such as a drivers licence or passport.

Category C – Evidence of identity within the community, such as a Medicare card or marriage certificate, OR a valid ASIC card (Note: This is cannot be used if the applicant is applying for a renewal after their current ASIC has expired).

Category D – Evidence of residential address e.g.utility account or rates notice.

New photo requirements for your ASIC – effective 1st August 2017

Your photo is critical to the usability and security of your ASIC. If your photo does not meet the standards detailed below, you will be asked to resubmit a new photo to ensure Qantas is compliant with the regulations governing the ASIC program.

Less than six months old

Clear, focused image with no marks or 'red eye'

Plain white or light grey background that contrasts with your face

Uniform lighting (no shadows or reflections) with appropriate brightness and contrast to show natural skin tone

Face looking directly at the camera and not tilted in any direction

Hair off the face so that the edges of the face are visible

Eyes open, mouth closed

Neutral expression (not smiling, laughing or frowning), which is the easiest way for border systems to match you to your image.

The required dimensions of the photo, and the image within it, are explained in the diagram below.

If you usually cover your head for religious reasons, or you wear glasses or facial jewellery, your photo can include these items.

Head coverings should be plain coloured and must be worn in such a way as to show the face from the bottom of the chin to the top of the forehead, and with the edges of the face visible.

Glasses or jewellery must not obscure any part of the face, especially the area around the eyes, mouth and nose. For this, photos of you wearing glasses with thick frames or tinted lenses are not acceptable. There must be no reflection from lenses, rings or studs.

Acceptable Identification documents

Category A: Start of identity in Australia

Document Explanation/Description

Australian B irth Certificate Australian birth certificate. No commemorative certificates.

Australian Citizenship Certificate Official Australian citizenship certificate issued by the Australian Government.

Australian Citizenship by descent Official Australian citizenship by descent extract issued by the Australian Government.

ImmiCard - Must be checked by Issuing body on VEVO

Current ImmiCard or an expired ImmiCard checked on VEVO.

Crew Travel Authority ( CTA) Crew Travel Authority is accepted for all overseas based crew NOT holding an Australian birth

or citizenship certificate or an Australian residential visa.

Australian Visa

Must be checked by Issuing Body on VEVO

Australian Visa Label, Visa Grant Notice, VEVO email or Visa Evidencing Card. Must be

presented along with foreign passport (may be expired). Emails sent from VEVO to the

applicant cannot be accepted.

Category B: Link between the identity and person by means of photo and signature

Government-issued document (must be different to category A). Must have applicant’s photo AND signature and be current and valid.

Document Explanation/Description

Passport Valid Australian passport, foreign passport or valid Convention Travel Document (CTD).The

CTD only meets the requirements for Category B if it looks similar to an Australian passport. Older paper-style documents are not acceptable.

Drivers Licence Australian driver licence, learner permit or foreign driver licence.

Australian Proof of Age Card Australian proof of age card issued by an Australian Commonwealth, State or Territory

government.

Adult Firearms or Shooter’s L icence

Adult Australian firearms or shooter’s licence showing signature and photo.

Working with vulnerable people card

Australian working with children/vulnerable people check card.

Category C: Evidence of the person operating in the community with their identity

Category B document that has not already been used may be used as a category C document. Must be current and valid.

Document Explanation/Description

Medicare Card Medicare card.

Marriage Certificate (or similar) Official Marriage Certificate, Civil Partnership Certificate, Recognised Details Certificate, or

Divorce Order.

ASIC or MSIC Aviation or maritime security identification card.

Government-issued identity document

Government employee identity card, military identification card or defence discharge papers.

Evidence of employment Payslip/PAYG payment summary less than 6 months old or employment contract with

company details eg. ABN.

Evidence of indigenous heritage Reference or confirmation of identity from an Aboriginal and/or Torres Strait Islander

organisation.

Australian tertiary student ID card

Student ID card issued by an Australian TAFE, university or registered training organisation.

Australian government benefits Evidence of a right to an Australian government benefit, pension or health care card.

Category D: Evidence of current residential address

Only required if categories A, B or C do not have current address. Document must be less than 6 months old.

Document Explanation/Description

Australian E lectoral Enrolment Proof of electoral enrolment in Australia.

Australian motor vehicle registration

Confirmation of registration.

Australian rate or valuation notice Rate notices or land valuation notice.

Utility account or bank statement Utility accounts (gas, water, electricity, telephone, internet) or bank account statement.

Mortgage papers or tenancy agreement

Mortgage papers, current lease or tenancy agreement.

Other evidence of residential address

Evidence of current residential address that is less than 6 months old, and is from a reputable organisation.