Aged Care Essentials | Worker screening changes: what aged care providers need to know before 1 November, 2025

From 1 November, 2025, aged care providers will be required to meet new worker screening obligations that will apply to all aged care workers and responsible persons, including those engaged through subcontractors, associated providers or digital platforms. The changes strengthen safeguards by requiring all aged care workers and responsible persons to hold a valid police certificate or NDIS worker screening clearance, with clear rules around statutory declarations, precluding offences and record keeping. The reforms are designed to ensure that only suitable individuals provide care to older Australians. Non-compliance can lead to regulatory action, reputational damage and increased risk to older people so providers must act proactively to meet current obligations and prepare for future reforms.

This article will give a brief outline of the new rules and the steps providers should take to prepare in relation to five core screening requirements:

• Police certificates and NDIS worker screening clearances
• Statutory declarations
• Precluding offences
• Record keeping
• Future screening arrangements

Police certificates and NDIS worker screening clearances

All aged care workers and responsible persons must hold either a police certificate issued within the last three years or an NDIS worker screening clearance issued within the last five years. Under the new screening rules, the definition of an aged care worker will expand to include roles such as:

• Employees and contractors of a registered provider
• Health professionals contracted by a registered provider
• Kitchen, cleaning, laundry, garden and office/admin personnel
• Workers employed through a third-party service, such as a labour hire company, or through a subcontracting arrangement with an associated provider
• Individuals engaged by the older person themselves, where this is paid for by a registered provider

The police certificate must not record any precluding offences and the NDIS clearance must be verified and recorded by the provider. If a worker has lived overseas after the age of 16, they must also provide a statutory declaration confirming they have not been convicted of certain offences.

Providers should ensure that all current and incoming staff meet these requirements before commencing work. If a police certificate or NDIS clearance is pending, the worker may begin work only under appropriate supervision and with a statutory declaration in place.

Statutory declarations 

Statutory declarations are a key part of the new worker screening arrangements, particularly in situations where a police certificate or NDIS worker screening clearance is still pending for new workers. Under the new Aged Care Rules, a statutory declaration is required when:

1. a worker has lived overseas after age 16
2. a worker begins employment while their police certificate or NDIS clearance is pending

In both cases, the declaration must confirm the individual has not been convicted of a precluding offence.

The statutory declaration serves as a legal affirmation of compliance and must be completed before the individual begins work. Providers should remember that a statutory declaration does not replace the need for a valid police certificate or NDIS clearance. This means that existing workers whose police certificate or NDIS clearance has expired cannot simply rely on a statutory declaration, they must have a pending application to obtain a new clearance to continue working. Providers must also ensure that appropriate supervision arrangements are in place for any worker who begins work under a statutory declaration while awaiting their screening outcome. This means the worker should be accompanied or monitored in a way that reduces risk to older people, depending on the provider’s service delivery model. 

Understanding precluding offences

Under the new rules, certain criminal convictions will automatically disqualify a person from working in aged care. For most providers, the precluding offences include murder, sexual assault and imprisonment for assault for general providers. For providers delivering services as a part of the Commonwealth Home Support Program or National Aboriginal and Torres Strait Islander Flexible Aged Care Program, the list also includes offences involving death, sexual crimes, child abuse material, indecent acts involving children and crimes involving dishonesty. These offences are considered serious enough to preclude a person from delivering funded aged care services.

Providers must carefully review police certificates to identify any precluding offences and ensure that affected individuals are not engaged in aged care roles. Workers must also notify their employer if they are convicted of a precluding offence during their employment. In addition, providers should develop clear policies for assessing the suitability of workers who have been convicted of certain criminal offences, even if they are not precluding offences. This might involve considering factors such as the nature of the offence, its relevance to the role and the individual’s conduct since the conviction. 

Record keeping responsibilities

Registered providers are required to maintain detailed records for each aged care worker and responsible person. These records must include the individual’s full name, date of birth, address, police certificate or NDIS clearance and any statutory declarations. The name of the supervisor who verified the documents must also be recorded. Records must be kept for seven years from the date they are made, even if the individual leaves the organisation during that time.

Providers should consider maintaining a consolidated register that includes reference numbers, screening IDs, issue and expiry dates and verification details. This will support compliance with both the Aged Care Rules and the Strengthened Aged Care Quality Standards, particularly in relation to information and human resource management.

Future screening arrangements

As part of future screening reform, the Australian Government plans to expand the NDIS worker screening model to the aged care sector. This new system will introduce a nationally consistent screening process, ongoing monitoring of worker conduct and streamlined administration for providers. The aged care worker screening check will be recognised across both aged care and disability sectors, making it easier for workers to move between roles and jurisdictions.

These changes are expected to commence from mid-2026, with transitional arrangements in place to support providers and workers. No immediate action is required for future screening arrangements but providers should stay informed and prepare for future ICT system updates that will support the new screening process. 

Conclusion

Worker screening reform is a key element of the new aged care regulatory framework. By taking proactive steps now, providers can ensure compliance, protect older Australians and prepare for future reforms. Screening is one of several safety measures under the Aged Care Quality Standards, alongside compliance with the Code of Conduct, banning orders, Serious Incident Response Scheme, complaints management and suitability checks for responsible persons.