Information about the Australian Quarantine and Inspection Service Authorised Officer application process

Version 3.5

Summary:

The process for applying to become an Australian Quarantine and Inspection Service (AQIS) Authorised Officer (AAO) involves the applicant:

1. Completing an application form which includes:

a. providing evidence of holding the required qualification (or equivalent)
b. providing a police check from the Australian Federal Police (AFP) to AQIS
c. providing a declaration of Q fever immunity status

A Deed of Obligation has to be completed and signed after an explanation by AQIS regional staff.

2. Being assessed by AQIS as being capable of performing inspection in an operational environment to the required level.

3. Attending AQIS-recognised AAO training.

If the applicant is assessed by AQIS as meeting all of these requirements, they will be appointed as an AAO by a delegate of the Secretary of the Department of Agriculture, Fisheries and Forestry.  Appointment as an AAO will be confirmed by a letter sent to the AAO.  Included with the letter will be advice to the AAO of their powers and an identification (ID) card.  A copy of the letter will also be sent to their employer and the AQIS On-Plant Veterinarians OPV(s) at the nominated establishment(s).  AAOs will also be asked to return acknowledgement that they received their ID card and are aware of the conditions of use of the ID card.

1. Application form

Applicants must complete Version 2.5 of the application form and send it to the AQIS address located in section19 of the form.  Note that other versions of the form will not be accepted. The application form requires the applicant to provide information about:

• personal and contact details
• qualifications
• relevant species – approval of the AAO is limited to species in which they have competency to inspect
• Q fever immunity
• previous appointments and experience
• employment details
• establishment management declaration
• conflict of interest disclosure
• AFP national police check
• 100 point identification check and passport photos
• details of any pending criminal charges
• declaration and signature.

For sections that are not self explanatory, additional information is provided below.

2. Deed of obligation

After receiving an explanation of its contents from AQIS, applicants must sign the deed of obligation and provide it to AQIS.

The deed of obligation is a legally binding agreement between the prospective AAO and AQIS.  In signing the deed the applicant agrees to meet AQIS standards of performance and behaviour and acknowledges the circumstances in which AQIS can revoke the appointment of an AAO.  Applicants should ensure they understand the deed, and if appropriate seek independent advice before signing it.

• Signing the deed alone does not make the person an AAO – the applicant must be formally appointed to the position.
• As AQIS does not have to sign the deed of obligation, a copy of the deed will not be returned to the applicant.  Applicants are strongly encouraged to keep their own copy of the deed.

3. Evidence of the required qualification

Applicants must attach certified copies of their qualification to the application form (See section 21 of the application form for how to certify documents).

AQIS accepts the following qualifications for appointment as an AAO:

• Certificate IV in Meat Processing (Meat Safety)
• Certificate III in Meat Processing (Meat Safety) including the module “perform post mortem inspection and make disposition”, progressing to Cert IV within 12 months. If a Cert III AAO does not achieve the Cert IV qualification within 12 month their appointment as an AAO will be revoked.
• Certificate of Competency (the accepted qualification pre-MTM which AQIS deems as equivalent to Cert IV).

Where ex-AQIS staff cannot produce documentary evidence of any of the above but can demonstrate ongoing employment with AQIS as a meat inspector within the last five years, they will be deemed competent. This is as long as they have an acceptable record of performance. This reflects that at some time during their previous employment as a meat inspector with AQIS a qualification would have been sighted.

Non-ex-AQIS personnel are expected to hold the required qualification.  The qualification can be achieved either through training and assessment, or equivalence to them can be attained through a Recognition of Prior Learning (RPL) or a Recognition of Current Competence (RCC) process.  RPL is where prior qualifications and experience is recognised formally through assessment and RCC is where the skills and knowledge currently being used in a particular job or role are recognised.  A certificate of equivalence from a Registered Training Organisation (RTO) must be provided to AQIS if an applicant is seeking recognition of a different qualification through RPL or RCC.

4. Evidence of Q fever vaccination and immunity

Applicants must provide evidence that they have been vaccinated against or are immune to Q fever and attach it to their completed application form.

Evidence of Q fever immunity can be provided as a certified copy of a medical certificate attesting their vaccination or immunity.  If such a certificate is not available, the applicant can provide this information in a statutory declaration.
Where an applicant identifies only pigs as the species for which AAO status is being sought, evidence of Q fever vaccination or immunity is not required if the applicant does not know their Q fever status.

5. Establishment management declaration

Where the company operates a number of establishments, it is only necessary for a person in a management position at one of the establishments listed in Section 13 to sign the form.

6. Disclosure of conflicts of interest

Applicants must disclose all conflicts of interest or potential conflicts of interest – whether real or perceived – in the application form.

A conflict of interest arises where an individual has competing interests or loyalties in relation to the exercise of their responsibilities as an AAO.  This includes where:

• the AAO has personal interests that conflict with their official function
• the AAO has responsibilities to AQIS that are in conflict with his or her interests or responsibilities to the establishment.

A conflict of interest exists even if no unethical or improper action results.  A conflict of interest can create an appearance of impropriety that can undermine confidence in the impartial exercise of official discretion by the AAO.

Examples of conflicts of interest include (but are not limited to):

• Performing PM inspection on animals either owned by you or members of your family.
• Provision of goods and services by the establishment either for free or at discounted rates e.g. meat, pet food, housing, use of equipment or entertainment such as free meals.

The declaration of conflicts of interest does not necessarily preclude individuals from appointment as an AAO.  However, depending on the nature or seriousness of the conflict AQIS may require the AAO to take certain actions – for example, not inspecting your own or a family member’s livestock, or seeking AQIS permission to access specific goods or services from the company.  In these examples the required action is intended to remove any appearance of impropriety.

7. Police check by the Australian Federal Police (AFP)

As early as possible, applicants must arrange for an Australian Federal Police (AFP) National Police Check (NPC) and when received send a certified copy to AQIS.

The appointment process for an AAO is aligned to the requirements for appointment as a public servant where a police check is required.  This process is different to the assessment of a person as fit and proper under the EX26 process where a police check is not required.

Where there is insufficient time to obtain a NPC (estimated by the AFP as taking 15 working days), AQIS can process an application on the basis of a statutory declaration stating that the applicant has submitted their request for a NPC to the AFP and they are not aware of any unspent convictions that would preclude them from being appointed as an AAO. 

• Should AQIS not receive the Police Certificate within six weeks of the applicant’s appointment as an AAO, that appointment may be revoked.

Spent convictions legislation aims to prevent discrimination on the basis of disclosure of older, less serious convictions and findings of guilt.  Where a record exists within an Australian police jurisdiction, relevant spent conviction legislation/policies governing the release of that information for that jurisdiction will be applied.

If the applicant has obtained an AFP Police Certificate, within the past two years, a certified copy of the Police Certificate, together with a statutory declaration stating that they have not been charged with, or convicted of, a criminal offence since the date of the police check, will be accepted.  If the applicant is currently employed by AQIS a statutory declaration stating that they have not been charged with, or convicted of, a criminal offence since the date of appointment will be accepted and there is no need for the applicant to submit a police check with their application.  A certified copy of the Police Certificate and / or statutory declaration must accompany the application form.

8.  Capability assessment

Unless an applicant can demonstrate recent experience undertaking inspection activities on the slaughter floor of an export establishment they must be assessed by AQIS as capable of performing meat inspection in an operational environment.
In addition to holding the required qualification, AAOs need to be assessed as capable of performing post mortem inspection on the relevant species in an operational environment.  While individuals may be qualified to undertake preparation tasks, they may not necessarily be capable of operating on the chain at the speed or with the accuracy required.  The purpose of this assessment is to minimise the likelihood of the consequences of inadequate inspection occurring when the Australian Export Meat Inspection System (AEMIS) is implemented on plant.

A formal capability assessment is not required for current or ex-AQIS meat inspectors (employees or contractors) who have performed inspection within the preceding 12 months.   A formal assessment will be required for all other individuals seeking appointment as an AAO. 

9. AAO training

Applicants must attend an AAO training course recognised by AQIS.

In the initial stages of AEMIS where there are numerous AAOs commencing duty, all AAO training will be provided by Registered Training Organisations, except information about the deed of obligation which will be provided by AQIS regional staff when they are on-plant undertaking the AEMIS assessment.

10.  Guidance to completing your statutory declaration

Some sample wording for inclusion in the statutory declaration is provided below:

Q fever

• I have been vaccinated against Q fever. This occurred [insert approximate date and any other details].
  OR
• I have immunity to Q fever and my immunity was confirmed through medical testing which occurred [insert approximate date and any other details].
• I believe that I have immunity to Q fever because [state your reason].

AFP National Police Check

• I have requested an AFP National Police Check and I declare that to the best of my knowledge, I do not have any unspent convictions.