Step 1 - Notification of Submission

Once a Provider has submitted their Due Diligence Questionnaire, the person managing this process (the Approver), will be notified via email.

The submitted Due Diligence Questionnaire can be accessed in three ways:

(a) within the email notification; or

(b) sitting in the approvers To-Do List on your Assurance Dashboard; or

(c) within the Provider Due Diligence Questionnaire Register.

Step 2 - Review and Complete the Required Action

1. Navigate to the Questionnaire via any of the methods outlined in Step 1.

2. Open the submitted questionnaire and review the Provider’s responses.

3. Depending on the action required, you have three options:

a. Send the form back to the submitter for more details; or

b. Approve the form; or

c. Reject the form.

(a) Send the questionnaire back to the submitter.

You may wish to use this if the Provider has not attached their most current Public Liability or missed a question for example. You will need to add a note, so the Provider knows why you are sending the questionnaire back to them for re-submission.

To send a form back to the submitter, click the ellipses (3 vertical dots) and select Send Back to Submitter.

You will then type in the message to be sent to the Provider.

Click next and review the email before clicking confirm.

(b) Approve the form by clicking the blue Approve button.

Once approved, please continue from Step 3 below.

(c) Reject the questionnaire.

Rejecting the questionnaire means that you do not wish to have this provider in your register as an approved provider and the questionnaire does not continue past this point. This will reject and close the form.

Step 3 - Link the Questionnaire to a Provider and Add the Key Contact

1. Once the Form has been Approved, scroll down towards the bottom of the questionnaire to find the field ‘Provider Name.’
Note: this field only appears after the form has been approved.

2. Hover below the word ‘Provider’ as per below and a pencil will appear.

3. Select the pencil to edit the field.

4. Click the blank dropdown box and select either:

a. Choose the applicable Provider

b. Create a new provider

(a) Choose the applicable Provider from the dropdown.

Note: this dropdown only includes Providers already in the system.

b) Click ‘Create New Provider’ and then click the ‘Copy from Registers & Forms’ button. This will pull across the information entered by the Provider in the Name, ABN and Address fields. If you using a Group Assurance site, please add your School’s Name following the Provider’s Name (e.g. Provider Name – School Name).

Note: this is adding the Provider into the system.

5. Click the Blue Tick Button

Add the Key Contact Person for the Provider (optional)

1. Once the Provider name is filled in, the page will refresh. Scroll back down and add the ‘Provider Contact Person’ which will now appear below the ‘Provider Name’.

2. Hover below the word ‘Provider Contact Person’ and a pencil will appear.

3. Select the pencil to edit the field.

4. Click in the blank dropdown box and select ‘Create a New Contact’.

5. Enter the details of the Key Contact for School Groups submitted by the Provider in the questionnaire.

6. Click 'Create'.

7. Click the Blue Tick Button.

Step 4 - Credential the Provider

1. Download the Public Liability document the Provider attached in the questionnaire and save this on your computer.

2. Return to the top of the page and select the Red banner ‘Not all eligibility criteria met’.

3. Click ‘+ Add Credential’ (eg Public Liability Insurance).

4. A popup box will appear.

Insert any credential details (optional), the renewal date of the credential (eg Public Liability Insurance) and attach the evidence/copy provided by the company. Note: you downloaded this earlier and saved it to your computer.

5. Click ‘Create’.

6. Refresh the window and the status will now display as ‘All eligibility criteria met’.

This means the Provider will be available in SafeTripBuilder. If the eligibility status is not met (i.e. Public Liability has expired), the Provider will not be available in SafeTripBuilder until the eligibility status is met.

Go to our Assurance guides for all Credentialing information including Renewing Credentials.