Police Check Agency Fact Sheet
Police Record Checks for Employment or Volunteer Opportunities
Police Record Checks are performed only upon the written consent of the applicant.
The agency plays an integral role in the initial stages of the hiring process. Even before an individual applies for a Police Record Check the agency should:
- Complete an initial review for suitability and be considering the individual for employment or volunteer opportunity
- Understand its obligations under the Human Rights Code with respect to evaluation, hiring and training volunteers or employees and what constitutes a bona fide reason for refusing to hire any individual or volunteer.
- Determine that if a Vulnerable Sector Check is required, it is done only for the purpose of assisting the agency to determine the suitability of potential candidates for employment and/or volunteer duties responsible for the well-being of persons who, because of their age, disability or other circumstances are at a greater risk than the general population.
By performing a Police Record Check, the Brantford Police Service is in no way making a recommendation on the suitability of the applicant for the position nor should the agency consider the existence of information to mean a compulsory disqualification of the individual.
It is important to note that information contained within a Police Record Check is based on information provided by the applicant and the Service cannot guarantee it will identify all information pertaining to the individual.
The Brantford Police Service provides three levels of Police Record Checks:
- Criminal Record Check
- Criminal Record and Judicial Matters Check
- Vulnerable Sector Check
Criminal Record Check (CRC)
This check is intended for applicants who are involved as a volunteer, employee or in any situation where a basic Police Criminal Record Check is requested (i.e. retail or immigration). This check is NOT intended for applicants who are seeking volunteer and/or employment with vulnerable persons.
Criminal Record Check (CRC) will include:
- Criminal convictions
- Summary convictions (for five years), when identified
- Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period (only if requested in accordance with YCJA 119(1)(o))
Criminal Record Check (CRC) will NOT include:
- Outstanding entries such as charges and warrants
- Absolute and conditional discharges
- Current judicial orders, including peace bonds, probation and prohibition orders under the Criminal Code of Canada
- Convictions where a record suspension has been granted
- Convictions under provincial statutes
- Local police contact
- Ministry of Transportation information
- Family Court Restraining Orders
- Foreign information
- A vulnerable sector query of sex offenders with a record suspension to ascertain if the applicant has been convicted of and granted a record suspension for any of the sexual offences that are listed in the schedule to the Criminal Records Act
- Any reference to incidents involving mental health contact
- Diversions will not be released as police contact and no reference to the occurrence is permitted
- Youth Criminal Justice Act information unless requested in accordance with YCJA 119(1)(o)
- Dispositions including, but not limited to, Withdrawn, Dismissed, and cases of Not Criminally Responsible by Reason of Mental Disorder
Criminal Record Check and Judicial Matters Check (CRJMC)
This check is intended for applicants who are seeking volunteer and/or employment with agencies who require a criminal record check along with outstanding charges and outstanding warrants. This check is NOT intended for applicants who are seeking volunteer and/or employment in a position of authority and trust relative to vulnerable persons.
Criminal Record and Judicial Matters Check (CRJMC) will include:
- Criminal convictions
- Summary convictions (for five years), when identified
- Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period (only if requested in accordance with YCJA 119(1)(o)
- Outstanding entries, such as charges, warrants, judicial orders, peace bonds, probation and prohibition orders
- Absolute and Conditional Discharges (for 1 or 3 years respectively)
Criminal Record and Judicial Matters Check will NOT include:
- Convictions where a records suspension has been granted
- Convictions under provincial statutes
- Local police contact
- Ministry of Transportation Information
- Family Court Restraining Orders
- Foreign information
- A vulnerable sector query of sex offenders with a record suspension to ascertain if the applicant has been convicted of and granted a record suspension for any of the sexual offences that are listed in the schedule to the Criminal Records Act
- Any reference to incidents involving mental health contact
- Diversions will not be released as police contact and no reference to the occurrence is permitted
- Youth Criminal Justice Act information unless requested in accordance with YCJA 119(1)(o)
- Dispositions including, but not limited to, Withdrawn, Dismissed, and cases of Not Criminally Responsible by Reason of Mental Disorder
Vulnerable Sector Check (VSC)
This check is restricted to applicants seeking employment and/or volunteering in a position of authority or trust relative to vulnerable persons in Canada only. It is a collection of offence information, including convictions, outstanding warrants, charges, judicial orders and sexual offence convictions for which the individual has received a record suspension where authorized by the Minister of Public Safety and Emergency Preparedness. Non-conviction information shall be released only when it meets the Exceptional Disclosure.
This check can only be completed by police in the jurisdiction where the applicant resides.
Vulnerable Sector Check (VSC) will include:
- Criminal convictions
- Summary convictions (for five years), when identified
- Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period (only if requested in accordance with YCJA 119(1)(o)
- Outstanding entries, such as charges, warrants, judicial orders, peace bonds, probation and prohibition orders
- Absolute and Conditional Discharges (for 1 or 3 years respectively)
In exceptional cases, where it meets the Exceptional Disclosure, non-conviction dispositions including, but not limited to withdrawn and dismissed.
- Not Criminal Responsible by Reason of Mental Disorder
- All record suspensions as authorized for release by the Minister of Public Safety
Vulnerable Sector Check (VSC) will NOT include:
- Convictions under provincial statutes
- Local police contact
- Ministry of Transportation information
- Family Court Restraining Orders
- Foreign information
- Any reference to incidents involving mental health contact
- Diversions will not be released as police contact and no reference to the occurrence is permitted
- Youth Criminal Justice Act information unless requested in accordance with YCJA 119(1)(o)
Verification of Criminal Record
There are two methods for verification of a criminal record, either through the submission of fingerprints or by (self) declaration.
Verification of a criminal record is a process where the applicant may declare their adult criminal record convictions to the police service.
Applicants are NOT required to declare:
- A conviction for which the applicant has received a record suspension
- A conviction where the applicant was a "young person” under the YCJA
- Absolute or Conditional Discharges
- Any offences for which the applicant was not convicted
- Provincial or municipal offences
- Any charges dealt with outside of Canada
The Brantford Police Service will confirm if the information matches a criminal record contained within the RCMP National Repository of Criminal Records. If the Service is not satisfied that the applicants declared criminal record information is a match to a Criminal Record held at the repository, fingerprints are required.
Requirements for Fingerprints
Criminal Record:
If the police service requires fingerprints or is not satisfied that the applicants (self) declaration is a match to a criminal record held at the RCMP National Repository of Criminal Records, fingerprints must be submitted to the RCMP.
Vulnerable Sector:
If the applicant is being considered to work in a volunteer or employment position where they will be in a position of authority and trust relative to vulnerable persons, they may be required to submit fingerprints to verify whether there is a criminal record including the existence of any sex offences with a record suspension contained within the RCMP National Repository of Criminal Records.
Release of Completed Police Record Check
Criminal Record Check and Criminal Record and Judicial Matters Check
The Brantford Police Service will provide the results of a completed Police Record Check to the applicant only.
It is the choice of the applicant to decide whether he/she wants to share the results of the Police Record Check with the requesting agency. The role of this Service is to provide the applicant with the results. The agency is responsible for determining the suitability of the applicant for the position. The result of any Police Record Check is just one component of the information available to and evaluated by the agency.
Vulnerable Sector Check
The Brantford Police Service will complete a Vulnerable Sector Check based on the applicant’s name and date of birth, as well as, gender and date of birth. If no record is located, a completed Police Vulnerable Sector Check will be provided to the applicant.
If the Vulnerable Sector search is inconclusive a fingerprint based search will be required. If the RCMP confirms that the applicant has a sex offence with a records suspension, the information will be forwarded to the Minister of Public Safety to authorize disclosure of all or part of the information contained in the file. When the information is authorized for disclosure by the Minister, the criminal record associated with the applicant’s fingerprints will be returned to the Brantford Police Service and will include the sexual offence with record suspension information. At this point, the Brantford Police Service will be required to obtain the applicant’s consent in writing for disclosure of the record(s). When the applicant has signed the form giving consent to release the record(s) the Brantford Police Service must forward the information to the requesting agency (employer or volunteer agency).
If the applicant chooses not to disclose their record(s), the Brantford Police Service will contact the requesting agency in writing indicating that this Service is unable to complete the Vulnerable Sector Check.
Youth Records
Police Criminal Records will only be conducted for paid or unpaid positions with the federal, provincial or municipal government. Non-government agencies are not authorized to receive any results. To require applicants to apply and pay for a Police Criminal Record Check when no results will be disclosed is not in the best interest of applicants, the police service or the community.
For Government Employers:
Police Criminal Record Checks with disclosable youth records will be mailed directly to you by the Brantford Police Service. Please be sure to provide the youth with this information prior to having the youth apply for a police record check.
