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POLICE RECORD CHECK INFORMATION SHEET

INFORMATION SHEET - ENGLISH

INFORMATION SHEET - FRENCH

 ***PLEASE BE ADVISED THAT EFFECTIVE FEBRUARY 2ND, 2017 ALL RECORD CHECKS ARE TO BE SUBMITTED BY THE APPLICANT.  THE GREATER SUDBURY POLICE SERVICE NO LONGER ACCEPTS THIRD PARTY SUBMISSIONS. YOU WILL NEED TO PRESENT 2 VALID PIECES OF GOVERNMENT ISSUED IDENTIFICATION AND PROOF THAT YOU ARE A SUDBURY RESIDENT.*** 

FOR INDIVIDUALS SEEKING EMPLOYMENT OR VOLUNTEER OPPORTUNITIES

 

 The Greater Sudbury Police Service will complete a Police Record Check on a potential candidate for employment or volunteer duties when:

  1. You reside within the jurisdiction of this police service.
  2. You have signed the required consent forms.

The requesting 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:

  1. Complete an initial review for suitability and be considering you for an employment or volunteer opportunity.
  2. Understand its obligation 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.
  3. Determine that if a Police Vulnerable Sector Check is required, it is done so only for the purpose of assisting the Agency to determine your suitability 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.

 The Greater Sudbury Police Service offers three levels of record checks:

  1. Police Criminal Record Check
  2. Police Information Check
  3. Police Vulnerable Sector Check
Please be advised that you will need to provide the Greater Sudbury Police Service with two pieces of government issued identification.

1.  Police Criminal Record Check

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. This check is NOT intended for applicants who are seeking volunteer and/or employment with vulnerable persons.

Police Criminal Record Check form - English   (Must be printed double-sided)

Police Criminal Record Check form - French   (Must be printed double-sided)

The Police Criminal Record Check will include the following information:

  • Criminal convictions from CPIC and/or local databases.
  • Summary convictions, for five years, when identified.
  • Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period.

The Police Criminal Record Check 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 (VS) 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 (CRA).
  • Any reference to incidents involving mental health contact.
  • Diversions will not be released as police contact and no reference to the occurrence is permitted (CC S. 717.4).
  • Youth Criminal Justice Act (YCJA) information beyond applicable disclosure period.
  • Dispositions including, but not limited to, Withdrawn, Dismissed, and cases of Not Criminally Responsible by Reason of Mental Disorder.

 2. Police Information Check

 This check is intended for applicants who are seeking volunteer and/or employment with agencies who require a Police Criminal Record Check along with outstanding charges and outstanding warrants. The agency has determined that a search of sex offenders with a record suspension is NOT required, therefore, this check is NOT intended for applicants who are seeking volunteer and/or employment with vulnerable persons. 

Police Information Check form - English  (Must be printed double-sided)

Police Information Check form - French  (Must be printed double-sided)

 

The Police Information Check will include the following information:

  • Criminal convictions from CPIC and/or local databases.
  • Summary convictions, for five years, when identified.
  • Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period.
  • Outstanding entries, such as charges and warrants, judicial orders, Peace Bonds, Probation and Prohibition Orders. As per CPIC policy, information obtained from the Investigative Databank must be confirmed and authorized for release by the contributing agency.
  • Absolute and conditional discharges for 1 or 3 years respectively.

The Police Information Check WILL NOT include:

  • 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 (VS) 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 (CRA).
  • Any reference to incidents involving mental health contact.
  • Diversions will not be released as police contact and no reference to the occurrence is permitted (CC S. 717.4).
  • Youth Criminal Justice Act (YCJA) information beyond applicable disclosure period.
  • Dispositions including, but not limited to, Withdrawn, Dismissed, and cases of Not Criminally Responsible by Reason of Mental Disorder.

3. Police Vulnerable Sector Check

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 Assessment.

 Police Vulnerable Sector Check form - English  (Must be printed double-sided and on legal paper)

 Police Vulnerable Sector Check form - French  (Must be printed double-sided and on legal paper)

The Police Vulnerable Sector Check will include the following information:

  • Criminal convictions from CPIC and/or local databases.
  • Summary convictions, for five years, when identified.
  • Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period.
  • Outstanding entries, such as charges and warrants, judicial orders, Peace Bonds, Probation and Prohibition Orders. As per CPIC policy, information obtained from the Investigative Databank must be confirmed and authorized for release by the contributing agency.
  • Absolute and conditional discharges for 1 or 3 years respectively.
  • In very exceptional cases, where it meets the Exceptional Disclosure Assessment, non-conviction dispositions including, but not limited to, Withdrawn and Dismissed.
  • Not Criminally Responsible by Reason of Mental Disorder.
  • All record suspensions as authorized for release by the Minister of Public Safety.

The Police Vulnerable Sector Check 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 (CC S. 717.4).
  • Youth Criminal Justice Act (YCJA) information beyond the applicable disclosure period.                                                                    

Verification of Criminal Record

There are two methods for verification of a Criminal Record; either through the submission of fingerprints or by (self) declaration.

4. Self-Declaration

Verification of a Criminal Record is a process where you may declare your adult criminal record convictions to the police service.

Declaration must include all convictions for offences under Federal Law

Self-Declaration form - English

 Self-Declaration form - French

Do NOT declare:

  • A conviction for which you have received a record suspension.
  • A conviction where you were a "young person".
  • Absolute or Conditional Discharges.
  • Any offences where you were not convicted.
  • Provincial or municipal offences.
  • Any charges dealt with outside of Canada.

The Greater Sudbury 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 your declared criminal record information is a match to a Criminal Record held at the repository, fingerprints are required.

Requirement for Fingerprints

Criminal Record: If the police service requires fingerprints or is not satisfied that your (self) declaration is a match to a criminal record held at the RCMP National Repository of Criminal Records, your fingerprints must be submitted to the RCMP. The necessary form for the fingerprint application is available at the Greater Sudbury Police Service's Records/Customer Service Branch only.

Vulnerable Sector: If you are seeking employment and/or volunteering in a position of authority or trust relative to vulnerable persons you may be required to submit fingerprints to verify whether you have been received a record suspension for a sexual offence contained within the RCMP National Repository of Criminal Records.

 

Release of Completed Police Record Check

Police Criminal Record Check, Police Information Check and Police Vulnerable Sector Check 

 The Greater Sudbury Police Service will provide the results of a completed Police Criminal Record Check, Police Information Check and Police Vulnerable Sector Check only to you, the applicant.

It is your decision to share the results of a Police Record Check with the agency where you want to work or volunteer. The role of the Service is to provide you with the results of the Police Record Check. The agency is responsible to determine your suitability for the position.

Police Vulnerable Sector Check

The Greater Sudbury Police Service will complete a Vulnerable Sector Check based on your name and date of birth, as well as, gender and date of birth. If no record is found, a completed Police Vulnerable Sector Check will be provided to you, the applicant.

If the Vulnerable Sector Search is inconclusive a fingerprint based search will be required. If the RCMP confirms that you have a sex offence with a record suspension, the information will be forwarded to the Minister of Public Safety to authorize disclosure of all or part of the information contained in your file. When the information is authorized for disclosure by the Minister, the criminal record associated with your fingerprints will be returned to the Service and will include the sexual offence with a record suspension information. At this point the Service will be required to obtain your consent in writing for disclosure of the record(s).  

 

 5. Reconsideration Request Process

An applicant who has applied for a police vulnerable sector check may dispute the information that was disclosed, by completing the reconsideration request form. This reconsideration process does not guarantee that the information released on your record check will be removed; however, it will be reviewed by our Reconsideration Panel

 Reconsideration form - English

 Reconsideration form - French

Requests for reconsideration must be made by the applicant in writing within 60 days of the completion of the record check and submitted to:

 

Greater Sudbury Police Service
Attention: Release of Information Coordinator
190 Brady Street
Sudbury,ON
P3E 1C7

 

Please include any and all information you may deem relevant in order to assist in our deliberations (including your name, birth date, mailing address, and the incident number in question)   

 

You will be informed in writing of the panel's decision and will be provided with a  general reason for acceptance or denial.  Please note the Reconsideration Process Panel's decision is final.

POLICE RECORD 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:

  1. Complete an initial review for suitability and be considering the individual for an employment or volunteer opportunity.
  2. Understand its obligation 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.  
  3. Determine that if a Police Vulnerable Sector Check is required, it is done so 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.

For further information on selecting employees or volunteers refer to Volunteer Canada 10 Step Guideline and Screening Handbook at http://volunteer.ca/content/2012-screening-handbook

 By performing a Police Record Check, the Greater Sudbury 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 upon information provided by the applicant and the Service cannot guarantee it will identify all information pertaining to the individual.

The Greater Sudbury Police Service provides three levels of Police Record Checks:

  1. Police Criminal Record Check
  2. Police Information Check
  3. Police Vulnerable Sector Check
Agencies can use the Type of Record Check Required form to specify which record check is needed by the applicant, volunteer or non-volunteer status, as well as a description of the position.

 Release of Completed Police Record Check

 Police Criminal Record Check, Police Information Check and Police Vulnerable Sector Check 

 The Greater Sudbury Police Service will provide the results of a completed Police Criminal Record Check and Police Information 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 the Greater Sudbury Police Service is to provide the applicant with the results of the Police Record Check. 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.

 It is extremely important to verify that the completed record check has been embossed with the Greater Sudbury Police Service seal and continues to have the information checked off in red ink. Furthermore, please pay close attention to totality of the pages at the bottom of the completed record check form. If there is information to be revealed; it will indicate "See attached Appendix A". If you see such a  message on the back of the record check form, it is very important that you verify that the Appendices are attached. Make sure that these Appendices are embossed with the Greater Sudbury Police seal; otherwise, the record check will not be valid.

Should you have any questions or concerns, please feel free to contact the customer service branch at: (705)675-9171