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Record Checks

Customer Service Hours of Operation
Monday to Friday 8:00AM to 5:00PM (closed all statutory holidays)

As of November 1st, 2018 the Police Record Check Reform Act (PRCRA) will be enacted.  Non-governmental agencies are not authorized to receive results from youth records. For this reason, the Greater Sudbury Police Service will not provide a Police Record Check to applicants under the age of 18, unless the applicant is applying for an employment or volunteer position with a government agency.

For more information concerning the PRCRA, please visit

The Greater Sudbury Police Service offers three types of Police Record Checks:

Level 1: Criminal Record Check 

  • Criminal convictions from the Canadian Police Information Centre “CPIC” and/or local databases and Summary convictions for the past five (5) years, when identified
  • Youth Criminal Justice Act findings of guilt will be released on applications to government institutions/organizations

Level 2: Criminal and Judicial Matters Check (Includes Level 1 information)

  • Outstanding entries such as charges and warrants, judicial orders, 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 within the applicable retention period

Level 3: Vulnerable Sector Check (Includes Level 1 and 2 information)

  • In very exceptional cases, when it meets the Public Safety Test, non-conviction dispositions including but not limited to, Withdrawn and Dismissed
  • Not Criminally Responsible by Reason of Mental Disorder
  • All Record Suspensions for release by the Minister of Public Safety

Application for Level 1-3 Police Record Checks

Level 3 Requirements

If the Greater Sudbury Police Service is not satisfied that an applicant is qualified to apply for a Level 3 Police Record Check (example- truck driver) a detailed letter from the requesting organization will be requested as it is required to describe how the applicant will be in a position of trust or authority over vulnerable persons, regularly providing direct care or assistance.

This letter cannot simply request the Level 3 Police Record Check be conducted; it must be very specific concerning the applicants involvement around vulnerable persons.

This letter is not mandatory in all Level 3 requests, however it is suggested that all organizations provide this detailed letter to all potential Level 3 applicants. Further, This letter can be used to waive fees related to volunteer applicants when required for the Level 3 Police Record Check.

Verification of Criminal Record

There are two methods for verification of a Criminal Record; either by (1) self-declaration or through the submission of (2) digital fingerprints.

(1) Self-Declaration of Criminal Record

A declaration of criminal record form must be completed to include all convictions for offences under Federal Law in order to receive a name-based Criminal Record, which includes the Adult Criminal Convictions and associated information from the RCMP National Repository of Criminal Records.  Failure to complete this form accurately will result in an incomplete Police Record Check, and require submission of fingerprints to the RCMP National Repository of Criminal Records.

Self-Declaration of Criminal Record Form

(2) Digital Fingerprints

The Greater Sudbury Police Service will require submissions of digital fingerprints if the applicant fails to accurately complete the self-declaration of criminal record, if the applicant does not have sufficient identification to proceed in a name based search, and if required based on the Level 3 application based on the applicant’s name, gender, and date of birth.

When fingerprints are required for the Level 3 Police Record Check for volunteer purposes, a detailed letter on organization/business letterhead that describes the applicant’s duties around vulnerable persons will waive the fingerprint fee.

Reconsideration Process for Level 3 Police Record Check

An applicant who has applied for the Level 3 Police Record 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 the Police Record Check will be removed; however, it will be reviewed by our Reconsideration Panel.

Requests for reconsideration must be made by the applicant in writing within 45 days of receiving the results of the Police Record Check, and submitted to:

Greater Sudbury Police Service

Attention: Manager of Records and Customer Service

190 Brady Street

Sudbury, ON

P3E 1C7

Applicants must include any and all information deemed relevant in order to assist in panel deliberations (including the applicant’s name, birth date, mailing address, occurrence in question)   

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

Reconsideration Process Form

Police Record Checks for Youth Applicants

In accordance with the Youth Criminal Justice Act (YCJA), youth records will only be released to federal, provincial or municipal government agencies within designated retention periods. The YCJA prevents youth from sharing these records with any other potential employer or volunteer agency.  Non-government agencies are not permitted to ask for or to receive any results under the YCJA.

For more information, please view our youth record information sheet.

Acceptable Identification

Two pieces of identification are required to obtain a Police Record Check. Examples of acceptable identification include, but is not limited to:

  • Primary Identification- Must be government issued and must include photograph, signature, name and date of birth:
    • Provincial Driver's License
    • Foreign Driver's License
    • Canadian or Foreign Passport
    • Nexus Card
    • Ontario Photo ID card
    • Canadian Citizenship Card
    • Canadian Permanent Resident Card
    • Certificate of Indian Status
  • Secondary Identification- Must include full name:
    • Birth Certificate
    • Additional primary ID as listed above
    • Baptismal Certificate
    • Canadian Blood Donor Card
    • Fishing License
    • Hunting License
    • Outdoors Card
    • Employee Hospital ID Card
    • Immigration Papers
    • Recent Utility bill required to verify current Greater Sudbury address if no driver's license is available.
    • Federal, Provincial or Municipal Government Employee ID Card
  • Unacceptable Identification
    • Ontario Health Card (The Ontario Health Card cannot be accepted for identification purposes as governed by the Health Cards and Numbers Control Act, 1991 section 2.2(1))
    • Social Insurance Number

The Ontario Health Card cannot be accepted for identification purposes as governed by the Health Cards and Numbers Control Act, 1991 section 2.2(1)

Proof of Greater Sudbury Address

The Greater Sudbury Police Service can only process a Police Record Check for those who can provide evidence that they are a current resident of the City of Greater Sudbury.

Living Abroad/Working Abroad

The Greater Sudbury Police Service does not provide a Police Record Check to people living outside of Canada. If you require a record check and are living outside of Canada, or require a Police Record Check for working abroad, you must obtain a copy of your Canadian Criminal Record through the Royal Canadian Mounted Police (RCMP).

Please visit the RCMP website for detailed instructions and costs.

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.