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very exceptional cases, when it meets the Public Safety Test, non-conviction dispositions including but not limited to, Withdrawn and Dismissed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

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 fingerprint fees for volunteer applicants when required for the 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.
• 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.
• 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

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.

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.

Primary Identification: Must be government issued and must include photograph, signature, name and date of birth

• Provincial Driver's Licence
• Foreign Driver's Licence
• 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 Licence
• Hunting Licence
• Outdoors Card
• Employee Hospital ID Card
• Immigration Papers
• Recent utility bill to confirm address (Driver's License is not 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

Record check (Criminal/Criminal Record and Judicial Matters/Vulnerable Sector) - $42.00

Student - $27.00

VSC Volunteer - $27.00

CRC/CRJMC Volunteer with organization letter (PRCRA Bill 13) - $0.00

Extra Copies - $5.00

Expedited - $36.00

Adoption/Parent Custody/Name Change (CRJMC with fingerprints) - $69.00

Non-parent Custody/Access (CLRA with fingerprints) - $69.00

Record Suspension - Local Police Record Check - $72.00

Digital Fingerprints (Employment/Immigration) - $69.00

Occurrence List - $63.72 + $8.28HST = $72.00

General Occurrence Reports - $63.72 + $8.28HST = $72.00

Other Related Reports - $29.20 + $3.80HST = $33.00

Witness Statement (per statement) - $30.09 + $3.91HST = $34.00

Officer's notebook Notes (per officer) - $63.72 + $8.28HST = $72.00

Photographs - Electronic Reproduction - up to 10 photos - $26.55 + $3.34HST = $30.00

Additional cost per image - $4.42 + $0.58 - $5.00

Recordings - Electronic Reproduction - Audio/Video - $63.72 + $8.28HST = $72.00

Additional cost per recording - $53.98 + $7.02HST = $61.00

Motor Vehicle Collision Report (MVCR) - $53.98 + $7.02HST = $61.00

Additional information contained on report back - $30.09 + $3.91HST = $34.00

Reconstruction Report - $2,542.48 + $330.52HST = $2,873.00

Reconstruction Supplementary Report - Deposit - $52.22 + $6.78 - $59.00

Reconstruction Supplementary Report - Hourly Charge - $31.86 + $4.14HST = $36.00

Executive Summary Report - Hourly Charge - $31.86 + $4.14HST = $36.00

Scene Measurements, Map Overlay and Data - $836.28 + $108.72HST = $945.00

Motor Vehicle Inspection Report (per vehicle) - $171.68 + $22.32HST = $194.00

Destruction of Fingerprints and Photograph Application - $39.82 + $5.18 - $45.00

Statistical Information (fee per hour - 1/2 hour minimum) - $105.00

Project LIFESAVER Annual Fee - $245.00

False Alarm Dispatch Fee - $160.00 + $20.80HST = $180.80

Cancelled Accepted False Alarm Dispatch Fee - $80.00 + $10.40HST = $90.40 

Paid Duty Hourly Rate - Constable* - $79.29 + $10.31HST = $89.60

Paid Duty Hourly Rate - Sergeant* - $90.72 + $11.79HST = $102.51

Paid Duty Hourly Rate - Staff Sergeant* - $100.04 + $13.01HST = $113.05

Paid Duty Cruiser Fee per hour (minimum three-hour charge) - $33.63 + $4.37HST = $38.00

Paid Duty Boat, Trailer and Tow Vehicle Fee per hour (minimum three-hour charge) - $82.30 + $10.70HST = $93.00

Paid Duty Administration Fee - 20% of total paid duty contract

*Notwithstanding Section 4 of By-law 2009-3, paid duty rates shall be adjusted in accordance with the collective agreement between the Board and the Sudbury Police Association in effect at the time of the paid duty assignment and not the Consumer Price Index. A minimum 3 (three) hour charge shall apply. 

Paid Duty Hourly Rate - Constable* - $80.09 + $10.41HST = $90.50

Paid Duty Hourly Rate - Sergeant* - $91.62 + $11.91HST = $103.53

Paid Duty Hourly Rate - Staff Sergeant* - $101.03 + $13.13HST = $114.16

Paid Duty Cruiser Fee per hour (minimum three-hour charge) - $33.63 + $4.37HST = $38.00

Paid Duty Boat, Trailer and Tow Vehicle Fee per hour (minimum three-hour charge) - $82.30 + $10.70HST = $93.00

Paid Duty Administration Fee - 20% of total paid duty contract

*Notwithstanding Section 4 of By-law 2009-3, paid duty rates shall be adjusted in accordance with the collective agreement between the Board and the Sudbury Police Association in effect at the time of the paid duty assignment and not the Consumer Price Index. A minimum 3 (three) hour charge shall apply.