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Understanding Police Records Checks

How does an organization
• local disturbances
Understanding
decide who to screen?
• offences contrary to provincial statutes (such as traffic violations
or liquor-related violations)
In fact, the organization does not decide who to screen, it decides
Police Records Checks
• abuse of children
how to screen. Based solely on the risk involved in the position,
• allegations of offences where charges were not laid.
the organization determines which screening steps are needed. For
example, candidates for the job of a mentor, who works alone with
The voluntary organization must have your written permission to
a child, will need to be screened thoroughly for the safety of the
request a PRC.
child. On the other hand, the position where there is no access to
Organizations that provide programs to children and other
children, confidential records, or money will likely involve fewer
vulnerable people must take reasonable measures to protect
Since 2001, as a result of amendments to the Criminal Records
screening steps.
them. This is why many organizations have screening policies
Act, criminal records of pardoned sex offenders can be made
for staff and volunteers who have, or will have, contact with
available to organizations that work with vulnerable people.
The request that you consent to a Police Records Check does not
children or other vulnerable people.
mean that the organization does not trust you or has concerns
Your written consent is required to search the CPIC database for
about you. It means the position you are applying for is considered
What is screening?
pardoned sexual offences.
to have a heightened risk and the organization is managing that
Screening is a process, performed by an organization, to ensure
risk appropriately.
What if you have a criminal record?
that the right match is made between the work to be done and the
person who will do it. The screening process includes steps such
How is a Police Records Check carried out?
If the information obtained by the police indicates that you have a
as job design, recruitment and orientation. The steps that are
criminal record, does that mean you cannot volunteer?
To conduct a Police Records Check, the local police do several
most important in determining the suitability of a candidate are
things. First, they query the Canadian Police Information Centre
interviews, reference checks and, when dealing with vulnerable
Not necessarily; organizations may look at the following factors
(CPIC) database, operated by the Royal Canadian Mounted Police
participants, a Police Records Check (PRC).
when considering your application:
(RCMP), to search for relevant criminal record information and/or
the existence of a CPIC record. Second, they search their own
What is a Police Records Check (PRC)?
• the nature of the organization and its work
database for information about the individual. Lastly, they may
• the nature of the offence
A Police Records Check (PRC) is a Criminal Records Check,
contact other police detachments for information about the person.
• the relevance of the criminal record to the position you are
as well as a search of the records held in the information database
The CPIC database is a compilation of police information and
applying for.
of a local police agency. The Police Records Check is one of the
court decisions. Information collected in the CPIC database
steps in Volunteer Canada’s Safe Steps screening program.
includes individuals who:
If the CPIC query produces a name and date of birth similar to
yours, you can provide your fingerprints to confirm your identity.
Does screening guarantee the
• have a criminal record for any Criminal Code or other Federal
As fingerprints are the best personal identifier, your fingerprints
safety of vulnerable people?
Statute offence and/or
• have been judged not criminally responsible for an offence
will determine whether or not the information in the CPIC
Unfortunately, no. An organization can never eliminate all risks.
because of mental disorder and/or
database pertains to you.
Screening helps an organization create a safe environment by
• have federal and/or provincial charges pending and/or
selecting the right people for each position. A Police Records
• are on probation or subject to a Prohibition Order.
For more information on the Safe Steps process, visit
Check may be one element in the screening process; however, the
www.volunteer.ca or contact Volunteer Canada at 1-800-670-0401
PRC will only identify the person who already has a criminal or
In addition, local police agencies compile information, in their
other police record. Organizations must carry out a range of
own databases, about every complaint they receive. Examples of
Financial support for this brochure was provided by the
screening activities to properly assess staff and volunteers.
complaints include:
Solicitor General of Canada and the RCMP.