Records Check

Normal Hours of Operation:

Monday to Friday, 7 a.m. - 6 p.m.

(Closed on Statutory Holidays)

 

How do I apply?

Online Applications:  The Sault Ste. Marie Police Service is pleased to offer once again, online records check submissions to members of the public.  If you would like to apply online, please visit our Online Records Check page.  Priority will be given to online applications.  Once the search is completed, the results can be picked up at the Sault Ste. Marie Police Service's building, 580 Second Line East.

Attend in person:  Please download the form(s) below on letter sized paper (8.5" x 11") and fill them out prior to attending at the Sault Ste. Marie Police Service's building.  This will save time.  Fees are payable by cash, credit, or debit.

Records Check Application Form

Self-Declaration Form (please complete this form if you have an existing criminal record only)

* Please remember to bring two forms of government-issued identification (one of which must contain your photo).  See Appendix A for further acceptable identification.

* Provide any other names (maiden name, legal name change, etc.)

* You must be a resident of Sault Ste. Marie or Prince Township to have your records check completed - proof of residency may be required.

* All record checks will be processed on a first-come, first-served basis.  Currently our turn-around-time is 3 business days; however, priority will be given to online applications.

{Please note walk-applications during August-October may take approximately one week to process as this is one of our busiest seasons for record check requests.}

Please review the Frequently Asked Questions section at the bottom of this page for more information.

 

What type of records check do I need and how much will it cost?

As per the Police Records Check Reform Act of Ontario, the Sault Ste. Marie Police Service offers three (3) types of police record checks:

* Police Criminal Records Check (PCRC)

* Police Criminal Records and Judicial Matters Check (PCRJMC)

* Police Vulnerable Sector Check (PVSC)

Your employer and/or volunteer organization will confirm for you what type of police records check is required.

 

Police Criminal Records Check (PCRC) or the basic criminal record check for employment purposes cost is $40.00 (includes HST) which is payable at the time of submitting your application.  You must produce government-issued photo identification.  (See Appendix A for acceptable identification.)

This check is intended for applicants who are involved as a volunteer, employee or in any situation where a basic PCRC is requested (i.e. immigration, general labour, truck driving, warehouse, retail, etc.). This check is NOT intended for applicants who are seeking to volunteer and/or be employed with vulnerable persons.

This search is based on a query of the Royal Canadian Mounted Police's National Repository for Criminal Records in Canada.  It is based upon photo identification only and, therefore, is not confirmed by fingerprints.  The completed check indicating the results of the criminal record search shall include the corporate seal of the Sault Ste. Marie Police Service as proof of authenticity.

If an applicant has a criminal conviction, this check can only be provided by the local Police Service where the applicant resides.  If the person lives out of town and has a criminal conviction, again the check must be completed in the city in which they reside.

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Police Criminal Records and Judicial Matters Check (PCRJMC - level two) is intended for applicants who are seeking to volunteer or be employed with agencies who require a PCRC (level one) along with a local police involvement and other systems/records where authorized - employment, volunteers, or student placement purposes where the position does not qualify for the vulnerable position screening:

Employment:  cost is $40.00 (includes HST).  This search is intended for individuals who will be employed in positions such as car sales, park wardens, Drive Seat (as D.D.), firefighters, etc.

Volunteers and Students (placement purposes only):  cost is $15.00 (includes HST).

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Police Vulnerable Sector Check (VSC- level three) is restricted to applicants seeking employment and/or volunteering with vulnerable individuals.  It includes student placements.

Employment:  cost is $40.00 (includes HST).  This search is intended for individuals who will be employed in vulnerable positions such as: day care centres, nursing, social workers, teaching, etc.  This search is required when working with children (persons under 18 years of age), the elderly, sick, or infirm.  This is available only to residents of Sault Ste. Marie, Ontario.  The Sault Ste. Marie Police Service does not provide record checks to people living outside of Canada.  (For more information, please refer to our FAQ below.)

Volunteers and students (placement purposes only):  cost is $15.00 (includes HST).  This search is also for individuals who will be volunteering in vulnerable positions such as the: Children's Aid Society, Boy Scouts, Girl Guides, Meals on Wheels, boys and girls clubs, etc.  This is required when volunteering with children (persons under 18 years of age), the elderly, sick, or infirm.  This is available to residents of Sault Ste. Marie, Ontario.

Volunteers who require fingerprints to confirm their identity as required by the R.C.M.P.:  You must provide AN ACCOMPANYING LETTER from the organization in which you will be volunteering, otherwise your application will not be processed.

Students: If you are in Sault Ste. Marie attending school, and you are able to prove a Sault Ste. Marie/Prince Township residency, ie. a bill or lease document, you may have your search done here.

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Police Record Checks Reform Act 2015

The Police Record Checks Reform Act 2015, came into force on November 1, 2018 and it establishes clear and consistent rules to govern police record checks in the province to protect public safety and strengthen individual civil liberties by removing unnecessary barriers to employment, education, and volunteer opportunities.  It prevents the disclosure of unnecessary information and standardizes the process by clearly defining three types of police record checks.

Please review all of the information below.  There is now a new record check form to complete which includes all three (3) types of record checks and a separate self declaration form of an existing criminal record.

Additionally, there are documents below to assist with the new requirements for these checks.

Public Education Document

PRCRA - Fact Sheet - Individuals

PRCRA - Fact Sheet - Requestors

Ministry of Community Safety and Correctional Services - Police Record Checks in Ontario

Most organizations are not legally obligated to request police record checks when screening individuals.  If a record check is necessary for a position, it should only be done as the last step in the hiring process – after the standard screening tools have identified an individual as a suitable candidate for an employment or volunteer opportunity.

What other screening tools can an organization use?

Resumé
Personal reference checks
Interviews
Orientation sessions
Job shadowing
Follow up reviews
Feedback from clients
Other assessments as appropriate (e.g., some professions, such as policing and aviation, require medical examinations to assess physical and mental health).

Police Records Check for Employment or Volunteer Opportunities: The employer or volunteer agency plays an integral role in the initial stages of the hiring process and the records check should only be one piece of their recruiting process.

For further information on selecting employees or volunteers, please refer to the 10 Step Guideline and Screening Handbook at Volunteer Canada.

To reduce the risk of child sexual abuse and create safer environments for the children in your care, please go to the Canadian Centre for Child Protection to view and complete their free training.

By performing a Police Records Check, the Sault Ste. Marie Police Service is in no way making a recommendation on the suitability of the applicant for the position nor should any 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 Records Check is based upon information provided by the applicant and the Sault Ste. Marie Police Service cannot guarantee it will identify all information pertaining to the individual.

Youth applicants or volunteers under the age of 18: As of November 1, 2018, community organizations, charities, and sport groups will no longer be entitled to use police checks as a screening tool when considering youth for employment or volunteer work.  In accordance with Ontario's Police Record Checks Reform Act and the Youth Criminal Justice Act, Police Services can only provide record checks to applicants who are under the age of 18 and applying for positions with municipal, provincial, or federal governments.

As a result, police are not permitted to provide record checks for youths seeking a position with non-government organizations, such as sports groups, not-for-profit agencies, charities, hospitals, and school boards.  This also includes organizations that may receive government funding but are not a government department.

This communication is intended to educate non-government organizations about changes to record checks pertaining to youth under the age of 18 as a result of the Police Record Checks Reform Act.  Non-government agencies will now have to proceed with alternative application steps such as interviews and references for youths and not rely on a police records check as they may have in the past.

 

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Fingerprints:

The Sault Ste. Marie Police Service currently provides fingerprint services for PVSC applicants who have received notification from our Service that the extra fingerprint step is required.  Please see our webpage for additional information on costs and how to make an appointment.

If fingerprints are required: Cost is an additional $30.00 (includes HST) to the Sault Ste. Marie Police Service AND a $25.00 fee payable to the Royal Canadian Mounted Police.

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Frequently Asked Questions:

 

Do I have to come in person, or can someone else bring the records check form in for me?

A police criminal records check search can be submitted online or in person.  It must be picked up by same.

If you are attending in person, we encourage you to complete the records check form in advance.

 

Where can I get the new records check form?

At the Sault Ste. Marie Police Service or, you may print one from this website on letter-sized paper (8.5" x 11").  You will save time if you fill out the form prior to attending at the Sault Ste. Marie Police Service's building.  Walk-in applications take longer to process and it may take a week for you to get your results during this busy Fall season.  Please check out our online process as detailed above.

Record Check Application Form

Self-Declaration Form (please complete this form if you have an existing criminal record only)

 

How long will it take to have a records check done at the Police Service's building?

The average turn-around time is 3 business days but during our busiest periods of operation/season it could take a week for you to get your results for walk-in applications. Priority will be given to online records check submissions.

 

What photo ID do I need?

Photo identification can consist of a driver's licence, a photo health card (only if volunteered by the applicant - we cannot ask for it or record the number), a passport, a student card, or age of majority card, along with a birth certificate and proof of a Sault Ste. Marie address.

See Appendix A for further acceptable identification.

 

What if I can't make it in during business hours?

Criminal record searches can now be completed online by visiting our Online Records Check page.  Priority will be given to online applications.

Once the search is completed, the results can be picked up at the Sault Ste. Marie Police Service's building, 580 Second Line East during business hours at this time.  Our hours of operation are listed at the top of this page.

 

Where are we located?

We are located at 580 Second Line East, Sault Ste. Marie, Ontario.

 

How can I pay?

We accept cash, credit, or debit.

 

What if I live outside of Sault Ste. Marie - can I still get a check done?

If you live outside of Sault Ste. Marie/Prince Township and require a Vulnerable Position Screening done, we cannot do it.  Arrangements can only be made to have the Basic Criminal Record Search done.

 

Record checks for people out of the country - the Sault Ste. Marie Police Service does not provide record checks to people living outside of Canada.  If you live out of the country and need confirmation that you do not have a criminal record in Canada, you may 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.

 

I am only living here as a student - can I get my records check done here?

Students can get a Vulnerable Sector Check done here if they are able to prove a Sault Ste. Marie / Prince Township, Ontario residence, ie. a bill or lease.

 

What is the Exceptional Disclosure Assessment?

In exceptional circumstances, police contact or non-conviction records may be considered for release on a Vulnerable Sector Check. There may be specific, exceptional cases where the existence of these types of records gives rise to a concrete and compelling concern for the safety of vulnerable persons. The type of offences considered for release are listed in Appendix O: List of Offences in the LEARN Guideline and the victim must meet the definition of a vulnerable person.

The disclosure is based on the Police Services Act, Disclosure of Personal Information Regulation 265/98 rather than the applicant’s consent. All information in this process is released directly to the applicant; we do not disclose any information to employers or other persons.

 

[Updated:  August 28, 2019]

 

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