Criminal Records Check

Normal Hours of Operation:

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

(Closed on Statutory Holidays)

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).

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.

 

The Sault Ste. Marie Police Service will offer three (3) types of police record checks as of November 1, 2018:

* Police Criminal Records Check (PCRC)

* Police Criminal Records and Judicial Matters Check (PCRJMC)

* Police Vulnerable Sector Check (PVSC)

 

Costs:

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.  Fees are payable by cash, credit, or debit.   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 Section Check (VSC- level three) is restricted to applicants seeking employment and/or volunteering with vulnerable individuals.  It includes student placements.

Employmentcost 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.  Your record check/search application must be completed by the Agency you will be volunteering for prior to your bringing it in.

Volunteers - your application must INCLUDE 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 residency, ie. a bill or lease document, you may have your search done here.

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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:  http://ssmps.ca/online-services/fingerprint-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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HOW DO I APPLY:

You can attend in person with two pieces of government issued identification (one with a photo).  We encourage you to download the record check form below and fully complete it prior to attending at the Police Service's building to save time.

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

All police record checks are processed on a first-come, first-served basis.  The turnaround time is normally three (3) business days for all application types following the implementation of the new Police Record Checks Reform Act (2015) which takes effect on November 1, 2018.

 

Forms:

The following forms have been modified so that you are able to print them on letter sized paper (8.5" x 11") and filled out prior to attending at the Sault Ste. Marie Police Service's building.  We encourage you to fully complete these forms so as to save time.

Record Check Application Form

Self-Declaration Form

 

The Sault Ste. Marie Police Service is currently working to having these forms available for completion and submission through our website.  This service is currently not available.  Please keep watching for updates.  In the meantime you must download and complete the Record Check Application Form.

 

Frequently Asked Questions:

 

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

A police criminal record search must be submitted by the applicant in person (or online once available - please watch for updates).  It must be picked up by same.

 

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

The average turn-around time is 3 business days during our busiest periods of operation/season.

 

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 are only accepted during business hours at this time.

 

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 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 Screening done here if they are able to prove a Sault Ste. Marie, 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.

 

Where can I get the new record check form?

At the Sault Ste. Marie Police Service or you may print one from this website.

 

Record Check Application Form

Self-Declaration Form

 

[Updated:  November 9, 2018]

 

 


 

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