Criminal Record Checks Process at Cornwall Police Service

Criminal Record Checks CORNWALL POLICE SERVICE FEBRUARY 2020

What do I need to bring? 1) Piece of Government-issued photo ID (i.e.: Driver s Licence, Passport, Ontario Photo Identification Card) 2) Supplementary piece of ID (i.e.: Birth Certificate, Certificate of Indian Status Card, Immigration Documents, Permanent Residence Card, Possession and Acquisitions Licence, Baptismal/Marriage Certificate, Student Card, Vehicle Ownership.) Please note: if you do not provide an Ontario Driver s Licence or Photo ID Card with your application, we will need to provide alternate proof that you live within the City of Cornwall.

What if I dont have a driver s licence or Ontario Photo Card displaying my Cornwall address? If you do not have a driver s licence or Ontario photo ID Card, no problem! Simply bring along a recent piece of mail in your name (preferably no older than 2 months).

Why do you need proof that I live in the City of Cornwall? Because we use the RCMP s database to perform Criminal Record Checks, we are required to follow their terms of usage. One of which is to only search residents of our own jurisdiction for clearance checks.

What else should I bring? For Employment: For Volunteering: A letter from the organization you are volunteering with. The letter should include your name, the organization s contact information and a brief description of your prospective duties as a volunteer. For School Course: Nothing! Just your identification and yourself! A valid student card OR An acceptance letter for your course.

How much does it cost? Employment $33.90 (regular rate) Volunteer Work $16.95 (volunteer rate) School Program $16.95 (student rate) Must present valid student card or acceptance letter to receive student rate. 1 original clearance letter with Cornwall Police seal. Must present volunteer letter to receive volunteer rate. 1 original clearance letter with Cornwall Police seal. Up to 3 original clearance letters with Cornwall Police seal.

I am under the age of 18. Can I apply for a Criminal Record Check? Only if your check is for the purpose of employment or volunteering for a Federal, Provincial or Municipal government agency. Prior to November 2018, police services have released police record checks containing youth records directly to the applicant who then provide the check to the organization or volunteer agency. The Federal and Provincial government has found this approach to be contrary to the Federal Youth Criminal Justice Act (YCJA). The only authorized release of a police record check containing youth records will be to a Federal, Provincial or Municipal government. Applicants can gain access to their own record through the Federal Access to Information process but this record is not a PRC and is not allowed to be shared with any other agency. Police services are now only able to provide police record checks to applicants under the age of 18 for government positions. This is because non-government agencies are not authorized to receive any results. To require applicants to apply and pay for a record check when no results will be released is not in the best interest of applicants, the police service and the community. What does this mean? Police services are unable to disclose whether or not there is a youth record. Due the above noted changes in the Police Records Check Reform Act, the Cornwall Police Service will not be providing Police Records Checks to applicants under the age of 18, unless the applicant is applying for an employment or volunteer position with a government agency.

Are there different types of Criminal Record Checks? Yes, there are 3 different levels of checks. 1) Criminal Record Check 2) Criminal Record and Judicial Matters Check 3) Vulnerable Sector Check The Police Record Checks Reform Act, became law on November 1, 2018, fundamentally changing the rules around what police can tell prospective employers, volunteer agencies and foreign governments and residents of Ontario. Starting November 1, 2018, information disclosed and included in a police record check was standardized for three types of checks (as listed above).

What are the differences between the three types of checks? Criminal Record & Judicial Matters Check Contains Vulnerable Sector Check Contains Criminal Record Check Contains Criminal convictions from CPIC (Canadian Police Information Centre, which is the RCMP s database) and/or from local databases. Criminal convictions from CPIC (Canadian Police Information Centre, which is the RCMP s database) and/or from local databases. Criminal convictions from CPIC (Canadian Police Information Centre, which is the RCMP s database). + + Any outstanding charges, warrants, judicial orders, prohibitions or probation orders. Any outstanding charges, warrants, judicial orders, prohibitions or probation orders. Absolute or conditional discharges (for a period of 1 year or 3 years respectively). + Absolute or conditional discharges (for a period of 1 year or 3 years respectively). Dispositions of Not Criminally Responsible due to Mental Disorder. Record Suspensions (Pardons) relating to sexually based offences if authorized by Minister of Public Safety. Non conviction information when strict test met (exceptional disclosure).

What type of check do I need? CRC CRJMC VSC Retail Worker Bank Teller Security Guard Hospitality (Bars, Restaurants or Hotel Workers) Daycare Worker Nurse Teacher School Bus Driver PSW Sports Coach School Crossing Guard Office Worker Factory Worker Immigration /Permanent Residency Applicant Food Vendor Name Change Application

Can I have a Vulnerable Sector Check done even though I will not be working in a position or trust or authority with vulnerable persons? Unfortunately, no. We are unable to complete a Vulnerable Sector Check for everyone as we must be able to justify why we conduct this search to the RCMP. A query of this database is only reserved for those who are going to be in a position of trust or authority with vulnerable persons (children, elderly, disabled, etc.). It must be more than just casual contact.

Fingerprints: Sometimes when a search of the vulnerable sector database is conducted, a message is received requesting we obtain the fingerprints of the applicant before the clearance be completed. This means certain factors of in your personal information- commonly gender and date of birth, match that of someone who is on the pardoned sex offender database. In order to say for certain that you are not the same person, the RCMP requires us to take your fingerprints on a Live scan machine at Police Headquarters. When the fingerprints are taken, they are sent digitally to the RCMP to compare against those of the pardoned offender. Once the comparison is made, the RCMP returns the fingerprints to police with the results. At this time, we are able to complete the remainder of the Vulnerable Sector Check.

If I am contacted to provide fingerprints for my Vulnerable Sector Check but do not want to, can I get my clearance anyway? Unfortunately, no. If we receive the message requesting fingerprints, we are legislated to obtain the fingerprints and results before proceeding with the completion of the check. I was previously fingerprinted for a Vulnerable Sector Check in the past. Does this mean I will be required to have them taken again? The answer is yes, most likely. Your information will continue to match with the offender in the database until they pass away.

How much does it cost to have my fingerprints taken? For Students, Volunteers and Immigration applications, the cost of fingerprints is $41.50 (tax included). For Employment purposes, the cost of fingerprints is $66.50 (tax included). A portion of this fee is sent to the RCMP for the fingerprint comparison ($25.00).

After I have provided my fingerprints, how long will it take to receive my completed Vulnerable Sector Check? Once we receive your fingerprint results back from the RCMP, we can complete your Vulnerable Sector Check. Once your fingerprints have been submitted, it can take at least a week (a matter of months in some rare cases) for the RCMP to send the results. Unfortunately we are unable to provide a more specific timeline as the comparisons are completed by the RCMP in Ottawa.

What if I dont require fingerprints to be taken? How long does it take for my check to be ready? o As of February 2020, the typical wait time for Criminal Record Checks is about 2 weeks from the date you submit your application. o We strive to complete the checks as fast as possible but depending on volume of requests at the time, it can take a minimum of 4 days to a maximum of 3 weeks. o At this point in time, we do not offer a rush option that allows requests to be expedited for an additional fee.

How to apply: You can apply in person for you Criminal Record Check by attending Police Headquarters at 340 Pitt Street, Cornwall, Ontario. You can enter the building through the south entrance near the Royal Bank. You will find our Reception area on the left side of our lobby. Our Reception desk is open to receive applications during the following hours: Mondays Tuesdays Wednesdays Thursdays Fridays 8:00am 6:00pm 8:00am 3:30pm 8:00am 3:30pm 8:00am 3:30pm 8:00am 3:30pm

Can I apply for my Criminal Record Check online? Yes! You can apply for any level of Criminal Record Check online at http://www.policesolutions.ca/checks/services/cornwall/index.php This system allows you to apply for a police screening check 24 hours a day without having to attend our facility. All aspects of the process - including verification of your identification, and fee payment - are handled electronically. As with our in-person service, you cannot apply on behalf of another person. In order for our online system to verify identification, authentication questions will be based on the applicant's personal credit file, and the questions are timed to ensure a prompt response and to further enhance security and privacy.

Can I apply for my Criminal Record Check online? It is not recommended that you use our online service if you: Have lived in Canada for less than one (1) year, and/or; Are under the age of eighteen (18) years, and/or; Have no established personal credit history - i.e. no credit cards, bank loans, mortgage, etc. - that is required in order to authenticate your ID using EIV If you fail to authenticate your ID, you will be required to attend our offices in person with two pieces of ID in order for us to be able to proceed with the check.

How much does it cost to use the online service? In order to use the online service, a $9.95 processing/authentication fee will be added to the price of each police record check. This covers the cost of processing the web application and authentication with a licensed consumer credit reporting agency.

Picking up your completed Criminal Record Check. Whether you apply in-person at Police Headquarters or by using the online service, to ensure privacy and protection of the sensitive and personal information contained within your clearance, we require all applicants to pick up their checks in-person. When you attend for pickup, we will request to view a piece of photo ID to verify your identity. We are unable to give your results to anyone else, even if you give them permission.

How long is my Criminal Record Check valid for? Am I allowed to provide the document to my employer or must I keep it in my possession? The length of time your check is valid for is dependent on the recipient. If an employer wishes to have an updated check provided to them every 6 months, 1 year, 3 years, etc. that is up to them to decide. The date of search printed on the results page of the check indicates that the results are accurate as of that date as a person s criminal history could potentially change the very next day. You are allowed to give the original check to the organization requesting it. Sometimes they will simply take a copy of it you so can retain the original for your records.

It is important to note: Cornwall Police Service is dedicated to assisting the community by providing Police Record Checks to any individual to whom the information pertains. At no time will the Cornwall Police Service provide this information to a third party without the individual's consent as per Ontario Bill 113. Police record checks may be a useful tool to help determine an individual s suitability for certain types of opportunities (i.e.: employment in a position responsible for working with vulnerable individuals). Note: they are just ONE of the tools available to help determine suitability (in addition to interviews, reference checks, verification of credentials/licenses/certifications, etc.)

Sample of Completed Police Records Check: The original will include an embossment in the bottom right corner on top of the Supervisor Signature.

Sample of Completed Police Records Check: If there are multiple pages, each one should have the Cornwall Police Service embossment at the bottom.

Sample of Application: Our application forms can be printed off of our website, www.cornwall police.ca and filled out at home; however, we ask that applicants not sign their forms until witnessed by the Receptionist at Police Headquarters.

Questions? Feel free to reach out to us! By e-mail: records@cornwallpolice.com By phone: 613-933-5000 x2401