Police Checks and Background Screening in Canada: A Guide for Newcomers
By WelcomeAide Team
Many employers, volunteer organizations, and licensing bodies in Canada require criminal record checks (also called police checks or background screening). This guide explains the different types of checks available, including RCMP criminal record checks, local police information checks, and vulnerable sector checks, along with how to apply, expected processing times, costs, and information about pardons (record suspensions) for those with past convictions.
Why Police Checks Are Required in Canada
Criminal record checks are a common requirement in Canada for employment, volunteering, immigration applications, professional licensing, and certain types of housing. As a newcomer, you will likely encounter the need for a police check at some point during your settlement process. Understanding the different types of checks and how to obtain them will help you navigate these requirements efficiently.
Employers in sectors such as healthcare, education, finance, and childcare routinely require criminal record checks as a condition of employment. Volunteer organizations that work with children or vulnerable populations also require background screening. Some immigration applications require police certificates from every country where you have lived for six months or more. Understanding these requirements early can help you avoid delays in your job search or immigration process.
Types of Criminal Record Checks
In Canada, there are several types of criminal record checks, each providing different levels of information. The type you need depends on why the check is being requested and who is requesting it.
Criminal Record Check (Name-Based)
The most basic type of check is a name-based criminal record check. This search is conducted using your name and date of birth against the Canadian Police Information Centre (CPIC) database maintained by the Royal Canadian Mounted Police (RCMP). It will reveal any criminal convictions registered in the national database under your name. This type of check is typically used for general employment purposes.
Criminal Record and Judicial Matters Check
This more comprehensive check includes everything in a basic criminal record check, plus additional information such as outstanding charges, warrants, judicial orders (such as peace bonds and probation orders), absolute and conditional discharges, and certain non-conviction dispositions. This type of check is often required for positions in healthcare, education, and government.
Vulnerable Sector Check
The vulnerable sector check is the most thorough type of background screening available in Canada. It includes all information from a criminal record and judicial matters check, plus a search of pardoned sexual offence records. This check is specifically designed for individuals who will be working or volunteering with vulnerable populations, including children, the elderly, and people with disabilities. Only the police can conduct a vulnerable sector check, and it requires fingerprinting in some cases.
How to Apply for a Police Check
The process for obtaining a police check varies depending on the type of check you need and where you live in Canada. Here are the general steps:
Local Police Information Check
For most employment and volunteer purposes, you will apply through your local police department or RCMP detachment. In many municipalities, you can now apply online through the police department's website. You will typically need to provide government-issued photo identification, proof of address, and the reason for the check (often a letter from your employer or volunteer organization). Fees range from $20 to $70 depending on the jurisdiction, and some police services waive fees for volunteers.
In British Columbia, you can apply through your local municipal police department (such as the Vancouver Police Department) or your local RCMP detachment. Many BC police agencies use an online system for applications, which can speed up the process. Visit the BC Government's criminal record check page for more information about the Criminal Records Review Program, which is specifically for people working with children and vulnerable adults.
RCMP Criminal Record Check (Fingerprint-Based)
For immigration purposes, certain professional licensing, or when a more thorough check is required, you may need a fingerprint-based criminal record check conducted by the RCMP. This process is called a Certified Criminal Record Check and involves submitting your fingerprints for comparison against the national criminal records database. You can have your fingerprints taken at a local police station or an accredited fingerprinting agency.
To submit your fingerprints to the RCMP, you will need to complete the required RCMP forms and mail your fingerprint cards to the RCMP Canadian Criminal Real Time Identification Services in Ottawa. The fee for this service is $25 (payable by certified cheque or money order). Processing times for fingerprint-based checks are typically 120 business days, although this can vary.
Processing Times and What to Expect
Processing times for criminal record checks in Canada vary significantly depending on the type of check, the agency processing it, and current demand. Here is a general guide:
- Name-based criminal record check (local police): 1 to 15 business days, depending on the police service. Some offer same-day service for an additional fee.
- Criminal record and judicial matters check: 2 to 15 business days through local police.
- Vulnerable sector check: 2 weeks to 3 months, depending on whether fingerprinting is required.
- RCMP fingerprint-based check: Approximately 120 business days (about 6 months).
Some private companies offer expedited criminal record check services, but be cautious about using them. Make sure any service you use is approved by the agency requesting the check. Our employment guide for newcomers provides additional tips on preparing for job requirements including background checks.
Police Certificates for Immigration
If you are applying for permanent residence, citizenship, or certain other immigration programs, you may need to provide police certificates from every country where you have lived for six months or more since the age of 18. This requirement is outlined by Immigration, Refugees and Citizenship Canada (IRCC).
Each country has its own process for issuing police certificates, and some can be difficult to obtain. IRCC provides a list of instructions for obtaining police certificates from specific countries on their website. If you are unable to obtain a police certificate from a particular country due to political instability or other reasons, IRCC may accept a statutory declaration explaining why.
Tips for Newcomers Obtaining Police Certificates
Start the process of obtaining police certificates early, as some countries can take months to issue them. Contact the embassy or consulate of the country in question for specific instructions. Keep certified copies of all documents you submit, and consider using registered mail or courier services to avoid lost documents. If you need help navigating the immigration process, visit our guide to immigration lawyers and consultants.
Pardons and Record Suspensions
If you have a criminal record in Canada, you may be eligible for a record suspension (formerly called a pardon). A record suspension sets aside your criminal record, removing it from the CPIC database used for standard criminal record checks. This can make it easier to find employment, housing, and volunteer opportunities.
The Parole Board of Canada is responsible for granting record suspensions. To be eligible, you must have completed all sentences (including fines, probation, and imprisonment), and a waiting period must have passed since the completion of your sentence. The waiting period is 5 years for summary offences and 10 years for indictable offences.
The Application Process for Record Suspensions
Applying for a record suspension involves several steps: obtaining your criminal record from the RCMP, gathering court documents for each conviction, obtaining local police records, completing the application form, and paying the application fee (currently $657.77). The process can take 6 to 12 months or longer. Free legal clinics and community organizations may be able to help you with the application process. Check our legal aid guide for information about free legal services.
Key Contacts and Resources
- RCMP Criminal Record Checks: rcmp-grc.gc.ca
- BC Criminal Records Review Program: gov.bc.ca
- IRCC Police Certificates: canada.ca
- Parole Board of Canada: canada.ca/parole-board
- Legal Aid BC: 1-866-577-2525 | legalaid.bc.ca
- BC 211: Dial 2-1-1 for community and social service referrals
Planning Ahead for Police Checks
Criminal record checks are a routine part of life in Canada, and understanding the process will help you navigate employment, volunteering, and immigration requirements with confidence. The key is to start early, understand which type of check is required for your specific situation, and gather all necessary documents in advance. Do not let the process intimidate you; millions of people in Canada go through background screening every year.
WelcomeAide is here to help you understand and navigate every step of your settlement journey in Canada. Our AI Newcomer Navigator can answer your questions about police checks, immigration requirements, and more in your language. Explore our blog for more newcomer guides, learn about our mission, or see how to get involved in supporting newcomer communities across Canada.