Your Complete Guide for Criminal Record Check in Ontario

If you are looking for employment, volunteering, or immigration in Ontario, Canada, then one of the first things that you need to do is get a criminal record check in Ontario. A criminal record check is a background check done on an individual to ensure their criminal history is clean. This helps the employer make an informed decision before hiring people. Obtaining a criminal record check in Ontario is simple if you understand the nuances well. This step-by-step guide can help you with the same. So, let's dive right in. 

Under Ontario's Police Record Checks Reform Act, there are four types of police record checks:

1. Police Criminal Record Check (PCRC)

• This format includes criminal convictions and findings of guilt under the Youth Criminal Justice Act.
• It is suitable for positions in private firms, volunteer work with organizations, and jobs that do not involve direct interaction with kids and vulnerable adults.
• Authorized third-party agencies, local police services, and Ontario Provincial Police (OPP) can perform these checks for you.

2. Criminal Record and Judicial Matters Check (CRJMC)

• Includes all information from CRC plus absolute and conditional discharges, outstanding charges, arrest warrants, and specific judicial orders.
• Typically required for positions of trust or authority.
• Authorized third-party agencies, local police services, and Ontario Provincial Police (OPP) can perform these checks for you.

3. Police Vulnerable Sector Check (PVS)

• Includes all CRJMC data as well as rulings of not criminally responsible for mental illness, record suspensions for sexual offenses, and non-conviction data under certain conditions.
• A pre-decided mandate for any work or volunteer involves direct interaction and working with vulnerable persons, including, but not limited to, children and the elderly. For example, individuals applying for school teaching roles are commonly required to complete this check due to their interaction with children.
• The local police service and Ontario Provincial Police (OPP) are the only entities authorized to do vulnerable sector checks. 

(A vulnerable person can be defined as a person who, because of their age, a disability, or other circumstances, whether temporary or permanent, are in a position of dependence on others or are otherwise at a greater risk than the general population of being harmed by the person(s) in a position of authority or trust to them.)

4. Fingerprint-Based Criminal Record Check: 

This check is generally required for employment, adoption, immigration, travel visas, legal name changes, and record suspicion in case the other forms of check show a red flag. The central authority for conducting this check is the Royal Canadian Mounted Police (RCMP). The fingerprint collection can be done with the help of an accredited third-party agent and RCMP detachment centres.

Fingerprint-based checks are Canada's most accurate and reliable form of background verification. They are conducted through the Royal Canadian Mounted Police (RCMP), which maintains the national repository of criminal records via the Canadian Criminal Real Time Identification Services (CCRTIS). This method is undertaken in the following cases: 

• The results of a name-based check indicate a possible match that needs verification.
• When name-based checks are inconclusive, or when the check must be certified by the RCMP.
• Fingerprints are required to confirm a person's criminal history.
• A Vulnerable Sector Check necessitates fingerprinting due to a possible match with a pardoned sexual offence.

So, fingerprinting is an essential component of the background check process, as it functions as a supplementary procedure within the existing categories that come into action when mandated by the government. Fingerprint-based checks in Canada are regulated by the RCMP (Royal Canadian Mounted Police), and only authorized agencies or police services can perform them.

• RCMP-Accredited Private Agencies: Many RCMP-Accredited private agencies are authorized to collect and submit fingerprints for criminal record checks back to the RCMP. These third-party agencies have signed a memorandum of understanding with the police stations to keep the information intact and apply for people on behalf of the RCMP.  Here is a list of the companies  here.
  There are two ways of taking fingerprints, based on the location of the person concerned. 
  Live Scan: Some organizations, like Globeia, gather your fingerprints using the latest technology, LiveScan. It is the quickest, safest, and cleanest method to submit fingerprints to the RCMP for verification electronically. 
  Ink Fingerprinting: When an employee is stationed outside of Canada and requires a police criminal record check in Ontario for employment, they use the traditional ink fingerprinting method converted to electronic prints and sent to the RCMP.
• RCMP Detachment Centres: Instead of traveling to larger cities for a fingerprint-based check, you can go straight to an RCMP Detachment Center, primarily found in small villages. 
• Local Police Stations: While some local police stations also conduct fingerprint-based checks, these may primarily be a follow-up to the Police Vulnerable Sector Check (PVS), Police Criminal Record Check (PCRC), and Criminal Record and Judicial Matters Check (CRJMC). Therefore, you should inquire with your neighborhood police department to see if they offer the service for your line of work. 

The Content of Certified Criminal Record Check

The result of the police check is shared directly with the candidate so that the information can be reviewed for accuracy. The candidate is well within their rights to dispute inaccuracies and is protected under privacy laws. Once you receive the certified copy of the Criminal record check from the RCMP, it will have the following details.

• Printed on RCMP letterhead
• Shows whether a criminal record exists or not
• May also state “No Record Found” or provide details of any convictions (if applicable)

Safety Of The Content 

Most people like to know if the result is safe or not. The answer is Yes. Both police and accredited agencies follow strict privacy standards outlined by the RCMP. Your fingerprint data is:

• Used only for the purpose requested
• Not retained by third-party agencies or police services after submission
• Processed securely by CCRTIS

It is a government mandate that employers or organizations wanting a criminal record check should obtain a written consent from the prospective employee. This ensures:

• The applicant understands the purpose of the check.
• The applicant agrees to the release of their information.
• The applicant has the right to review the results before sharing them with others.

Processing time for the application depends upon several factors.

• Online Name-Based Checks: Usually processed within 24-48 hours. Sometimes, the third-party accredited agencies can finish it in as early as 15 minutes. 
• Vulnerable Sector Checks: May take several weeks, especially if fingerprint verification is required.
• Fingerprint-Based Checks: The standard processing time is up to 72 hours, plus the regular mailing time. The results(hard copy) are sent by non-trackable Canada Post.If manual processing is required, such as a possible match to a criminal record, the processing period can be up to 120 working days.

Two forms of official identification are required; one must bear your entire name and birthdate, and the other must have your photo and signature. All forms of identification must be current. Expired identity cards are unacceptable.

Forms of official government identification that are accepted:

Passport, Permanent Resident Card, Indian Status Card, Driver's License, Government Employment Card, Military Employment Card, Age of Majority Card, Canadian Citizenship Card, International Student Card, Firearms Acquisition Certificate, Ontario Photo Card, BYID Card (LCBO), and Canadian National Institute for the Blind Card are all examples of photo identification.

Obtaining a criminal record check in Ontario is not tricky, but it is crucial in many formal procedures. Understanding the kind of check you require, getting the necessary paperwork, and selecting the right type of service will help you to finish the procedure quickly and safely.