Police Information Checks (PIC)

Police Information Checks for Employment or Volunteer Opportunities

Police Record Checks are performed only with the written consent of the applicant for employment or a volunteer position, and only by the police agency for the area where the applicant lives. The applicant must attend in person at the police agency to request the police information check.

The organization/employer plays an integral role in the initial stages of the hiring process. Before an individual applies for a Police Record Check the organization/employer should:

1. Complete an initial review for suitability and be considering the individual for a employment or volunteer opportunity.
2. Understand its obligation under the Human Rights Code with respect to evaluation, hiring and training volunteers or employees and what constitutes a bona fide reason for refusing to hire any individual or volunteer.
3. Understand the legal rules concerning the collection, use, security and any further disclosure of the information obtained through a police information check, as contained in the Personal Information Protection Act (for businesses and non-profit organizations) and in the Freedom of Information & Protection of Privacy Act (for public bodies).
4. Determine whether a Police Vulnerable Sector Check is required, as this type of information check is designed to assist the organization/employer in determining the suitability of potential employment/volunteer candidates whose duties will include responsibility for the well-being of persons who, because of their age, disability or other circumstances are at a greater risk than the general population.

1. Police Information Check (PIC)
2. Police Information Check with Vulnerable Sector Screening (PIC-VS)

1. Criminal convictions from CPIC and/or local databases.
2. Summary convictions, when identified.
3. Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period.
4. Outstanding entries, such as charges and warrants, judicial orders, peace bonds, probation and prohibition orders. As per CPIC policy, information obtained from the investigative databank must be confirmed and authorized for release by the contributing agency.
5. Absolute and conditional discharges for 1 or 3 years respectively.

1. Convictions where a record suspension has been granted.
2. Convictions under provincial statutes.
3. Local police contact.
4. Traffic violations, including roadside suspensions.
5. Special Interest Police (SIP) category of CPIC.
6. Family court restraining orders.
7. Foreign information.
8. A Vulnerable Sector (VS) Query to ascertain if the applicant has been convicted of and granted a record suspension for any of the sexual offences that are listed in the schedule to the Criminal Records Act (CRA).
9. Any reference to incidents involving mental health contact.
10. Diversions will not be released as police contact and no reference to the occurrence is permitted (CCS.717.4).
11. Youth Criminal Justice Act (YCJA) information beyond applicable disclosure period.
12. Any reference to contagious diseases.
13. Dispositions including, but not limited to, Stay of Proceedings, Withdrawn, Dismissed, Not Criminally Responsible by Reason of Mental Disorder, Acquittals and Not Guilty findings.

1. Criminal convictions (summary and indictable) from CPIC and/or local databases.
2. Outstanding judicial orders, such as charges and warrants, judicial orders, Peace Bonds, Probation and Prohibition Orders. As per CPIC policy, information obtained from the investigative databank must be confirmed and authorized for release by the contributing agency.
3. Absolute and conditional discharges for 1 or 3 years respectively.
4. Charges recommended and/or processed by other means.
5. Dispositions listed in the CPIC Identification Databank or CRII under non-convictions including, but not limited to, withdrawn, dismissed and cases of not criminally responsible by reason of mental disorder.
6. Any additional information recorded in police databases documenting the applicant to have been a suspect in an offence (whether or not charged), subject to provincial retention periods specific to the offence type.
7. Adverse contact involving the threat or actual use of violence directed at other individuals, regardless of, but without disclosing, mental health status.
8. As authorized for release by the Minister of Public Safety all record suspension criminal convictions, including non-sex offences, identified as a result of a VS query.

1. Convictions where a record suspension has been granted (except for sexual offences).
2. Convictions under provincial statutes unless under exceptional circumstances.
3. Traffic violations, including roadside suspensions.
4. Suspect information that would hinder an ongoing investigation or where the suspect has not been spoken to may result in the record check being delayed or terminated.
5. Youth Criminal Justice Act (YCJA) information beyond applicable disclosure period.
6. Special Interest Police (SIP) category of CPIC.
7. Information gathered outside formal occurrence reports, e.g. street checks or CAD, except under exceptional circumstances.
8. Any reference to contagious diseases.
9. Victim/Complainant information unless under exceptional circumstances.
10. Foreign information for applicants who have resided outside of Canada.
11. Mental Health Act information.

• A conviction for which the applicant has received a record suspension.
• A finding of guilt when the applicant was a "young person" under the YCJA.
• Absolute or Conditional Discharges.
• Any offences for which the applicant was not convicted, e.g. stay of proceedings or dismissed charges.
• Provincial or municipal offences.
• Any charges dealt with outside of Canada.