Halton Regional Police Service
In This Section
Increase Font Normal Font Decrease Font Follow us on Twitter Like us on Facebook View our videos on YouTube

Police Record Checks

** YOU MUST BE A RESIDENT OF THE HALTON REGION TO APPLY FOR A POLICE RECORD CHECK WITH THE HALTON REGIONAL POLICE **

You must live in the following areas to apply for a Police Record Check with the Halton Regional Police Service:

  • Burlington
  • Oakville
  • Milton
  • Town of Halton Hills

If you do not live in one of these areas, you must apply to the police service within your jurisdiction.

Apply Online

Out of Town/Country - Obtaining a Police Check

The Halton Police Service cannot provide Police Record Checks to persons who do not reside within the Region of Halton (includes all communities forming Burlington, Oakville, Milton and the Town of Halton Hills). Further, the Vulnerable Sector screening check cannot be used by persons residing outside of Canada, even if the employer is a Canadian company.

If you reside outside Canada, you can obtain a certified criminal records check by applying directly to the Royal Canadian Mounted Police (RCMP). This involves submitting fingerprints. Details on the process are available on the RCMP website at the following link:
http://www.rcmp-grc.gc.ca/cr-cj/fing-empr2-eng.htm

The Halton Regional Police Service offers two levels of Police Record Checks for the members of the public who reside in the Halton Region.

  • Police Information Check (PIC)
  • Police Vulnerable Sector Check (PVSC)

Police Information Check (PIC)

This check is the most comprehensive type of police check, when vulnerable sector screening is not required. It is a collection of offence information, including convictions, outstanding warrants, charges and judicial orders available from a local police agency’s records management system and other systems/records where authorized.

This check is intended for applicants who are seeking volunteer and/or employment with agencies who require a criminal record check. The agency has determined that a search of sex offenders with a record suspension is NOT required therefore this check is NOT intended for applicants who are seeking volunteer and/or employment with vulnerable persons.

Vulnerable persons means:

"child" means a person under the age of 18.

"vulnerable persons" means persons who, because of their age, a disability or other circumstances, whether temporary or permanent, (a) are in a position of dependence on others; or (b) are otherwise at a greater risk than the general population of being harmed by persons in a position of authority or trust relative to them.

The Police Information Check will include the following information:

  • Criminal convictions from CPIC and/or local databases
  • Summary convictions, for five years, when identified
  • Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period
  • 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
  • Absolute and conditional discharges for 1 or 3 years respectively

The Police Information Check WILL NOT include:

  • Convictions where a record suspension (pardon) has been granted
  • Convictions under provincial statutes (i.e. Highway Traffic Act, Trespass to Property Act, Liquor Licence Act)
  • Local police contact
  • Ministry of Transportation information (PARIS)
  • Special Interest Police (SIP) category of CPIC
  • Family Court restraining orders
  • Foreign information
  • 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)
  • Any reference to incidents involving mental health contact
  • Diversions will not be released as police contact and no reference to the occurrence is permitted (CC S. 717.4)
  • Youth Criminal Justice Act (YCJA) information beyond applicable disclosure period
  • Any reference to contagious diseases
  • Dispositions including, but not limited to, Withdrawn, Dismissed, and cases of Not Criminally Responsible by Reason of Mental Disorder

Instances where this check would be applicable:

  • Office worker
  • Retail workers
  • Immigration
  • Factory worker
  • Food vendor
  • Hospitality (bars/restaurants/hotels)
  • Tenant for rental property
  • Landlord or superintendent
  • Security guard
  • Bank teller
  • Adoption or kinship (fingerprints required)

Police Vulnerable Sector Check (PVSC)

This check is restricted to applicants seeking employment and/or volunteering in a position of authority or trust relative to vulnerable persons in Canada only. It is a collection of offence information, including convictions, outstanding warrants, charges, judicial orders and sexual offence convictions for which the individual has received a record suspension where authorized by the Minister of Public Safety and Emergency Preparedness. Non-conviction information MAY be released only when it meets the Exceptional Disclosure Assessment.

Vulnerable Person means a person who, because of his or her age, a disability or other circumstances, whether temporary or permanent, is in a position of dependency on others or is otherwise at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them.

"child" means a person under the age of 18.

Casual or occasional contact with children or other vulnerable person do not normally require a Vulnerable Sector check unless the position could lead the organization’s clients to have trust in the individual.

NOTE: In accordance with the Criminal Records Act, the police must be satisfied that a Vulnerable Sector screening check is a truly valid requirement for the position. A request for a Vulnerable Sector check does not guarantee one will be completed. The applicant and agency must satisfy requirements for eligibility.

The Police Vulnerable Sector Check will include the following information:

  • Criminal convictions from CPIC and/or local databases
  • Summary convictions, for five years, when identified
  • Findings of Guilt under the Youth Criminal Justice Act within the applicable disclosure period
  • 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
  • Absolute and conditional discharges for 1 or 3 years respectively
  • In very exceptional cases, where it meets the Exceptional Disclosure Assessment, non-conviction dispositions including, but not limited to, Withdrawn and Dismissed
  • Not Criminally Responsible by Reason of Mental Disorder
  • All record suspensions as authorized for release by the Minister of Public Safety

The Police Vulnerable Sector Check WILL NOT include:

  • Convictions under provincial statutes (i.e. Highway Traffic Act, Trespass to Property Act, Liquor Licence Act)
  • Local police contact
  • Ministry of Transportation information (PARIS)
  • Special Interest Police (SIP) category of CPIC
  • Family Court Restraining Orders
  • Foreign information
  • Any reference to incidents involving mental health contact
  • Diversions will not be released as police contact and no reference to the occurrence is permitted (CC S. 717.4)
  • Youth Criminal Justice Act (YCJA) information beyond the applicable disclosure period
  • Any reference to contagious diseases

Instances where this check would be applicable:

  • School teacher or teaching assistant or school crossing guard
  • Social worker
  • Daycare worker
  • School Bus driver
  • Taxi cab driver
  • Personal support worker
  • Minor sporting coach
  • Scout leader
  • Youth worker
  • Nursing/retirement home worker
  • Foster parent

Fees

  PIC PVSC
Employment $25.00 $25.00
Volunteer $25.00 $25.00
Student $25.00 $25.00

Note: There is a certification charge of $5.00 for each additional copy of Police Records Checks required or requested. Copies will only be issued at the time the initial Police Records Check is completed. If a Police Records check is required for another purpose at a future date, a new application must be made. Copies cannot be made of the Police Vulnerable Sector Check.

Payment:

Payment can be made by cash, debit, Visa or Mastercard. Personal cheques are not accepted, unless certified.

How to Apply

Online

Click here to learn more about Police Checks and to apply online.

Please note: online police record checks may not be suitable for everyone. Please review the online information contained in the link carefully to determine if this is the right choice for you.

In Person

Applications can be submitted in person at any of our District offices within the Region between the hours of 8:30am-10pm, Monday to Friday.

Locations

Applications for Police Records Checks may be completed and submitted in person at the following locations:

Headquarters
1151 Bronte Road, Oakville
M-F 8:00 a.m. - 3:15 p.m.

11 Division
217 Guelph Street, Georgetown
M-F 8:30 a.m. - 10:00 p.m.

12 Division
490 Childs Drive, Milton
M-F 8:30 a.m. - 10:00 p.m.

20 Division
95 Oak Walk Drive, Oakville
M-F 8:30 a.m. - 10:00 p.m.

30 Division
3800 Constable Henshaw Blvd. Burlington
M-F 8:30 a.m. - 10:00 p.m.

Identification

Two pieces of valid government-issued identification must be provided. One must have the applicant's name, date of birth and photo on it.

Examples include:

  • Age of majority card
  • Driver's licence
  • Birth certificate
  • Citizenship card
  • Passport
  • Military identification card
  • Certificate of Indian Status Card
  • Permanent Residence Card
  • Ontario Photo Card
  • Identification from another province/country

Note: Outdoor Cards and Boating Licences are not considered acceptable I.D.

Processing Time:

The turnaround time for processing Police Records Checks varies from two (2) to four (4) weeks from the date of application. Priority is given to those required for employment purposes.

Note: Response time could extend beyond four weeks, however, due to unpredictable increases in demand for this service, depending on the time of year and/or if applicants have resided outside of the Region of Halton within the past five years.

All Police Record Checks will be forwarded to the attention of applicants by mail.

Police Record Checks – FAQs

For RCMP information on the various levels of police checks and other related information, please visit http://www.rcmp-grc.gc.ca/cr-cj/index-eng.htm

For RCMP information specific to Vulnerable Sector screening checks, please visit http://www.rcmp-grc.gc.ca/en/faqs-about-vulnerable-sector-checks

What is a police record check?

A police record check contains information the police have on file pertaining to an individual – or confirmation that a search reveals no such information. Depending on the level of check this may include, but is not limited to, a record of convictions for criminal offences across Canada, outstanding charges before the courts, current judicial orders that are in effect (such as peace bonds, prohibitions or probation orders). Some people have absolutely no such information, while others may have some or all of these categories.

In releasing information, the police take no position on the suitability of the applicant, and will not offer any comment or opinion. It is entirely at the discretion of the employer as to whether or not the applicant may be considered for the position.

What kind of police check do I need?

The agency or employer should inform you which type of check you require, based on the position for which you are applying. Please note that Vulnerable Sector (VS) checks can only be conducted in very specific circumstances where the nature of the position qualifies for this level of check. If you believe you need a Police Vulnerable Sector Check, you will be required to provide the police with the following information:

A description of the position
The name of the organization to which you are applying
Details regarding the children or vulnerable persons with whom you will have contact

The police service will use this information to determine if the position meets the legal requirements to conduct a Vulnerable Sector check. If the position does not meet the requirements of the Criminal Records Act for a VS check, it will not be processed. It is illegal for a police service to conduct a Police Vulnerable Sector Check if it does not qualify.

The main requirement for a Police Vulnerable Sector Check is where the applicant will be working in a position of trust or authority towards vulnerable persons. This is created when and individual's relationship with someone else has any of the following characteristics:

Decision-making power
Unsupervised access
Closeness inherent in the relationship
Personal nature of the activity itself

A 'vulnerable person’ is generally defined as children (under 18 years), the elderly, or any person who, by nature of a physical, emotional or psychological condition, is dependent on other persons for care and assistance with day-to-day living.

Someone working in an environment where they may have passing or incidental contact with vulnerable persons - such as a receptionist, maintenance worker, kitchen worker or in an administrative role - would not usually qualify for a Police Vulnerable Sector Check.

Public Safety Canada offers valuable information to assist agencies and employers on hiring employees and volunteers, including guidance on which level of police check is most appropriate based on the position, and how to determine screening requirements. Their 2012 Screening Handbook is an excellent resource and reference document, can be found at: http://www.publicsafety.gc.ca/cnt/rsrcs/pblctns/scrnng-hndbk/index-eng.aspx

Do I need a police check to get a job?

Not necessarily. Although some organizations do not require one, the trend is increasing for employers requiring police checks as part of the application process. We advise employers to use the police check as one of the last steps in the process, after they've reviewed the applicant’s information, conducted interviews and checked references.

You may be asked to provide one by the agency/employer to which you are applying. Our role is limited to providing a report with any potentially relevant information held in police databanks.

I am under 18 years of age. Can I get a police check?

There may be very limited information available, if anything. Persons under 18 years must attend one of our locations of the Police Service in person, as it is unlikely they will be able to authenticate ID using our on-line process.

Be advised that in accordance with RCMP policy, persons under 18 years of age may not apply for a Police Vulnerable Sector Check. Due to the provisions of the Youth Criminal Justice Act, an individual sentenced for an offence as a Young Person does not have to apply for a record suspension (Pardon), since all records are destroyed or archived once all applicable time periods have elapsed.

As well, persons under the age of 25 years are highly unlikely to have any information for which a Police Vulnerable Sector Check is required. Our recommendation is that the employer considers a Police Information Check or PIC which is just as comprehensive. However, we will process Police Vulnerable Sector Checks for applicants 18-25 years of age if requested, and if eligible.

I am attending post-secondary school and living in Halton Region as a student. Can I get a screening check done here?

If you have resided in another jurisdiction and still retain your permanent address there, you are advised to obtain a screening check from that police service. We will accept your screening application if you are able to provide documents to prove you are registered as a student in a Halton educational institution. This would include a current student card, as well as documents showing your local address (rental/lease agreement, etc.).

I am beginning my job search. Should I obtain a police check in advance?

We do not recommend it. First, you might obtain the wrong type of check and then have to apply for a new one at additional cost. As well, most employers will want a recent police check; if you do one in advance, it might not be accepted depending on when it was originally completed.

How long is a police check valid for? Is there an expiry date?

Police records checks are only valid on the day they are issued, since information can change from day to day. They are a 'snapshot in time' only. The police do not determine an expiry date; this is up to the agency/employer. Some might accept a police check that is 3-6 months old, while others may want a new one.

Since a person can be clear of charges or criminal activity today but could be arrested and charged tomorrow, we offer no guarantees on the validity of a police check beyond the actual date on which the search was conducted. As well, not all criminal convictions are reported to the RCMP, and more recent dispositions may not be updated on their system at the time a check is conducted.

In our experience, most employers will ask for a new screening check if the current one is older than 6 months, and almost certainly if it's older than one year. However, this is entirely at the discretion of the agency/employer.

Note that Police Vulnerable Sector Checks are only valid for the specific employer/position for which it was conducted, and are not likely to be accepted by another VS sector employer.

What if I choose the wrong type of police check?

We stress that you make your choice carefully as we do not provide refunds or exchanges once we have completed your check. If you are in doubt, the agency/employer should be able to tell you which one they require for the position.

What if I have a criminal record? Will this automatically bar me from getting a job?

The employer must find information from a police check relevant to the job they are offering. The Ontario Human Rights Code states that a person cannot be discriminated against based on, among other things, a 'record of offences'. Obviously some jobs - such as Police or Corrections Officer - will require the person to be free of convictions and have nothing in their history that might call their integrity into question. A person seeking a job at a financial institution will not likely be successful if they have convictions for theft, fraud or other crimes of dishonesty. However, a criminal record may not necessarily bar a person from obtaining employment or a volunteer position - the employer must show how that record is relevant to the position being offered - a bona fide reason for refusal.

Am I able to obtain a police check from any police service?

Police Vulnerable Sector Checks must be conducted by the police of local jurisdiction, in accordance with the Ministerial Directive Concerning the Release of Criminal Record Information by the Royal Canadian Mounted Police. Page 8 of the Directive includes the following:

"... Where a Vulnerable Sector Verification report has been sought by an organization ... the police service of local jurisdiction where the applicant resides or authorized body as described in the Criminal Records Act may release the results ..."

Based on the Ministerial Directive, the definition of Vulnerable Sector Verification in the 'CCRTIS Dissemination of Criminal Record Information Policy' states that the check "must be conducted by the CPIC Agency of local jurisdiction where the Applicant resides."

Why must I be fingerprinted for a Police Vulnerable Sector Check? And what if I have already been fingerprinted before for a prior Police Vulnerable Sector Check or for another type of Police Record Check?

If your name, birthdate and gender (or just your birthdate and gender) resulted in a possible match to a pardoned offender record for sexual offences, your fingerprints must be taken for comparison and elimination purposes. As with all fingerprints collected for civil (non-criminal) purposes, they are only retained in the RCMP system for 120 days. If you have been fingerprinted before for purposes such as military, security clearance, etc., those prints cannot be re-purposed for a Police Vulnerable Sector Check. It is highly unlikely the prints were queried against the pardoned offenders database at the time, as it requires (a) a justifiable purpose for the Police Vulnerable Sector Check, and (b) written consent by the applicant to have their prints queried against this specific databank. Therefore, in most cases you will have to submit new prints each time you require a Police Vulnerable Sector Check. Of note, less than 8% of all Police Vulnerable Sector Check applicants are a possible match and require this fingerprint elimination.

What are police contacts on a Police Vulnerable Sector Check?

Police contacts are incidents where a person has been investigated for a crime but charges were never laid or where charges were laid but did not result in a conviction. Although not a criminal record, there can be situations where a person has had contact with the police that might cause an employer to ask additional questions or seek further references. This type of information will only be released on a Police Vulnerable Sector Check if it meets the Exceptional Disclosure Assessment.

The disclosure of these types of contacts does not imply the subject is guilty of any crime or even has a criminal record. This information may or may not be relevant to an employer for the position being offered. The determination on relevance is up to the employer, not the police service. Our role is limited to completing the record check request. We offer no opinion or comment on a person's suitability, and we do not undertake any discussions with an employer regarding specific individuals. All information in this process is released directly to the applicant; we do not disclose any information to employers or other persons.

The Halton Police Service completes Police Record Checks in accordance with the LEARN Guideline for Police Record Checks. You may view a copy of the Guideline at: http://www.oacp.on.ca/Userfiles/Files/NewAndEvents/PublicResourceDocuments/GUIDELINES FOR POLICE RECORD CHECKS _ June 2014_FINAL.pdf.

What is the Exceptional Disclosure Assessment?

In exceptional circumstances, non-conviction records may be considered for release on a Police 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. Non-convictions are criminal charges that did not result in a conviction in court. However, if information in the applicant’s record meets the Exceptional Disclosure Assessment it can be released under the authority of the Police Services Act (P.S.A Regulation 265/98, s. 3). What may be considered for release are non-convictions involving child sexual predators and fraud schemes targeting the elderly or other vulnerable persons.

I have police contact information that I feel might hinder my chances of getting a job. Is there a process I can use to get things removed from my police check?

You do have an option of appealing the release of certain information through our Reconsideration process. This relates only to non-conviction police contact information released under the Exceptional Disclosure Assessment. Criminal convictions are always released and cannot be appealed.

You must submit your request in writing, and provide the reasons why you feel the information should not be included.

If you wish to request a reconsideration of the information disclosed on a Police Record Check you may apply in writing to:

Halton Regional Police Service
Information and Records Services Bureau
Attention: Assistant Manager
1151 Bronte Road
Oakville, Ontario
L6M 3L1

What if I have had past contacts with the police involving mental health incidents?

This information is no longer authorized for release within any level of police screening check.

Do you release information on my driving history, including speeding tickets and other infractions?

We do not disclose any non-criminal driving offences. If the job you are applying for requires proof of a clear driving record, you can obtain your Driver's Abstract from the Ministry of Transportation. However, we will disclose any driving offences under the Criminal Code, such as Impaired Driving, Dangerous Driving, Criminal Negligence, etc., as well as the disposition.

Why does it take so long to get my Police Record Check done?

On average, we process over 40,000 police screening check requests each year for various employers, as well as school boards and minor sporting leagues. Each one must be queried, the results analyzed, and in the case of potential police contacts, reports must be reviewed individually. If you've resided at an address outside Halton in recent years, we must also contact that police service to conduct a query of their local records. All of this takes time and resources. While we can usually complete your Police Record Check well within the stated timeframes, there may be occasions where information is delayed or requires further confirmation.

Can I get my Police Record Check done any faster?

We do not have a system in place to process 'rush' jobs. No one applicant is more or less important than the next person. It would not be fair to do it for one person and not for someone else. We appreciate that everyone would like their check completed as quickly as possible, and we strive to minimize the turnaround time as best we can.

What if I don't disclose all the pages of my Police Record Check, or alter the information prior to showing it to an employer?

The Halton Police Service applies a security seal to certify documents as original, and include the number of pages to ensure all available information is properly released. If a person deliberately alters the results of their Police Record Check by changing the content, it is an offence under the Criminal Code. If we become aware this has occurred it will be investigated and charges could be laid.

If an agency/employer has any questions about the validity of the document, they can contact us. Although we will not discuss the content of a person's Police Record Check due to privacy reasons, we will confirm the number of pages originally released, and advise whether or not a document may have been altered.

I don't live in Halton, or I reside outside of Canada. How can I get a Police Record Check?

The Halton Police Service provides Police Record Checks only for residents of our Region. Note that Vulnerable Sector Checks can only be done for Canadian residents residing and employed in Canada. As per RCMP directives, police services cannot conduct Vulnerable Sector screening for citizens living and working outside Canada, even if the employer is a Canadian firm.

If you reside outside Canada, you can obtain a certified criminal records check by submitting fingerprints directly to the RMCP. Note that this only contains information relevant to criminal convictions, if any. It does not include police contact information, nor a search of the pardoned database. More information is available on the RCMP website at: http://www.rcmp-grc.gc.ca/cr-cj/fing-empr2-eng.htm

For more information, contact:

Insurance/Information Desk
905-825-4712