Police Information Checks

Please Note: Once an applicant has submitted a request for a Police Information Check, there will be no refund issued. The onus is on the applicant to ensure they require a Police Information Check for their intended purpose and have the correct information. If you have any questions, please contact our main office first before making application.

Police Information Checks are more than a Canadian Criminal Record Check. Also known as a PIC, information is searched from multiple databases and the results will be provided on a Tsuut’ina Nation Police Service certificate letter. Disclosure will include Canada-wide Criminal Record History, Vulnerable Sector Search (if required), and Police History; this includes Local Police Information and Alberta Provincial court records.

The Tsuut’ina Nation Police Service processes Police Information Checks for employment, volunteer opportunities, and other relevant purposes, as well; provides Police Record Check information for persons applying for a record suspension (formerly a Pardon).

Applicants for PIC checks must obtain a letter issued from the organization stating the person’s name and and must be signed by a designate from that organization. The letters must include the following information on the agency’s letterhead:

Date
Applicants full name
Position the applicant is applying for
Signature of the Agency representative or designate (Note: Electronic signatures and copies will be accepted)

Are you a security personnel, a locksmith, or a private investigator?

The Government of Alberta no longer requires fingerprints or signed affidavits for security guards, locksmith and private investigator applications, according to the proclamation of the Security Services and Investigators Act on June 1, 2010.

If you have any questions about licensing processes under this new legislation, please contact Alberta Solicitor General and Public Security’s Licensing Department toll-free at 1-877-462-0791.

The Tsuut’ina Nation Police Service will continue to perform employment Police Information Checks for these applications.

Vulnerable Sector Police Information Checks

A Vulnerable Sector Police Information Check is required when an individual will be in a position of trust or authority of vulnerable persons. A vulnerable person is defined as a person who, because of their age, disability, or other circumstances, whether temporary or permanent, are (a) in a position of dependence on others or (b) are otherwise at a greater risk than the general population of being harmed by a person in a position of authority or trust relative to them.

A position of trust or authority is more than just having contact with children or vulnerable persons. The nature of the position – not the person – must cause the person to have authority over, or trust of, children or vulnerable persons. Positions with casual or occasional contact with children or other vulnerable persons would not normally require a Vulnerable Sector Police Information Check unless the nature of the position leads vulnerable persons to have trust in the individual.

A Vulnerable Sector Police Information Check includes a query to confirm that the applicant has not received a record suspension for sexual offences. All such convictions can be only disclosed with authorization from the Minister of Public Safety.

It is the responsibility of the requesting organization and not the Police Service to determine whether an applicant requires a Vulnerable Sector check. Vulnerable Sector checks should only be requested when the applicant is entering a position that will be responsible for the well-being of vulnerable person, where the position is one of authority or trust relative to those vulnerable persons; as per the Criminal Records Act.

Police Services in Alberta do not provide Criminal Record checks only. Such a check may be obtained through an accredited RCMP third party company or by obtaining a Certified Criminal Records Check from the RCMP which requires the submission of fingerprints.

Prints are used to confirm your identity only and are destroyed after 90 days.

Obtaining A Police Information Check

Visit Tsuut’ina Nation Police Service and remember to bring:

Two valid pieces of government issued identification (Expired Identification cannot be accepted)

Photo identification can be one of the following:

Driver’s Licence (Interim operator’s licence NOT valid ID)
Alberta Photo Identification Card (Issued through Registry Agent Offices)
Passport
Permanent Residence Card (ONLY instance where ID with an expired date is acceptable)
Firearms License
Refugee Protection Claimant
Document – Certified
Nexus Card
Secure Certificate of Indian
Status Card (Federally issued)
Aviation Document Booklet

For Minors between the ages of 12 to 15 who do not have any of the above photo identification:

Student Photo ID (Only for applicants between the ages of 12 and 15)
Non-photo identification can be one of the following:
- Provincial Healthcare Card
- Birth Certificate
- Marriage Certificate
- Immigration Papers (Includes any VALID document issued by Citizenship and Immigration Canada with proper applicant descriptor information)
- Citizenship Card
- Citizenship Certificate

Payment for the Police Information Check

Payment can be made by Cash, AMEX, Visa, MasterCard, or Interac/Debit.

$50.00 if required for employment; adoption, immigration, or other
$15.00 if required for an unpaid practicum only (with a letter from your organization)
$15.00 if required for volunteer positions (with a letter from your organization dated within 6 months of your Police Information Check application

To be eligible for the $15 fee, applicants must obtain a letter issued from the organization stating the person’s name and the capacity they will be involved with i.e. volunteering or an unpaid practicum and must be signed by designate from that organization. The letters must include the following information on the agency’s letterhead:

Date
Applicants full name
Position the volunteer is applying for
Signature of the Agency representative or designate (Note: Electronic signatures and copies will be accepted)

For further information please contact Volunteer Alberta http://volunteeralberta.ab.ca/programs_services_resources/people/volunteer-screening/

Note: Applications will not be processed immediately or expedited. We process all applications in date order of being received.

Police Information Checks – Residency Outside of Tsuut’ina Nation

If you have previously resided on Tsuut’ina Nation and now reside elsewhere in Alberta, in another Province or Out of Country and require a Tsuut’ina Nation Police Service, Police Information Check; you must do the following:

Attend the Tsuut’ina Nation Police Service in person
Complete the Police Information Check Application. Please ensure both the first and second page are filled out completely and that both pages are signed and dated. Please note that we are not able to complete a Vulnerable Sector search for anyone not living on Tsuut’ina Nation, you must attend your local police service where you currently reside, for this request.
Please bring two pieces of valid government-issued ID. One piece of ID must have a photograph.You must have one photo identification such as: Driver’s License, Alberta Photo Identification Card (Issued through Registry Agent Offices), Passport, Permanent Resident Card, Firearms License, Nexus Card, Secure Certificate of Indian Status Card (Federally Issued), Aviation Document Booklet, or Refugee Protection Claimant Document – Certified.Non-photo identification can be one of the following: Provincial Health Care Card, Birth Certificate, Marriage Certificate, Immigration Papers, Citizenship Card, or Citizenship Certificate.
Payment will be processed at the time of application. Accepted forms of payment are: Cash, AMEX, Visa, MasterCard or Interac/Debit

Please Note: A Police Information Check requiring a Vulnerable Sector check can only be completed by the Police Service in which the applicant resides. If you reside outside of the Tsuut’ina Nation you will have to attend the Police Service or RCMP detachment that services your area.

What Databases are Searched?

The Tsuut’ina Nation Police Service primarily uses three search mechanisms:

P.R.O.S. – Local records of the applicant’s involvement with TNPS, and RCMP agencies (Police Reporting Occurrence System)

J.O.I.N. – The Alberta court system (Justice Online Information Network)

C.P.I.C. – The Canadian Police Information Centre system and R.C.M.P. National repository in Ottawa.

This Police information check only provides information found at the time of the check, on the above listed systems. The Tsuut’ina Nation Police Service does not guarantee completeness of the information, as we are limited to information available on these systems.

This check does not include information found in any other jurisdiction’s local police information system; nor does it include court information from any other provinces, except convictions registered on the National Repository for Canada and information entered onto the Canadian Police Information Centre System.

What disclosures are included?

Criminal Records – Adult and Youth (includes indictable, dual procedure and summary conviction offences)
Pending and outstanding charges
Outstanding warrants for arrest Canada-wide
Police Files/Information Reports: Relevant occurrences – this may include any interactions an individual has had with police as being disclosed, including mental health occurrences, if they are deemed to be relevant. A relevant occurrence may not have resulted in charges being laid, but will be disclosed if relevant or there is a potential risk to public safety
Records of not criminally responsible by reasons of Mental Disorder pursuant to s.16(1) cc (disclosed if relevant)
Judicial Orders while in effect: probations, prohibitions, peace bonds and recognizance conditions
Vulnerable Sector Records (pardoned sex offender)
Absolute Discharge for one year period
Stay of Proceedings for one year period
Conditional Discharge for three year period
Alternative Measures for one year period

For a full list if PIC disclosure procedures please see the Alberta Police Information Check Disclosure Procedures.

Frequently Asked Questions

The Tsuut’ina Nation Police Service primarily uses three search mechanisms:

PROS (Police Reporting Occurrence System) – Local records of the applicant’s involvement with TNPS, and RCMP agencies

JOIN (Justice Online Information Network) – The Alberta Court system.

CPIC (Canadian Police Information Centre) system and R.C.M.P. National repository in Ottawa.

This Police Information Check only provides information found at the time of the check, on the above-listed systems. The Tsuut’ina Nation Police Service does not guarantee the completeness of the information, as we are limited to information available on these systems. This check does not include information found in any other jurisdiction’s local police information system; nor does it include court information of any other provinces, except convictions registered on the National Repository for Canada and information entered onto the Canadian Police Information Centre System.

Criminal Records – Adult and Youth (Disclosed as per the provisions of the Youth Criminal Justice Act (YCJA) – formerly known as the Young Offenders Act (YOA))
– Includes indictable, dual procedure and summary conviction offences
Pending and outstanding charges
Outstanding warrants for arrest Canada-wide
Police Files/Information Reports
-Relevant occurrences
Records of not criminally responsible by reasons of Mental Disorder pursuant to s.16(1) cc (disclosed if relevant)
Judicial Orders while in effect
– Probations, prohibitions, peace bonds and recognizance conditions
Vulnerable Sector Records (pardoned sex offender)
Absolute Discharge for one year period
Stay of Proceedings for one year period
Conditional Discharge for three year period
Alternative Measures for one year period
- Relevancy refers to the protection of person, property, and any information that could cause an individual or organization, concerns for the safety of individuals, employees or volunteers.
- Period commences from the date of sentencing.
- Period commences from court confirmation of disposition completion.

A Police Information Check will result in either a, “No Information to Disclose Certificate” or an “Information to Disclose Certificate”. Please see below for a detailed explanation of each type of Police Information Check Certificate.

“Information to Disclose Certificate” will be issued when criminal convictions, relevant provincial statute convictions, outstanding criminal or relevant provincial statute charges or local police records representing a pattern of behavior that may result in harm to vulnerable persons exists. These results will only be released to the applicant and will never be shared with a third party. Please be advised that the results of any local police records (Vulnerable Sector Police Information Checks only) not resulting in the laying of criminal charges will be clearly articulated.

The Tsuut’ina Nation Police Service recommends that the age and relevancy of the information to the position being sought be taken into careful consideration in determining the suitability of any applicant.

If additional information is required regarding any disclosure contained in a Police Information Check certificate, an applicant can make a Freedom of Information and Protection of Privacy Act (FOIPP) request to the Tsuut’ina Nation Police Service if the information is in relation to a Tsuut’ina Nation Police Service occurrence.

A Vulnerable Sector Police Information Check will contain the following disclosures:

A list of all criminal convictions obtained from the Canadian Police Information Centre (CPIC).
A list of all pending court appearances for both criminal and relevant provincial statute offences, criminal convictions not recorded on a criminal record, relevant provincial statute convictions in addition to any court imposed orders. This information is obtained from the Province of Alberta’s justice database known as the Justice Online Information Network (JOIN).
A list of non-conviction locally held police records demonstrating a pattern of behaviour that may result in harm to vulnerable persons.
Under no circumstances will the Tsuut’ina Nation Police Service disclose information mental health related occurrences unless such occurrences involve violence or a threat of violence to persons other than themselves. Such occurrences will only be disclosed in the interests of public safety.

A Police Information Check not requiring a Vulnerable Sector check will contain the following disclosures:

A list of all criminal convictions obtained from the Canadian Police Information Centre (CPIC).
A list of all pending court appearances for both criminal and relevant provincial statute offences, criminal convictions not recorded on a criminal record, relevant provincial statute convictions in addition to any court-imposed orders. This information is obtained from the Province of Alberta’s justice database known as the Justice Online Information Network (JOIN).

A Criminal Record Check obtained from a private third-party provider will only indicate the existence of a criminal record. A Criminal Record Check alone will also not contain information relating to any upcoming court appearances or relevant provincial statute convictions.

Note: Private third-party Criminal Record Check providers cannot conduct a Vulnerable Sector Police Information Check.

The Tsuut’ina Nation Police Service is not affiliated with any third-party company offering criminal background checks.

Individuals who have jobs, or volunteer where they are in positions of trust or authority over children or other vulnerable persons, are required to obtain a Vulnerable Sector Police Information Check. Children are defined as anyone under the age of 18. Other vulnerable persons are people who, because of their age, disability, or other circumstances, are more vulnerable than others.

A Vulnerable Sector Police Information Check consists of the following:

A check of local police records to determine if a pattern of behavior exists that may result in harm to vulnerable persons.
A check to determine if the applicant has received a record suspension or pardon for sex offenses.

The Tsuut’ina Nation Police Service can only provide Vulnerable Sector Police Information Checks for Tsuut’ina Nation residents. If an applicant resides outside of this jurisdiction, they must obtain a Vulnerable Sector Police Information Check from their local police service. Vulnerable Sector Police Information Checks can only be completed for positions within Canada.

Please be advised that a Police Information Check requiring a Vulnerable Sector Police Information Check can only be provided by a police service.

Applicants requiring a Vulnerable Sector Police Information Check may be required to be fingerprinted if they have a similar surname or is of the same gender and approximately the same age as a pardoned sex offender. An applicant who requires fingerprinting to complete a Vulnerable Sector Police Information Check simply means that fingerprints are required to positively confirm that the applicant is not a pardoned sex offender. This process is required to ensure that vulnerable persons are never placed at risk by those responsible for their well-being. This is not an accusation of criminality. The applicant will be asked to provide their fingerprints so that an electronic search can be completed. A Vulnerable Sector search is then conducted through the Canadian Police Information Centre (CPIC) administered by the Ottawa RCMP – CCRTIS (Canadian Real Time Identification Service) which checks for pardoned sex offender files.

Applicants requiring to be fingerprinted for a Vulnerable Sector Police Information Check for non-volunteer purposes are required to pay a $25 fee.

Proof of residency is required for applicants requiring a Vulnerable Sector Police Information Check. Documentation must be provided showing that the applicant resides on Tsuut’ina Nation. This can be a current driver’s licence or a recent utility, electricity, gas or telephone bill, bank statement, property rental agreement, insurance policy documents (life, auto, residential, etc.). These documents must be dated within the last 90 days.

Only cases where the applicant’s gender and date of birth match that of someone who has received a record suspension. In this case, fingerprints are submitted electronically so they can be checked against the individuals in the secure database. Results of this check will be reported back to the Police Service. The fingerprints are used for comparison purposes only and are destroyed once the check is completed.

If your fingerprints match a pardoned sex offender related file, CCRTIS will make a request to the Minister of Public Safety to disclose the relevant pardoned sex offender record. Once the right to disclose the relevant pardoned sex offender record from the Minister of Public Safety is received, the CCRTIS will send the pardoned sex offender record to the relevant police service who submitted the original request. If your fingerprints do not match a pardoned sex offender related file, the CCRTIS will send a certificate letter to the relevant police service who submitted the original request, stating the vulnerable sector record search was performed and the result was negative. CCRTIS will ensure all documents meet the requirements of the Criminal Records Act and Privacy Act.

Previously, the Vulnerable Sector Verification searched the RCMP criminal records database in Ottawa (The National Repository) and the pardoned sex offender database for hits or similarities on surname, date of birth, and gender. Fingerprints were required if there was a possible hit on a specific weighting of these search criteria. If the surname did not match, the search would be negative.

Now, the Vulnerable Sector Verification continues to search surname, given name, date of birth, and gender of the applicant. However, if there is not a “hit” on the surname, but there is a “hit” on date of birth, and gender, the results will be positive. A “hit” on the date of birth and gender guarantees fingerprints will be required to verify the existence of pardoned sex offender records.

In theory, any query of an individual who is the same gender and shares a date of birth with someone granted a pardon for a sexual related offence will be flagged indicating the results are “inconclusive” based upon the information. The individual is now required to get a full set of fingerprints for submission to the Canadian Real Time Identification Service (CCRTIS) for verification.

The possibilities of loopholes, such as name changes, is minimized resulting in a more thorough check when an individual is applying for employment or a volunteer position and could change his/her name without reporting the name change to the RCMP. Alberta and British Columbia are the only two provinces which require fingerprints for a legal name change. This process will help identify anyone who has legally changed their name after receiving a pardon for a sexual offence.

Organizations self-identify – “This position requires a Vulnerable Sector Verification.” Potential employees or volunteers are required to attend their local police agency for verifications. Some examples include but are not limited to teachers, social workers, daycare providers, coaches, patient care providers, counselors, camp providers, bus drivers, students in nursing/medicine/teaching, etc., preparing for work terms with the vulnerable sector. Some licensing requirements also require a Vulnerable Sector Verification record search such as security guards/locksmiths.

You may obtain a Police Information Check not requiring a Vulnerable Sector Police Information Check from the Tsuut’ina Nation Police Service regardless of where you reside.

If you reside outside of Tsuut’ina Nation and require a Vulnerable Sector Police Information Check, you must obtain this from your local police service. Please note that Vulnerable Sector Police Information Checks can only be completed for positions within Canada.

Helpful Dictionary

Adverse Information: means an occurrence involving police where you have been deemed “charged” or “suspect chargeable” in a complaint relating to a provincial or federal offence, regardless of whether you were acquitted or convicted; therefore, if you have any adverse interaction with the police, your Vulnerable Sector Check result will indicate so. You may request the Tsuut’ina Nation Police Service to provide you with a letter to explanation on your adverse information.

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