Frequently Asked Questions
What is a Police Information Check?
It is more than a Canadian Criminal History Check
Known as Police Information Check (PIC), the results will be provided on a Tsuut’ina Nation Police Service certificate letter, detailing Canada-wide Criminal Record History, Vulnerable Sector Search (if required) and Police History. This includes Local Police Information and Alberta Provincial Court records.
What databases are searched?
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 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.
What information will be disclosed on a Police Information Check?
- 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
- 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.
Will my PIC Information be sent to other agencies?
No. All Police Information Checks will be disclosed by way of certificate directly to the applicant at our office. Any questions and concerns will be answered fully at the time of disclosure.
What if I need more than one certificate?
At regular fee costs, you are entitled to one Certificate at the time you make the application. If you require numerous copies for resume purposes, you can photocopy the Certificate and instruct the organization that the original is available for review.
What do the results of my Police Information Check certificate mean?
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.
What information is disclosed in a Police Information Check?
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).
What is the difference between a Police Information Check and a Criminal Record Check?
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.
What is a Vulnerable Sector Police Information Check? Do I need one?
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 circumstance, 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 offences.
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.
Will I be required to provide my fingerprints in order to get a Vulnerable Sector check?
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.
Does this requirement for fingerprint submission mean I am associated to a pardon for a sex related offence?
Being notified by Tsuut’ina Nation Police Service that fingerprint submission is required in no way suggests that the applicant is the subject of a pardon for a sexual offence. It means the results are “inconclusive” based on the name, date of birth and gender search against the pardoned sex offender database.
How is the Vulnerable Sector Verification processed by CCRTIS?
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.
How long will it take for the results of the Vulnerable Sector Verification record search?
If fingerprints are not matched to a criminal file, the estimated processing time is approximately 7-10 business days. If fingerprints are matched to a criminal file or any criminal conviction, the estimated processing time could be in excess of 120 business days.
What happens to my fingerprints after they are processed by CCRTIS?
Once complete, fingerprints submissions are retained for 90 days and then destroyed by the Canadian Real Time Identification Service (CCRTIS). Your fingerprints are not added to the RCMP National Repository of Criminal Records or retained for future searching purposes.
Why do some individuals have a Vulnerable Sector Verification record search done and do not have to submit their fingerprints?
If the results indicate “conclusively” that there is “no match”, the Vulnerable Sector Verification record search is complete, and fingerprints are not required.
What has changed in relation to the Vulnerable Sector Verification record search?
In July 2010, the RCMP implemented changes to the Vulnerable Sector Verification record search to make it more thorough and to act as an additional safeguard against pardoned sex offenders who may have a legal name change.
How does that affect me?
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.
Why the change?
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.
Who determines the requirement?
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.
Can I be employed or volunteer while I am waiting for the results?
The onus is on the employer or volunteer agency to determine eligibility with their organization.
Can a Vulnerable Sector Verification be conducted for a country other than Canada?
No, Vulnerable Sector Verification applies to Canadian organizations only. For a country other than Canada, contact the organization to determine their requirements, and then call the country’s embassy in Canada.
Do you live outside of Tsuut’ina Nation and require a Police Information Check?
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.
Do I need to obtain a new Police Information Check each time that one is required?
Since the information contained on dated Police Information Checks may no longer be valid, the Tsuut’ina Nation Police Service recommends that dated Police Information Checks in addition to those used for other purposes not be accepted. A Police Information Check is no longer valid after its issued date.
An original Police Information Check certificate can be identified by the Tsuut’ina Nation Police Service corporate seal in the lower right corner of the document. This seal will feel raised to the touch. Please contact the Tsuut’ina Nation Police Service if you have any concerns regarding the authenticity of a Police Information Check certificate.
Where can I get more information about the Vulnerable Sector screening process?
Please visit the RCMP website: http://www.rcmp-grc.gc.ca/cr-cj/index-eng.htm#rc
Position of Trust:
Position of Trust: means a paid or volunteer position dealing with vulnerable people.
Vulnerable People: may include, youth, elderly, people with physical, developmental, emotional, social, or other disabilities, people who are addicted or dependent on addictive substances, and victims
of a crime or an accident.
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.