Agency Fact Sheet

Agencies can use the Agency Template for Record Checks form to specify the type of record check an applicant is to apply for.  For Volunteers, agencies are able to use the Volunteer Police Record Check Template.

The Police Record Check Reform Act was brought into force on November 1, 2018.

Police Record Check for Employment or Volunteer Opportunities

The agency plays an integral role in the initial stages of the hiring process and the record check should only be one piece of an integrated recruiting process.

For further information on selecting employees or volunteers refer to the 10 Step Guideline and Screening Handbook at Volunteer Canada.

To reduce the risk of child sexual abuse and create safer environments for the children in your care, the Commit to Kids program is a step-by-step plan to help child-serving organizations foster a safer environment.

The Waterloo Regional Police Service provides three levels of Police Record Checks

  1. Criminal Record Check
  2. Criminal Record and Judicial Matters Check
  3. Vulnerable Sector Check

Please refer to each link for a list of what each record check provides.

Police record checks are performed only upon consent of the applicant. 

By performing a police record check, the Waterloo Regional Police Service (the Service) is in no way making a recommendation on the suitability of the applicant for the position nor should the agency consider the existence of information to mean a compulsory disqualification of the individual. It is important to note that information contained within a police record check is based upon information provided by the applicant and the Service cannot guarantee it will identify all information pertaining to the individual.

Record checks are on green, secure paper with the WRPS seal embossed on the lower right hand corner.  To learn more about the security features please visit the VoidSecure Security Paper web page.

Requirement for Fingerprints

Criminal Record

Applicants who have a criminal record will be required to be fingerprinted so that the Service can confirm a criminal record is held at the RCMP National Repository of Criminal Records.

Applicants are not required to be fingerprinted for

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

Vulnerable Sector

If the applicant is being considered to work in a volunteer or employment position where they will be in a position of authority and trust relative to vulnerable persons, they may be required to submit fingerprints to verify whether there is a criminal record including the existence of any sex offences with a record suspension contained within the RCMP National Repository of Criminal Records.

Release of Completed Police Record Check

Volunteer applicants will be required to produce a volunteer letter from the agency to substantiate the volunteer status.

Criminal Record Check and Criminal Record & Judicial Matters Check

The Service will provide the results of a completed Criminal Record Check and Criminal Record and Judicial Matters Check to the applicant only.

It is the choice of the applicant to decide whether he/she wants to share the results of the police record check with the requesting agency. The role of the Service is to provide the applicant with the results of the police record check. The agency is responsible for determining the suitability of the applicant for the position. The result of any police record check is just one component of the information available to and evaluated by the agency.

Vulnerable Sector Check

The Service will complete a Vulnerable Sector Check based on the applicant's name and date of birth, as well as, gender and date of birth. If no record is found, a completed Vulnerable Sector Check will be provided to the applicant.

If the Vulnerable Sector Search is inconclusive, a fingerprint based search will be required.  If the RCMP confirms that the applicant has a sex offence with a record suspension, the information will be forwarded to the Minister of Public Safety to authorize disclosure of all or part of the information contained in the file. When the information is authorized for disclosure by the Minister, the criminal record associated with the applicant's fingerprints will be returned to the "Service" and will include the sexual offence with a record suspension information. At this point the Service will be required to obtain the applicant's consent, in writing, for disclosure of the record(s). When the applicant has signed the form giving consent to release the record(s) the Service must forward the information to the requesting agency (employer or volunteer agency).

If the applicant chooses not to disclose their record(s) the Service will contact the requesting agency in writing indicating that the Service was unable to complete the Vulnerable Sector Check.

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