Background and Record Checks

When will I receive my record check?

Within 3-5 business days; however, this is dependent on the volume of applications at a given time. 

How will I receive my record check?

Completed record checks are sent to the applicant’s email address as a PDF attachment. Detailed instructions on how to view the PDF are provided in the email. Printed copies are no longer provided.

Can I print my record check myself?

Volunteer Letter

Volunteers are required to upload an agency volunteer letter.  Agencies may use the WRPS Volunteer Letter or follow the letter formatting to create their own.  

As per the Federal Youth Criminal Justice Act (YCJA) the release of youth records is not permitted.  Authorized release of a record check containing youth records is legislated for federal, provincial or municipal governments only.  

Police services will only provide record checks to applicants under the age of 18 for government positions.  

Electronic Identity Verification

Equifax Kount Identity Verfication uses credit information to confirm identity.  A social insurance number is required to participate in this process. This is NOT a credit check. If identity is not verified electronically, you will receive an email to attend at the Police Reporting Centre at 150 Maple Grove Road, Cambridge for in-person identity verification (as outlined below).  

In-Person Identity Verification

If required to attend for in-person identity verification, applicants must provide two valid pieces of identification, one of which must be government-issued and include the applicant's name, date of birth, signature and photo.  Soft copies or photocopies of identification will not be accepted. Proof of residency within Waterloo Region is also required.

For accepted forms of identification, click here.  

What is a digital signature and why is it important?

Record check results will be provided in electronic format.  The digital signature is a unique identifier and combination of personal information that certifies the PDF is original and authentic.

How do I authenticate the record check using the digital signature?

1. Open the record check with Adobe Acrobat; please note other PDF readers will not work.
2. Confirm the name, date of birth and type of record check are correct.
3. At the top of the page you will see the signature panel shown here:

  4. At the bottom of the page you will see the digital signature shown here:

  5. Select Click here to verify Digital Signature. This will open a 'Signature Validation Status' box as shown below. This         certifies the record check is authentic.

Sex assigned at birth is necessary to identify applicants requiring fingerprints for a vulnerable sector check. For all types of record checks, sex assigned at birth acts as a filter when querying police databases and allows for quicker processing times.  Sex assigned at birth is not added to the final document.

Location, Hours of Operation, Fees and Payment Methods

Location and Hours of Operation - Waterloo Regional Police Service (wrps.on.ca)

Fees and Payment Methods

All types of record checks are $40.  

Volunteer record checks are:

• Criminal Record Check - Free
• Criminal Record and Judicial Matters Check - Free
• Vulnerable Sector Check - $20

A volunteer letter is required to be uploaded when applying for a record check.  Payment is required at the time of application.  Credit cards and debit cards containing the Visa or Mastercard logo are accepted online.  

Adoption or Non-Parent Custody Applications

Fingerprinting is required for all adoption and non-parent custody applications. Once you complete the online application you will receive an email with a link to book your fingerprinting appointment. These searches include any record suspensions as authorized for release by the Minister of Public Safety.

Fingerprinting

Fingerprinting may be required depending on your application, review our dedicated fingerprinting page to learn more.

Outside of Canada - police record checks

The Waterloo Regional Police Service does not provide police record checks to people living outside of Canada. If you live out of the country, and need confirmation that you have no criminal record in Canada, you may obtain a copy of your Canadian Criminal Record through the Royal Canadian Mounted Police (RCMP).

Please visit the RCMP website for detailed instructions and costs.

Reconsideration process for vulnerable sector check

The Waterloo Regional Police Service offers a Reconsideration Process to applicants who have received a Vulnerable Sector Check (VSC). This process is not available for the Criminal Record Check or the Criminal and Judicial Matters Check.

Request for Reconsideration

If you wish to request the removal or amendment of information listed on your police record check you may apply as follows:

• The applicant shall complete the Reconsideration Request form available online and at the Police Reporting Centre at 150 Maple Grove Road, Cambridge.
• The reconsideration request must state the specific reason(s) why the Waterloo Regional Police Service should reconsider its decision to include information relating to non-conviction dispositions.
• Convictions are not able to be reconsidered.
• A maximum of five pages of supporting documentation may be included with your request.
• No oral representations or hearings will take place.
• The applicant must submit the request form with a $30 application fee + HST = $33.90 payable by cash, debit, credit or certified cheque.
• The fee is not refundable
• The completed request form, supporting documentation and the fee may be dropped off at the Police Reporting Centre or mailed to:

Record Check Reconsideration

Waterloo Regional Police Service

150 Maple Grove Road

Cambridge, Ontario N3H 5M1

• Requests for reconsideration must be made in writing within 35 days of the completion of the applicant’s Police Record Check.

A: Reconsideration Process

The following will, if applicable, be considered in the reconsideration process:

1. The applicant’s written submission and supporting documentation:
2. Whether the information meets the criteria for release as outlined on the CRC, CJMC, VSC forms or the OACP Guideline for Police Record Checks;
3. Nature and circumstances of the incident based on both the applicant’s submission and police/Crown notes;
4. Date of incident and length of time that has passed;
5. The age of the applicant at the time of the incident;
6. Police records, investigating officer input and Crown input;
7. All entries in the applicant’s criminal record file and the nature of these entries;
8. Whether occurrences or police contacts show a pattern of behaviour (i.e., domestic disputes, threats of violence, assaults, sexual or predatory behaviour, etc.);
9. Whether the requester continues to present a substantial risk to the community;
10. Any other relevant information.

B: Criminal Dispositions

If you have concerns regarding criminal dispositions that have been included on your Police Record Check, refer to our brochure File Closure of Fingerprints and Dispositions. Criminal convictions cannot be reconsidered in this process.

C: Copies of Police Reports

There may be times when obtaining a copy of a police report will assist you in recalling the event or in presenting the information on your Police Record Check to your employer. If you need to obtain a copy of a police report, submit an Access/Correction Request.

D: Approved Reconsideration

Once the application is received it will be reviewed by the Waterloo Regional Police Service’s Reconsideration Panel within 30 days to determine if it meets the criteria for reconsideration. If approval to remove or amend the information in question is granted, the applicant will be contacted to pick up a new Police Record Check, at no additional cost. A letter confirming the Reconsideration Panel’s decision will be sent to the applicant.

E: Denied Reconsideration

If the Reconsideration Panel determines that all or part of the request should be denied, a letter of denial will be sent to the applicant. The letter will state why the request was denied unless stating the reason for denial would jeopardize an on-going or open investigation or intelligence gathering, potentially endanger a person or property, be contrary to a privilege or be against public policy (i.e., fall under public immunity privilege).

F: Extension of Timelines

If, in extenuating circumstances, the Waterloo Regional Police Service cannot meet the timelines indicated in this process, the applicant will be notified of the applicable extensions as required.

Record Suspension (Pardon)

Local police record checks for the Parole Board of Canada Record Suspension process, are not completed online at this time.  For more information, visit the Record Suspension page.  

Police Record Check Reform Act (PRCRA)

The PRCRA legislation passed on December 1, 2015 and was enacted on November 1, 2018.  This legislation ensures a clear, consistent and comprehensive set of standards to govern how police record checks (PRC) are conducted and disclosed in Ontario.

Overview of the PRCA

1. Apply to all PRC providers in Ontario, when conducting the majority of the PRCs that are requested from them. (i.e., for employment, volunteering, licensing and other purposes).

2. Standardize three types of PRCs that can be conducted (i.e. Criminal Record Checks, Criminal Record and Judicial Matters Checks and Vulnerable Sector Checks).

3. Limit and standardize the types of information authorized to be disclosed in each type of PRC.

4. Require that an individual receive their PRC before being asked to consent to disclosure to a third party, such as an employer

   • After reviewing, the individual can provide the results directly to a third party, or consent to allow the PRC provider to release the results to the third party.

When and why are police record checks used?

• A PRC may be required by law or organizational policy
• A PRC may be a useful tool to help determine an individual’s suitability for certain types of opportunities (e.g., employment in a position responsible for working with vulnerable individuals)
• PRCs are just one of the tools available, in addition to interviews, reference checks, verification of credentials/licences/certifications, and in some cases, more thorough background checks
• Agencies can only require an applicant to apply for one of the  three types of PRCs and are not permitted to ask applicants to provide any additional police records unless exempted under the PRCRA

Types of Police Record Checks

• The PRCRA identifies three standard types of PRCs:
  • Criminal Record Check,
  • Criminal Record and Judicial Matters Check, and
  • Vulnerable Sector Check (VSC)
• The types of PRCs are differentiated based on the specific types of information authorized to be disclosed within each of them as outlined in the Act
• Additionally, the VSC is intended to be used for a specific purpose: to screen individuals that work or volunteer in positions of trust and/or authority relative to vulnerable individuals (e.g., teachers and daycare workers, staff in long-term care and retirement homes, service providers working with individuals with disabilities)
• In order to keep vulnerable persons safe, the PRCRA allows for the disclosure of the broadest range of information in VSCs, including disclosure of record suspensions (formerly pardons) as authorized by the Minister of Public Safety and relevant non-conviction information as authorized by the PRCRA

Disclosure of Youth Records

This is one of the most significant changes to record checks in Ontario.  Youth records are only permitted to be disclosed in two circumstances:

1. To the youth themselves, who is not permitted to further disclose Findings of Guilt and must remove any results from the record check before sharing with agencies [PRCRA 11] or
2. To the Government of Canada or the government of a province or a municipality for purposes of employment or the performances of services, with or without remuneration [YCJA 119 (1)(o)]

The PRCRA regulates how police services release Police Record Checks (PRC) containing youth records to applicants.  Up until now, police services have released a PRC containing youth records directly to the applicant who then provide the PRC to the organization or volunteer agency.  The federal and provincial government has found this approach to be contrary to the Federal Youth Criminal Justice Act (YCJA). 

The only authorized release of a PRC containing youth records will be to a federal, provincial or municipal government.  Applicants can gain access to their own record through the Federal Access to Information process but this record is not a PRC and is not allowed to be shared with any other agency.

It is important to note the change for the community – police services will only provide PRC’s to applicants under the age of 18 for government positions.  This is because non-government agencies are not authorized to receive any results.  To require applicants to apply and pay for a PRC when no results will be released is not in the best interest of applicants, the police service and the community.

Forms

All forms are being updated or created to look similar across the province and include:

• All the changes from the PRCRA legislation and regulations
• Consideration of how to respond and protect privacy

For questions or concerns, please contact Records Branch Supervisor, Angela Post at 519-570-9777, ext. 8807.