Police Record Checks

NEW EFFECTIVE APRIL 1, 2022:

Criminal Record Checks (CRC) and Criminal Records and Judicial Matters Checks (CRJMC) for the purposes of volunteering will be offered to applicants who reside within NAPS jurisdiction at no cost as per Bill 13, Amendments to the Police Records Check Reform Act. All volunteer applicants are required to provide a letter from the volunteer agency. Up to 5 free copies of the results will also be provided, if requested at the time of application.

  • Volunteer applications can also be made in person at no cost at your local NAPS Detachment.

  • A volunteer is defined as a person who performs a service but receives no compensation for doing so (other than expenses or an honorarium). It excludes a person receiving some other form of credit, such as academic credit or fulfilling a sentence requirement

NOTE: Volunteer applicants for a Vulnerable Sector Check (VSC) are not included in this legislation and are available at the standard rate of $45.00.

Please contact your regional NAPS Headquarters for any questions.

NAPS Headquarters: (807) 623-2161 ext: 6590

NOTE: ALL RECORD CHECKS ARE PROCESSED IN THE ORDER THAT THEY ARE RECEIVED. YOU WILL RECEIVE YOUR COMPLETED RECORD CHECK IN YOUR MAILBOX AT THE ADDRESS THAT YOU PROVIDED.

NOTE: A record check is current as of the date it is completed. It is up to the receiving organization to determine if the record check is current enough to be accepted for the position applied for. NAPS employees shall have no responsibility or obligation to make such a determination.

Types of Record Checks

In compliance with the Police Record Check Reform Act (PRCRA) and RCMP Ministerial Directive, NAPS provides 3 types of checks. If you’re unsure of what type of check you require, contact the organization requesting your record check so they can clarify. NAPS cannot make this decision for you.

Level 1: Criminal Record Check (CRC)

Criminal Record Check Form - Download

This check is intended for applicants seeking employment and/or volunteering with agencies where a basic CRC is requested (e.g. retail). This check is NOT intended for applicants who are seeking employment/volunteer with vulnerable persons.

The CRC may include the following information as it exists at the time of search;

  • Criminal Convictions from Canadian Police Information Centre (CPIC) and/or local databases and/or,

  • Findings of guilt under the Youth Criminal Justice Act (YCJA, within the applicable disclosure period in accordance to the YCJA.

Level 2: Criminal Record and Judicial Matters Check (CRJMC)

Criminal Record Check Form - Download

This check is intended for applicants who are seeking employment/volunteer with agencies who require a Criminal Record Check. The agency has determined that a search of the sex offenders with a record suspension is NOT required (e.g. border crossing or visa, immigration); therefore, this check is NOT intended or applicants who are seeking employment/volunteer with vulnerable persons.

The CRJMC will include the following information as it exists at the time of search:

  • Criminal Convictions from Canadian Police Information Centre (CPIC) and/or local databases and/or,

  • Findings of guilt under the Youth Criminal Justice Act (YCJA, within the applicable disclosure period in accordance to the YCJA.

  • Outstanding entries, such as charges and warrants, judicial orders, 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; and/or,

  • Absolute and Conditional discharges for one or three years respectively.

Level 3: Vulnerable Sector Check (VSC)

Vulnerable Sector Check Form - Download

* You must currently reside in a community within the NAPS jurisdiction, and must show proof of your address to apply for a Police Vulnerable Sector Check.

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. In addition, non-conviction information shall be released only when a Risk Assessment has been completed to ensure the information being released is relative to the position being applied for. Check included a search of the Pardoned Sex Offender Database (PSOD).

A Vulnerable Person is defined as:

All children who are less than 18 years of age, AND/OR persons who, because of their age, a disability or other circumstances, whether temporary or permanent:

  • Are in a position of dependence on others; and/or

  • Are otherwise a greater risk than the general population of being harmed by persons in a position of trust or authority to them.

The VSC will include the following information as it exists at the time of search:

  • Criminal Convictions from Canadian Police Information Centre (CPIC) and/or local databases and/or,

  • Findings of guilt under the Youth Criminal Justice Act (YCJA, within the applicable disclosure period in accordance to the YCJA.

  • Outstanding entries, such as charges and warrants, judicial orders, 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; and/or,

  • Absolute and Conditional discharges for one or three years respectively.

  • Disposition of Not Criminally Responsible by Reason of Mental Disorder; and/or

  • Non-Conviction Information

  • All record suspensions as authorized or release by the Minister of Public Safety and Emergency Preparedness.

Fingerprints are required for some VSC checks.

In 2010, the RCMP changed the way that PSOD checks are completed. The changes mean that “hits” or matches in the database are indicated if:

  • There is a name match; and/or

  • There is a gender match and date of birth match regardless of name.

The purpose of the change is to capture during a VSC, any pardoned sex offenders who have obtained a legal name change. This means that any person who has the same date of birth and gender as a pardoned sex offender will also get a “hit” to the PSOD. Those people will be asked to submit fingerprints for processing in order to confirm whether or not there is a pardoned sex offence on file.

NAPS will also conduct police record checks to enable various other services:

  • Name Change: you may be required to submit a police record check with your Ontario application for a name change.

  • Record Suspension: NAPS will perform a local records check as part of their Record Suspension Application.

If you wish to submit an application, please bring 2 pieces of ID, a $45.00 payment (either cash or money order made payable to NAPS or Nishnawbe Aski Police Service) and attend your local NAPS Detachment.

Self Declaration

Self Declaration Form - Download

Self-declaration of a criminal record is a process where you may declare your adult criminal record convictions to the police service. NAPS will confirm if the information matches a criminal record contained within the RCMP National Repository of Criminal Records. If we are not satisfied that your declared criminal record information is a match to a criminal record held at the repository, fingerprints are required at an additional cost of $25.00

Do NOT declare:

  • A conviction for which the applicant has received a record suspension.

  • Absolute Discharges or Conditional Discharges pursuant to the Criminal Code Sec.730

  • A conviction where the applicant was a “young person” under the YCJA.

  • Any offences for which the applicant was not convicted (withdrawn, dismissed etc...)

  • Provincial or municipal offences.

  • Any charges dealt with outside of Canada

Acceptable Identification (ID)

To obtain any check, 2 forms of ID from this list are required. At least one piece of ID needs to be photo identification

Acceptable forms of photo identification:

Acceptable Forms of Non-Photo Identification

  • Birth Certificate

  • Baptismal Certificate

  • Hunting License

  • Outdoors Card

  • Canadian Blood Donor Card

  • Trades License

  • Immigration Papers

  • Student Card (Applicants under age 16 only)

Acceptable Identification (ID)

  • Driver’s License

  • BYID Card

  • Canadian or Foreign Passport

  • Canadian Citizenship Card

  • Possession & Acquisition License

  • Permanent Residency Card

  • Certificate of Indian Status (Federal)

  • Canadian National Institute of the Blind Card

  • Canadian Military Employment or Family ID Card

  • Ontario Photo ID Card (MTO)

Youth Records

Youth between the age of 12-17 are only permitted to have their records disclosed in two circumstances:

  • To the applicant themselves, who is not permitted to further disclose.

  • To the government of Canada or the Government of a province or municipality or the purpose of employment or volunteer. In those instances, Police Record Check results will only be sent directly to the government employee requesting the information and a copy to the applicant. Applicants will be required to provide this name and address.

Please Note: Checks for applicants under the age of 16 require parental/guardian consent. A parent/guardian must attend with the youth, also provide 2 pieces of acceptable identification and sign the application form.

Note: The Pardoned Sex Offender Database WILL NOT be searched for applicants under the age of 18 as they would never be in this database due to their age.

Reconsideration Process

Applicants requesting a Vulnerable Sector Check (VSC) may wish to have non-conviction information excluded from the results. As reconsideration is for non-convictions only, this process is not eligible for Criminal Record Checks (CRC) or the Criminal Record and Judicial Matters Checks (CRJMC).

Outstanding judicial orders, cases that are before the courts or Youth Criminal Justice Act entries are not eligible for reconsideration.

If you wish to seek reconsideration, you must submit the attached reconsideration form to your nearest NAPS detachment or by mail to the corresponding region.

Central Region
Attention: Jennifer Kennard - Office Administrator/Freedom of Information Clerk
973 Balmoral Street, Suite 301
Thunder Bay, ON
P7B-0E2

Northeast Region
Attention: Jennifer Kennard - Office Administrator/Freedom of Information Clerk
140 Fourth Avenue
Cochrane, ON
P0L-1C0

Northwest Region
Attention: Nikki Catlin-Gosse - Office Administrator/Freedom of Information Clerk
25 Airport Road. P.O Box: 698
Sioux Lookout, ON
P8T-1B1

You must:

  • include a copy of your current record check

  • provide any other documents you feel may support your request

  • be submitted within 60 days of the completion of your VSC

Reconsideration requests will be processed within 30 days.

Note: if any of the above requirements are not met, the application will be rejected upon receipt and the applicant will be notified in writing.

Record Suspension

Local Police Record Checks that are part of your Record Suspension application package are processed through our Regional Offices. The cost to process the Local Police Service Record Check is $45.00 (cash or money order)

Please attend your local NAPS detachment with the applicable fee or mail to the corresponding Regional Office.

NAPS Headquarters:
Attention: Jennifer Kennard - Office Administrator/Freedom of Information Clerk
973 Balmoral Street, Suite 301
Thunder Bay, ON
P7B-0E2

Note:

We DO NOT supply Record Suspension (Pardon) Application forms – Contact the Record Suspension Board directly for further information.

We are unable to do fingerprints for Record Suspension purposes as the RCMP now only accepts electronic fingerprints. Rolled ink fingerprints are no longer accepted.

To have your fingerprints taken electronically, contact or visit a local police service or an accredited company with an electronic submission device.

Record Suspension Instructions/Forms: https://www.canada.ca/en/parole-board/services/record-suspensions.html

Fees