Keeping Guelph Safe ... Together.

 

Police Record Checks

Guelph Police Service (GPS) is changing their police clearance process to align with recommendations of the Ontario  Association of Chiefs of Police and the Law Enforcement and Records (Manager's) Network (LEARN) "Guidelines for Police Record Checks". 

Hours of Service:

  • Wednesday: 10:00am to 6:00pm
  • Thursday: 9:00am to 1:00pm
  • Friday: 9:00am to 5:00pm

The Volunteer Centre of Guelph/Wellington 

The Volunteer Centre of Guelph/Wellington has partnered with the City of Guelph and Guelph Police Service to launch a new and unique Best Practices in Volunteer Screening Program.  Nonprofit and charitable organizations can apply to become part of the Best Practices in Volunteer Screening Program, and, if eligible, will be able to obtain free police records checks for their volunteers who work with vulnerable populations.  Through education and one-on-one support, the program will also encourage and support organizations to implement best practices in screening rather than relying on police records checks as a primary or sole screening tool.

For more information on the Volunteer Screening Program and answers to frequently asked questions, please visit the Volunteer Centre's website www.vcgw.ca.

Please choose a link:

Application Details

Contact Us

Applicants Residing Outside of Canada

Levels of Police Clearances

Police Criminal Records Check (PCRC)

Police Information Check (PIC)

Police Vulnerable Sector Check (PVSC)

Police Vulnerable Sector Check Results

Reconsideration Process

Notes for Organizations Accepting Guelph Police Service Records Checks 

Application Details 

How: Either in person at 15 Wyndham Street South or through a 3rd party approved agency.  

Identification:

You will require two pieces of identification and one must be government issued to verify your identity and Guelph residency. If your current Guelph address is not on your identification you must bring in proof of residency.  Examples of proof of residency are utility bills, rental/lease agreement, University of Guelph "MyHousing", etc. The identification must confirm your name, date of birth and address, and one piece of identification must include a photo.The following list provides examples of acceptable identification: 

  • Federal, Provincial or Municipal identification card
  • Canadian National Institute for the Blind (CNIB) identification card
  • Passport
  • Birth Certificate
  • Certificate of Indian Status
  • Driver's licence
  • FAST/Nexus cards
  • Canadian Citizenship Card
  • Possession and Acquisition Licence (PAL)
  • Military Family identification (MFID)
  • Permanent Resident (PR) card
  • Police Service issued warrant card
  • Valid student identity card from a Canadian or foreign institute.

          Note:  Social Insurance Numbers (SIN) are not acceptable for identification purposes.

Fees Effective January 1st, 2014:

  • Police Criminal Record Check (PCRC) - Employment $35, all others $30 *
  • Police Information Check (PIC) - Employment $40, all others $35 *
  • Police Vulnerable Sector Check (PVSC) - Employment $40, all others $35 *
  • Additional copies - $5/each requested at the time of application and $10/each requested within 30 days of application
  • Volunteer applicants with a Valid Authorization Number from the Volunteer Centre of Guelph/Wellington - free
  • Record Suspension Applicants - $50

* Applicants/volunteers without a valid authorization number from the Volunteer Centre of Guelph/Wellington.  Please visit the Volunteer Centre's website for further information: www.vcgw.ca.

Forms of Payment:  cash, debit, Visa, MasterCard, certified cheques or money orders.  Note: personal cheques not accepted

Completed Checks:
  • Police record checks take approximately three weeks to complete
  • All completed clear police records checks are mailed to the individual applicant at the address provided on the application form.
  • Completed checks containing criminal record and/or police record information are to be picked-up in person by applicants within 35 days of being notified by telephone
  • It is the choice of the applicant to decide whether he/she wants to discuss the results of the Police Record Check with the requesting agency. The role of Guelph Police 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.
  • By performing a Police Record Check, Guelph Police 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 Guelph Police Service cannot guarantee it will identify all information pertaining to the individual. 

Forms:

  • Forms are available at the Guelph Police Service and on line.  If utilizing the on line application forms they may be prefilled and brought to the Guelph Police Service along with the required identification and fees as noted above.  Note:  please do not sign these forms and only complete the areas as allowed within the on line form.  All other areas to be completed by the Police Clearances Clerk. 

    Refer to the "Levels of Police Clearances" section for details of each level to determine which form you require and/or ask the requesting agency/employer which level they require.  For a Level 1 (PCRC) check please complete the following form: Level 1 Application Form.  For a Level 2 (PIC) or Level 3 (PVSC) check please complete the following form: Level 2 and 3 Application Form.  
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Contact Us: 

Evelyn Zeffer, Police Clearance Clerk

  • Email: evelyn.zeffer@police.guelph.on.ca
  • Telephone number: 519-824-1212 Ext. 7224
  • Fax number: 519-763-0516
  • Mailing address: Guelph Police Service, 15 Wyndham Street South, Guelph, ON N1H 4C6

Sandra Odorico, Manager Data Services

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Applicants Residing Outside of Canada

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Levels of Police Clearances 

Guelph Police Service will offer three different levels of police clearances: 

Level One, Police Criminal Record Check (PCRC

  • For applicants who require a basic check of the RCMP policing databases. This check is not intended for applicants who are seeking volunteer and/or employment with vulnerable persons.
  • Types of positions: manufacturing positions, truck driver etc. 

Level Two, Police Information Check (PIC)   

  • For applicants who require a check of the RCMP policing databases along with a search of local police involvement.You can proceed with a PIC if the agency has determined that a search of pardoned sex offenders or contacts relating to the Mental Health Act is not required
  • Types of positions: volunteer or employment positions not involving a position of trust with respect to children or vulnerable adults (e.g., book keeper)  
Level Three, Police Vulnerable Sector Check (PVSC)

  • For applicants who require a full check, including the RCMP held vulnerable sector database. A vulnerable person is defined as a person who, because of their age, a 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
  • Types of positions: teachers, social workers, day-care workers, sport coaches, etc.

Guelph Police Service will mail out to applicants a request that fingerprints will be required for the following two outcomes:

Police Criminal Record Results:

  • based on name query there is result on the Canadian Police Information Database indicating a criminal record
  • this applies to all three types of record checks: PCRC, PIC and PVSC

Police Vulnerable Sector Check Results:

  • a Vulnerable Sector Check is based on a search on the applicant's name and date of birth and gender and date of birth
  • an inconclusive record (or potential match) can result from a person having the same sex and date of birth of a known pardoned offender
  • fingerprints are submitted to the RCMP electronically to confirm or refute the potential match
  • this applies to only to PVSCs 

Guelph Police Service offers a Reconsideration Process for applicants who feel that particular information should not be included on their completed check.

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Police Criminal Record Check (PCRC) 

  • A PCRC is done for such categories as by-law licences, immigration or border crossing, manufacturing positions
  • The check is not for individuals seeking a position with children or the vulnerable sector

A PCRC will include criminal convictions (summary and indictable) and outstanding entries, such as charges and warrants, judicial orders, peace bonds, probation and prohibition orders from the RCMP managed Canadian Police Information Centre.

A PCRC will not include such items as the following:

  • Absolute and conditional discharges
  • Convictions where a pardon/record suspension has been granted
  • Convictions under provincial statutes
  • Local police contacts
  • Ministry of Transportation information
  • Foreign information
  • Charged and processed by other means such as diversion
  • Any reference to incidents involving mental health contact that did not result in a conviction
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 Police Information Check (PIC) 

  • A PIC is intended for applicants who are seeking volunteer and/or employment with agencies who require a Police Criminal Records Check (PCRC) along with a record of local police involvement
  • The agency has determined that a search of pardoned sex offenders or contacts relating to Mental Health Apprehensions is not required
  • This check is not intended for applicants who are seeking volunteer and/or employment with vulnerable persons

A PIC will include:

  • Criminal convictions (summary and indictable) from CPIC and/or local databases
  • Outstanding entries, such as charges and warrants, judicial orders, peace bonds, probation and prohibition orders
  • Absolute and conditional discharges as a police contact or criminal record if the expiry period has NOT been reached
  • Family Court restraining orders
  • Charged and processed by other means such as diversion
  • Dispositions including, but not limited to, withdrawn, dismissed, and cases of not criminally responsible by reason of mental disorder
  • A review of all available police contacts including but not limited to theft, weapons, sex offences, or violent, harmful and threatening behaviour 

A PIC will not include:

  • Convictions where a pardon/record suspension has been granted
  • Convictions under provincial statutes
  • Ministry of Transportation information
  • Suspect information that would hinder an ongoing investigation or where the suspect has not been contacted
  • Youth Criminal Justice Act (YCJA) charges or information beyond applicable disclosure period
  • Victim/Complainant information unless there is an exceptional circumstance
  • Foreign information
  • Any reference to incidents involving mental health contact that did not result in a criminal charge 
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 Police Vulnerable Sector Check (PVSC) 

  • A PVSC is intended for applicants who are seeking volunteer and/or employment with agencies who require a Police Criminal Records Check (PCRC) along with a record of local police involvement
  • This check is intended for applicants who are seeking volunteer and/or employment with vulnerable persons

A PVSC will include:

  • Criminal convictions (summary and indictable) from CPIC and/or local databases
  • Outstanding entries, such as charges and warrants, judicial orders, peace bonds, probation and prohibition orders
  • Absolute and conditional discharges from local police held databases
  • Family Court restraining orders
  • Charged and processed by other means such as diversion
  • Dispositions including, but not limited to, withdrawn, dismissed, and cases of not criminally responsible by reason of mental disorder
  • A review of all available police contacts including but not limited to theft, weapons, sex offences, or violent, harmful and threatening behaviour
  • All pardoned/ record suspended criminal convictions, including non sex offences identified as a result of a Police Vulnerable Sector Check and authorized for release by the Minister of Public Safety 

A PVSC will not include:

  • Convictions under provincial statutes
  • Ministry of Transportation information
  • Suspect information that would hinder an ongoing investigation or where the suspect has not been contacted
  • Youth Criminal Justice Act (YCJA) charges or information beyond applicable disclosure period
  • Victim/Complainant information unless there is an exceptional circumstance
  • Foreign information
  • Mental Health terminology
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Police Vulnerable Sector Check Results 

  • If no record is found, a completed Police Vulnerable Sector Check will be provided to the applicant
  • If an "Inconclusive" record is returned; a fingerprint based search will be required
  • An inconclusive record (or potential match) can result from a person having the same sex and date of birth of a known pardoned offender
  • Guelph Police Service will mail out a letter indicating that fingerprinting is required
  • Fingerprints are submitted to the RCMP electronically to confirm or refute the potential match
  • If the applicant does not make an appointment for fingerprints, the application for the police clearance will not be completed and will be destroyed in 60 days
  • If fingerprints are done and results indicate a clear check, the police clearance form will be mailed to the applicant at the address supplied.
  • If fingerprints are done and the RCMP confirms that the applicant has a pardoned sex offence, 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 pardoned sexual offence 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 Police Vulnerable Sector Check. 

* RCMP FAQ page regarding VS checks* (http://www.rcmp-grc.gc.ca/cr-cj/vulner/index-eng.htm)

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Reconsideration Process 

  • Outline in writing the reason the information should not be included on the police record check
  • Include a copy of the completed check
  • A payment of $10.00 is required
  • The completed package may be dropped off at the front desk of the Guelph Police Service addressed to the attention of Manager, Data Services or it may be mailed to: Data Services, Attention Sandra Odorico, Guelph Police Service, 15 Wyndham Street South, Guelph, ON N1H 4C6
  • If mailing the request please include a certified cheque or money order payable to Guelph Police Service
  • Applicants have sixty (60) days from issue of the completed police record check to initiate a reconsideration process

For more information:

Sandra Odorico, Manager Data Services

  • Email: sandra.odorico@police.guelph.on.ca
  • Telephone number: 519-824-1212 Ext. 7059
  • Fax number: 519-763-0516
  • Mailing address: Data Services, Attention Sandra Odorico, Guelph Police Service, 15 Wyndham Street South, Guelph, ON N1H 4C6
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Notes for Organizations Accepting Guelph Police Service Records Checks 

  • Completed police clearance checks will show a Guelph Police Service stamp in red on the results section.
  • If there are positive results an additional page is attached with any reportable results.
  • If accepting photocopies of records checks not copied by the Guelph Police Service, please be mindful to request the original with the red Guelph Police Service stamp to verify the photocopy being accepted is a true copy of the original.
  • If you have any questions or concerns regarding a check being presented, you may contact Sandra Odorico, Manager of Data Services at:  Email: sandra.odorico@police.guelph.on.ca, Telephone number: 519-824-1212 Ext. 7059

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