Frequently Asked Questions
My employer requested a criminal record check and a vulnerable sector check; or a criminal record check with a vulnerable sector check. Do I have to apply for both?
Vulnerable sector checks (VSC) include a criminal record check within the check itself. So you only need to apply for the VSC to receive the most thorough check. Please double check with your organization to ensure you are requesting the right type of check. No refunds will be issued if you request the wrong police record check.
I need a local record check, is that the same as a police record check?
A local record check and a police record check are NOT the same. A local record check is a step that is required to be completed in order to apply for a record suspension (Pardon). A police record check is a document that you apply for that will show your criminal history.
What if I apply for the wrong police record check?
We can’t stress enough to confirm with your organizations the type of check that is required, and ensure that is what you select. Once your application is complete there are no refunds, so unfortunately you will have to reapply if you choose the wrong police record check.
How much do police record checks cost?
Police record checks for employment purposes are $50 each. If you require a police record check for a volunteer purpose and have a letter from the school or organization you are volunteering for, the police record check fee is $20. Please upload your letter when you apply. All taxes are included.
What identification is required to apply for a police record check?
Two pieces of ID are required. One must be government issues photo ID.
All pieces of identification must contain your name and date of birth, cannot be expired and must be original documents or certified true copies.
Accepted Photo Identification (1 piece of identification must be from this list):
Ontario Photo Card
Government Employment Card (that contains both your name and date of birth)
Military Employment Card (that contains both your name and date of birth)
Age of Majority Card
Canadian Citizenship Card (up-to-date)
Indian Status Card
International Student Identification Card (ISIC)
Permanent Resident Card
Possession and Acquisition License (PAL)
Accepted Non-Photo Identification (must contain both name and date of birth):
Immigration Papers (Work permit, Study Permit, Refugee Claimant, etc)
Important Notice: Ontario Health Cards cannot be accepted for identification purposes (Personal Health Information Protection Act, 2004 section 34(4)). SIN Cards will also not be accepted.
Is my police record check for service with the vulnerable sector transferrable from one organization to another?
Vulnerable sector screening checks are only valid for the specific employer/position for which it was conducted due to the potential Ministerial disclosure, and are not likely to be accepted by another vulnerable sector employer.
How long is a police record check valid? Is there an expiry?
Police records checks are a point-in-time search and only valid on the day they are issued, since information can change from day-to-day. The police service does not determine an expiry date; this is up to the agency/employer. Some might accept a police check that is 3-6 months old, while others may want a new one.
Since a person can be clear of charges or criminal activity today but could be arrested and charged tomorrow, we offer no guarantees on the validity of a police check beyond the actual date on which the search was conducted. As well, not all criminal convictions are reported to the RCMP, and more recent dispositions may not be updated on their system at the time a check is conducted.
How long will it take to receive my police record check?
We strive to complete requests within two weeks, however if you have a criminal record, require fingerprints or we have to confirm any information with another police service, additional processing time will be required. Wait times can also be longer during our busiest season.
How will I receive the results of my police record check?
Results stemming from police record check applications will be uploaded onto your online profile. You can log into your account and download the results.
What can cause delays in the process?
If you have any outstanding matters before the courts with another police/law enforcement service.
If applications are received and are missing information, we attempt to contact the applicant by email. We are unable to process your records check until the information is received. You will have 30 days to send us the required information, after that your check will be considered abandoned and no refund will be issued.
If you require a fingerprint appointment or are required to fill out a self-declaration.
How do I know if I require fingerprints?
Port Hope Police will contact you via email, through the email that you provided on your application to arrange for a fingerprint appointment.
I applied for a Vulnerable Sector Check and received an email indicating that my fingerprints are required. Why?
As per RCMP policy, the requirement of providing your fingerprints is mandatory whenever parts of your information such as your name and/or date of birth or gender is a close match with an existing pardoned sex offender. This is not an accusation of criminality, but is required to verify your identity and to protect personal privacy.
If there is a match of your name and/or date of birth or gender to an individual on the pardoned sex offender registry, the Port Hope Police will send you an email indicating you must set up an appointment to have your fingerprints taken. The process to have fingerprints taken with the PHPS can be completed in roughly 15-30 minutes. The Port Hope Police Service will submit your fingerprints to the RCMP for verification on your behalf.
PHPS is billed by the RCMP for every electronic fingerprint submission. The fee for this process is $25.00. Payment can be made by Debit, Credit Card or Cash. If you are a volunteer, and can provide a letter from your agency indicating you are participating in a bona-fide volunteer position, the RCMP will waive the mandated $25.00 fee.
The RCMP will require you to follow this process with every new Vulnerable Sector Screening application you make. The Canadian Criminal Real Time Identification Service destroys fingerprint submissions once the search is completed and verification is made. The results of your verification are never retained, therefore each time you submit an application for a Vulnerable Sector Check it is likely a fingerprint submission will be required again.
What if my ID is expired/I don’t have the appropriate ID?
Legislation states; we are unable to release your check. You will have 30 days to provide your ID to us, otherwise your check will be purged and no refund issued.
I am assisting a potential employee with their police record check, can I provide my email so I can receive the results?
No. The applicant has to be the one to fill out their own application and submit their own information. If you use a company email, it will delay the process as we will have to contact the applicant for their personal contact. We are not allowed to release the information to anyone other than the applicant themselves. Who they decide to share it with is up to them.
What format should I upload my files?
We require files to be uploaded in a format we can view in our Windows environment (ie: JPEG/PDF attachment).
It says the file size is too big after I have uploaded my documents.
Recreate the PDF using the “lowest file size” option available.
If you have images, save them with a resolution of 96 DPI (dots per inch).
Remove all unnecessary images.
You may find file size and image options under the advanced settings section of the software you are using.
Scan your document at a lower resolution (96 DPI).
Remove all empty space around the image.
Shrink the image.
Reduce the JPG image quality.
TIFF and PNG format:
Scan your document at a lower resolution (96 DPI).
Crop the image to remove any empty space around it.
Shrink the image.
Save the file in JPG format instead.
I am trying to submit my payment and it will not go through
Please check with you bank to ensure the funds are available.
Check to ensure you have filled out the appropriate fields (ie. Your card number isn’t where your name should be)
What if I am outside of Canada?
We no longer process Canadian Police Certificates for persons residing outside of Canada. Please refer to the RCMP site for this service.