A criminal background check is a screening process used to determine whether an individual has a criminal record or other relevant information. Employers, volunteer organizations, government agencies, and other entities may request these checks to support hiring decisions, assess eligibility, or meet legal and regulatory requirements. The process generally involves identity verification, record searches, and a review of the results.
The information presented can vary depending on the type of criminal background check being performed. Some checks will only show criminal convictions; some may show judicial matters, vulnerable-sector information or fingerprint-based confirmation.
This article explains how a criminal background check works, the different types of checks available in Canada, and the information that may appear in the results.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
What Is a Criminal Background Check?
A criminal background check is a screening process to find out if someone has a criminal record. The check may include a search of criminal record databases and other sources permitted by law to identify criminal convictions or other information required to be disclosed by law. Criminal background checks allow organizations to evaluate the suitability of a person for a particular position, duty or purpose.
These checks are often requested by employers, volunteer organizations, government agencies and licensing bodies. They may be necessary for a job, a volunteer position, an immigration application, professional licensing or a position that involves working with children, seniors or other vulnerable people. What is included in the results will depend on the type of criminal background check being requested and the reason for the check.
Why Organizations Request Criminal Background Checks
Employment Screening
Many employers request a criminal background check as part of the hiring process. These checks can help employers assess whether an applicant is suitable for a position, particularly when the role involves financial responsibilities, access to sensitive information, or interactions with the public. Depending on the position, employers may request a Criminal Record Check, a Police Information Check, or other forms of screening to support hiring decisions. Criminal background checks are also commonly used for government employment or volunteer positions at the federal, provincial, or municipal level.
Volunteer and Vulnerable Sector Positions
Criminal background checks are commonly required for volunteer roles and positions involving children, seniors, or other vulnerable individuals. Organizations may request a Vulnerable Sector Check, which includes a police information check and a search of certain record suspensions authorized under the Criminal Records Act. When required by a hiring or volunteer organization, applicants may need to complete a vulnerable sector check application through their local police service.
Immigration, Travel, and Citizenship Applications
For immigration, citizenship, visa, or international travel applications, government authorities may require a criminal background check as part of the application process. The results can be used to verify an applicant’s background and whether they meet the requirements of the program or country involved.
Personal Use and Other Official Purposes
Individuals may request a criminal record check on themselves for personal reasons, such as reviewing their own criminal record information. Criminal background checks may also be required for professional licensing, adoption applications, security clearances, and other official purposes. Depending on the police service, applicants may be required to complete a record check form or submit an online application.
Types of Criminal Background Checks in Canada
Criminal Record Check
A Criminal Record Check is the most common type of criminal background check. Often referred to as a police background check or police record check, it is typically used for employment, volunteer positions, and other situations where an organization needs to determine whether an individual has a criminal record based primarily on a name and date of birth search. This is generally considered the most basic level of police record screening offered by many Canadian police services.
Criminal Record and Judicial Matters Check
A Criminal Record and Judicial Matters Check includes the information found in a Criminal Record Check and may also disclose certain judicial matters, such as outstanding charges, arrest warrants, court orders, and judicial prohibitions, where authorized by applicable standards and policies. As a result, it is generally considered a more broad record check than a basic Criminal Record Check.
Vulnerable Sector Check
A Vulnerable Sector Check is intended for individuals seeking positions of trust or authority over children, seniors, or other vulnerable persons. This check includes a Criminal Record Check and may also disclose additional information authorized by law, including a search to determine whether an individual has a record suspension for certain sexual offences.
Certified Criminal Record Check
A Certified Criminal Record Check is a fingerprint-based search of the National Repository of Criminal Records maintained by the Royal Canadian Mounted Police (RCMP). This search requires fingerprints to confirm identity and may be required for immigration, citizenship, foreign travel, adoptions, and certain government positions. Fingerprint submissions are processed through the RCMP’s Canadian Criminal Real Time Identification Services (CCRTIS) in Ottawa, where the National Repository of Criminal Records is maintained.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
How a Criminal Background Check Works
Step 1: Obtain Consent
Usually, a criminal background check starts with the applicant’s consent. The person might have to provide details such as their full name, date of birth, address and proof of valid ID so that the check may be carried out.
Step 2: Verify Identity
Identity verification helps ensure that the records being searched are for the correct individual. Most checks are based on personal information provided by the applicant but in some situations, fingerprint-based verification may be required, such as when a Certified Criminal Record Check is requested or when additional identity verification is needed.
Step 3: Search Criminal Record Databases
After the identity has been verified, the criminal record check process involves searching the relevant records. Depending on the type of screening requested, searches may include criminal record information held by local police services, provincial police agencies and national law enforcement databases available through the Canadian Police Information Centre (CPIC). Depending on your screening requirements, some organizations may also require further police checks.
Step 4: Review and Verify the Results
All records found in the searches will be reviewed to see if they belong to the applicant. If there is a potential match, the person’s identity may require additional verification to minimize the risk of disclosing wrong information.
Step 5: Issue the Criminal Background Check Results
Once the review is complete, criminal record check results are reviewed and released in accordance with the applicable procedures. Disclosed criminal record information is subject to applicable legislation, privacy requirements and RCMP policies regarding the release of criminal record information.
What Information Can Appear on a Criminal Background Check?
Criminal Convictions
Criminal convictions are among the most common types of information disclosed on a criminal background check. These records may show offences for which an individual was found guilty, and that can legally be released through the specific type of check being conducted.
Outstanding Charges
Some criminal background checks may include outstanding charges, arrest warrants, probation orders, prohibition orders, or other judicial matters that have not yet been resolved.
Absolute and Conditional Discharges
Some checks may indicate absolute or conditional discharges for a certain period. A discharge is when a person is found guilty of an offence but is not convicted, provided certain conditions or requirements are met.
Youth Records (When Authorized)
Youth records are protected by the Youth Criminal Justice Act and are not typically disclosed. However, the Youth Criminal Justice Act and other applicable laws may allow for limited information about youth records to be released in certain circumstances.
Non-Conviction Information
In certain circumstances, a criminal background check may include non-conviction information that is legally permissible for disclosure. The type of check being done and applicable laws or policies determine what information can be released.
Record Suspensions (Pardons) and Vulnerable Sector Information
A record suspension, once called a pardon, typically means that a criminal record is not routinely disclosed. However, a Vulnerable Sector Check includes searches allowed under the Criminal Records Act and may reveal certain record suspensions for sexual offences that are eligible for disclosure under the Act when the position involves working with vulnerable persons. The search may also include information from national law enforcement databases and relevant local police records if allowed by law.
How Long Does a Criminal Background Check Take?
How long a criminal background check takes depends on the type of check, the organization conducting it, and whether extra verification is needed. Name-based checks are often completed faster but fingerprint-based checks, including Certified Criminal Record Checks, may take longer due to RCMP processing requirements.
Processing times may vary depending on the type of check requested, volumes of applications, incomplete information, identity verification requirements and possible matches with records. Applicants should allow sufficient time when a criminal background check is required for employment, immigration, licensing, or other official purposes.
Need to Apply for a Criminal Background Check for Use Abroad?
Applying for a criminal background check is often only the first step in preparing documents for use in another country. Depending on the destination, a Canadian criminal record document may require apostille certification, authentication, legalization, or certified translation before foreign authorities can accept it.
Legalization Service Centre has over 15 years of experience helping individuals and organizations to navigate these requirements confidently. We provide document certification, certified translation, apostille and legalization services. We are here to make the process easy for you, so you don’t have to worry about delays and can stay on track with your international plans.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.