Police Checks

Faculty of Education




Police Checks


PLEASE READ ALL OF THE FOLLOWING IMPORTANT IMFORMATION

As a concurrent education student, it is YOUR responsibility to obtain a police records check with vulnerable sector screening for your required participation in field experience placements in CHYS 2P15, EDUC 8P15, EDUC 8P17, EDUC 8P18, EDUC 8P19, EDUC 8P50, MATH 3P91 and ESCI 3P91.

You will need to apply for a new police check EVERY YEAR and the police check can be no more than 6 months old at the beginning of your field experience. Concurrent students do not have field experience in their first year, therefore, do not require a police check until the summer prior to 2nd year. The costs associated with the provision of the criminal record check and any appeals are to be borne by the applicant.  Each police service follows their own process.  The process for some of the more frequently used polices services can be found at the bottom of this page.

NOTE: If you are going to be away for the summer (e.g. long vacation, working at summer camp, tree planting etc.), you must start this process before you go.

CHYS 2P15 students are required to apply for their police checks between May 1, 2014 and June 15, 2014. Students must request a receipt upon application as proof that they have applied within the required timeframe. Students who have not applied within this timeframe risk automatic deregistration from the course if they have not obtained their police check by September 1, 2014.

Upon receiving police checks, students must scan and upload the document to the CHYS 2P15 School Setting Sakai site no later than September 1, 2014.

Police records checks must be:
· Dated no older than six months prior to the beginning of the placement
· Include a vulnerable sector screening
· Be issued through your local police station in your hometown

Therefore the police check should be dated no earlier than:

CHYS 2P15 – May 1, 2014 (Date of application must be NO LATER than June 15, 2014)

EDUC 8P50 – Application date dependent on whether course is taken in Fall (D5) or Winter (D6). If you are in a Fall term section, apply as soon as possible after online registration during the summer. If you are in a Winter term section apply at the beginning of October.

EDUC 8P15 – Application date dependent on whether course is taken in Fall (D5) or Winter (D6). If you are in a Fall term section, apply as soon as possible after online registration during the summer. If you are in a Winter term section apply at the beginning of October.

EDUC 8P17/18/19 – Apply after July 1, 2014 but prior to the beginning of term

MATH 3P91 and/or ESCI 3P91 - Placements for these courses usually run during February or March so you may need to apply for another police check if it is older than 6 months old at the beginning of this placement.

Please keep in mind that police checks can take at least 6 – 8 weeks to be processed. If you require fingerprinting, processing time will be significantly longer. If you do not act on processing your police check within the guidelines above you run the risk of not having it done in time for your placement and may not be granted field experience within a school setting.

When visiting your local police station please ensure that you:
-Are applying for a police check with a VULNERABLE SECTOR SCREENING;
-Check the hours and days of operation of the police station, for drop-off/pick-up of police checks;
-Bring with you two pieces of government-issued identification (at least one should be picture identification and this cannot be a health card or a Social Insurance Card - see below for acceptable forms of ID);
-Ask how long the estimated processing time is;
-Ask whether another person can pick up the police check for you or whether they will mail it to your home address (this is particularly important if you will be away in the summer);
-Ask how long the station will hold the police check for you to pick up (many will only hold for 3 or 4 weeks after they have been processed).

Acceptable Forms of Identification:

Photo Identification
-Driver’s Licence
-BYID
-Military Employment Card
-Canadian Citizenship Card
-Indian Status Card
-Passport
-Permanent Resident Card
-PAL Possession and Acquisition Licence
-CNIB Card
-Ontario Photo ID Card (Issued by MTO)
-NEXUS Card
-FAST Pass

Non-Photo Identification
-Birth Certificate
-Baptismal Certificate
-Hunting Licence
-Outdoors Card
-Canadian Blood Donor Card
-Immigration Papers

Once you have received your police records check, make at least one copy. Be prepared to bring the copy (as well as the original) to the school at which you are placed. It is your responsibility to present your police check to the school principal or designate and to ensure you have the proper police check completed within the appropriate timelines.

The process and documentation required for obtaining a police check with vulnerable sector screening will vary depending on each police service. Some of the guidelines of the police services we use regularly are listed below. Please keep in mind that these requirements can change at the discretion of the police service at any time.
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Niagara Regional (NRP), Brantford, Durham, and London Police Services
The Niagara Regional Police Services will require you to bring a letter from the Concurrent Education office to the police station stating why you require a police check with vulnerable sector screening. Please contact Lindsay Hayhurst (lindsay.hayhurst@brocku.ca) to request that a police check letter be sent to you electronically. You will then take this letter along with your ID to the police station and begin the application process.
NOTE: The Niagara Regional Police may take up to 4 - 6 weeks to process police checks.
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Hamilton Wentworth Police Service (HWPS)
The HWPS will require you to bring a letter from our office to the police station stating why you require a police check with vulnerable sector screening and which school board you are hoping to use for the placement. Please contact Lindsay Hayhurst (lindsay.hayhurst@brocku.ca) to request this letter. You must indicate whether you are planning to complete your placement within the District School Board of Niagara, the Niagara Catholic School Board, Hamilton-Wentworth District School Board or Hamilton-Wentworth Catholic District School Board or other, if applicable. You will then be sent an electronic copy of the letter which you will need to take with you to the police station to begin the application process. The above-noted process applies to students who are residents of Hamilton, Stoney Creek, Dundas, Ancaster, Binbrook, Glanbrook and Flamborough.
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Ontario Provincial Police (OPP)
The Ontario Police Service will require you to obtain and submit a Request for Vulnerable Sector Screening Check form. Some OPP detachments now require you to obtain a letter from our office stating why you require a police check. Please email Lindsay Hayhurst (lindsay.hayhurst@brocku.ca) to request an electronic copy of this letter. Some OPP detachments require our office to sign a portion of their form. Please ensure that you find out whether you can fax the form to us for our signature or whether they need the original copy. If an original copy is required, you will need to mail the form to us and we will mail it back to you completed. Obviously, the latter will add time to the process so please budget your time accordingly. Once the OPP receives this form you can then begin the application process. The Concurrent Education fax number is 905 984 4850.
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Toronto Police Service
In order to obtain a police check with vulnerable sector screening through the Toronto Police Service, you must arrange to meet with Ethna Bernat in person, as soon as possible, so that she can give you the required form and witness your ID. This form CANNOT be faxed, mailed or emailed to you. This applies to students who live in the City of Toronto, Etobicoke or Scarborough ONLY. PLEASE BE ADVISED THE TIMELINES FOR OBTAINING A POLICE CHECK THROUGH THE TORONTO POLICE SERVICE IS VERY LENGTHY AND CAN TAKE UP TO 12 - 14 WEEKS.

I have set up three sessions for you to get this form so you do not have to drive down over the summer. The sessions for students who will apply through the Toronto Police Service will run:

Tuesday, March 18 at 2:00pm in WH8J

Thursday, March 20 at 11:00am in WH327

Wednesday, March 26 at 5:00pm in WH311

 

Please email ebernat@brocku.ca to register for a session. If you cannot make these times you will need to arrange a time to meet with me before you go home in April in order to obtain the form.  Sorry but I cannot mail, email or fax you the form - I need to see you in person to verify your ID

NOTE: Students who reside in York Region (Markham, Vaughn etc.) obtain their police checks through the York Regional Police and Students who reside in Peel Region (Mississauga, Brampton) obtain their police checks through the Peel Regional Police, and therefore do not need to meet with Ethna. Please contact your local police service and follow their requirements for obtaining a police check with vulnerable sector screening.

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If you have further questions, please contact Ethna Bernat, Associate Administrative Director, at 905 688 5550 x5041 or ethna.bernat@brocku.ca.

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