Organization & Applicant Responsibilities
Organization
The organization must:
- inform applicants of the requirements of the act
if those applicants are employed by or are seeking
employment with the organization in a job that involves
working with children (note: applicants include registered students in a post secondary institution who will work with children).
- have the applicant complete and sign the Consent
to a Criminal Record Check form (note: the
organization may not require an applicant for employment
to authorize a criminal record check unless the organization
has offered employment to the applicant.)
- follow the steps outlined on Forms & Payment page including retaining the original Consent Form and forwarding copy and payment to the Criminal Records Review Program.
Organizations are required to ensure their employees, licensees and members submit a consent for a criminal record check form at least once every five years. All subsequent
criminal record checks must have payment accompany
the signed Consent Form.
However, when the organization becomes aware of any
applicant with a new charge or conviction for a relevant
offence, that employer, governing body, education institution, or licensing
agency must ensure a new criminal record check Consent
Form is submitted. Organizations must also ensure that
if the applicant is a registered member of a governing
body that they notify the governing body they are requiring
the applicant to have another record check completed.
In addition to criminal record checks, organizations
should have other screening methods to protect the children
in their care including extensive reference checks.
The Criminal Records Review Program can only determine
risk to children on individuals that fall within the
scope of the act.
Applicant
The applicant must submit to a criminal record check
by completing and signing a Consent to a Criminal Record
Check form. See Forms & Payment.
Note: Record checks can only
be conducted when the Criminal Records Review Program
Registrar receives the Consent Form signed and authorized
by the applicant.
As part of the criminal record check process, the applicant may be required to have their fingerprints taken and if the applicant
does not comply, it is equivalent to withdrawing from
the criminal records review process. This will jeopardize
the employee’s eligibility to work with, or have
unsupervised access to children in their employment position.
Those wishing to withdraw from the process must contact
their organization, and short-term child care applicants
must inform the Criminal Records Review Program directly.
In both cases, applicants should convey their intent to
withdraw from the process to the Criminal Records Review
Program in writing. No refunds will be given in these
cases.
As well, if an applicant does not respond to requests
for additional information, it will be assumed that
the applicant has chosen not to make a written submission
and a determination of risk may be made based on the
information available. Those wishing to withdraw from
the process must contact their organization, and short-term
child care applicants must inform the Criminal Records
Review Program in writing. No refunds will be given
in these cases.
The act requires that if an applicant who works with
children is charged with or convicted of a relevant
offence subsequent to a criminal record check, the applicant
must promptly report the charge or conviction to the
organization, and submit a new, signed Consent for Criminal
Record Check form with the $20 processing fee.
Break in Service
If the applicant has had a break in service with an
organization, a new criminal record check will be required.
Short-term Registry
Individuals on the Short-term Registry are responsible for completing, signing and submitting a copy of their own Consent to a Criminal Record Check form. The form must be submitted every year with the accompanying $20.00 payment, prior to the current Short-term Registry authorization expiring, in order to maintain eligibility to work with children.
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