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FAQ’sFrequently Asked Questions
I am one of the following:
What type of convictions does OESC check for?An OESC Police Record Check includes a Vulnerable Sector Screening and a check of the RCMP national CPIC database for the following:
I have already had an independent Police Record Check done recently, can I use it instead of getting a new check?No. Independent police record checks performed by the different police services in OESC has taken steps to streamline the process and as a result, effective January 1, 2008, OESC will no longer accept independent Police Record Checks performed by outside police services or agencies. An OESC ID card will only be issued based on a police record check performed by OESC. NO OTHER POLICE RECORD CHECKS WILL BE ACCEPTED. How long does it take to process the Police Record Check?All applications for Police Record Checks are processed on a first-come first-served basis. All forms are date stamped when received and processed in the same order. ONCE documents are received by OESC, processing time for a Police Record Check is approximately 4 weeks (20 business days). If you are sending the forms by regular postal mail, please factor in the time it will take for the forms to be delivered to our P.O. Box and then forwarded to OESC for processing (3 business days). If you are sending the forms by courier you MUST use Priority Post or Express Post only. Other couriers (e.g. UPS, Purolator, FedEx) do not deliver to Canada Post P.O. Boxes. We recommend that you keep a copy of your documents for your reference. Your college/university will most likely have provided you with timelines for completion of your Police Record Check but if they have not, please be aware of the following general guidelines: To be guaranteed your Police Record Check is processed by September 1, OESC recommends that forms be submitted no later than July 15. To be guaranteed you Police Record Check is processed by January 1, OESC recommends that forms be submitted no later than October 15. All applications for Police Record Checks are processed on a FIRST-COME FIRST-SERVED BASIS. IT IS NOT POSSIBLE TO EXPEDITE OR RUSH THE PROCESS. Please Note – The months from August to October are extremely busy. It may take from 20-30 business days during this peak period, depending on request volumes, to process Police Record Checks. Can I pay an extra fee to have my application expedited?No, OESC processes all applications in order of receipt. I did receive a card but I have lost it, how do I replace it?Please submit a written request for a replacement card, along with a completed copy of the OESC payment form, Click Here to download, and appropriate payment amount. I have received a card but my name has since changed (Due to marriage/legal name change).Please submit a written request to OESC regarding your name change. Please include a photocopy of your marriage licence or Certificate of Name Change along with a completed copy of the OESC payment form, Click Here to download, and appropriate payment amount to cover the cost of the new card. For security purposes you are required to return the ORIGINAL OESC ID card currently in your possession to OESC. It is recommended that you make a copy of your card before you submit it in case you need to prove you have it, at your placement, in the interim. I have received a card but my address has changed, how do I get the card replaced?Please submit a written request to OESC regarding your address change. Please include a completed copy of the OESC payment form, Click Here to download, and appropriate payment amount to cover the cost of the new card. For security purposes you are required to return the ORIGINAL OESC ID card currently in your possession to OESC. It is recommended that you make a copy of your card before you submit it in case you need to prove you have it, at your placement, in the interim. I am from the United States, do I need a U.S. Police Record Check as well?You are required to obtain a police record check through the RCMP's CPIC database, which is done by OESC and ALSO a Police Record Check for the time you resided in the OESC can, upon request, perform this U.S Police Record Check for you. An additional special form is required for this U.S. Police check. If you require one, please Click Here to download the
Please note: This is an additional check. You are still required to complete the forms for the Canadian Police Record Check performed on the CPIC database. Please submit both sets of forms at the same time. I am from a country other than Canada and the U.S., do I need a Police Record Check from my country of origin?Yes, unless you are already a Canadian Citizen or already have a Permanent Resident Card, a clearance is required from your country of origin. Please send in your ORIGINAL overseas Police Record Check to OESC at the same time as you send us your forms for your Canadian Police Record Check. We will return your ORIGINAL overseas clearance to you after we've reviewed it and made a certified copy for our files. If you are a Permanent Resident of Canada, please submit a photocopy of your Permanent Resident Card. I am a Canadian citizen who is living abroad, do I need a Police Record Check from the country where I am currently residing?If you have resided outside of Please send in your ORIGINAL overseas Police Record Check to OESC at the same time as you send us your forms for your Canadian Police Record Check. We will return your ORIGINAL overseas Police Record Check to you after we've reviewed it and made a certified copy for our files. Can I deliver my forms in person?No. Our mailing address is a Canada Post Postal Station and hand-delivered submissions will not be accepted. Please send your forms to: Ontario Education Services Corporation How do I know if my documents have been received?We do not automatically send out confirmation that documentation has been received. We receive hundreds of pieces of mail each day and it is impossible to identify and confirm the receipt of individual applications until the process has begun. Please do not contact OESC to confirm that your forms have been received. If there is a problem with your forms, you will be contacted either by email or by telephone. It has been over (4 weeks) 20 business days and my card/report(s) has/have not arrived. What should I do?If it has been more than 4 weeks since you have sent in your forms (and it is NOT a peak period [August – October] and you have not received your card/report(s) nor have you been contacted by OESC please email us at OESC and include the following information: your full name, date of birth and the date your application was sent. Please note that any inquiries regarding the status of an OESC police record check must be made by the individual who has requested the check. OESC will not release information to anyone other than the person requesting the police record check. Why is there no telephone number to contact OESC?We do not routinely give out our telephone number as we receive and process hundreds of applications for police record checks on a daily basis. Our staff is not large enough to handle the volume of phone calls we would receive if our number was public. If there is a problem with your forms, you will be contacted either by email or by telephone. What does the OESC ID card look like?The OESC ID card is a wallet-sized plastic coated card. This card must be signed by you and made available to school and agency officials when requested, together with a valid government issued photo identification document (Driver's Licence, Passport). This card must not be laminated. If you laminate the card it will render it invalid. To view a facsimile of the card click on the links below:
What happens if someone has a Police Record?OESC adjudicates the police records of individuals using a comprehensive procedure which stresses fairness and protection of individual privacy. OESC is scrupulous about protecting the privacy of individuals. Information regarding a police record is only revealed to the individual – never to third parties. Individuals are treated with the utmost respect and sensitivity during the adjudication process. Individuals with police records are adjudicated to the standard: “this individual, based on his or her police record and further information obtained during the adjudication process, represents an acceptable/unacceptable risk to the safety of students or other vulnerable persons”. Adjudication standards are maintained at the highest level. In every circumstance sufficient information is collected to satisfy the adjudicators that the individual either does or does not represent an acceptable risk. Adjudicators are experienced senior administrators in school boards and have received specialized training in the adjudication procedures. Click here for a copy of the adjudication guidelines followed by OESC adjudicators. I do not require the OESC ID card, I require a written report. What forms do I complete?Students who are applying for certification with the Ontario College of Teachers and individuals who require written reports for employment purposes should fill out the forms specifically for that purpose. I am a one of the following:Service Provider, Artist, VolunteerWhy can’t I download forms from your website?Individuals from these groups require personalized packages. Please contact us by email or by fax at 416-593-7858 and we will arrange to send you the appropriate package of information. I am an independent service provider and I work for 2 organizations, do I need to have 2 checks done?As long as your card has not expired, it is valid. If you wish to have a card issued in the name of the second organization, you may have an additional card issued for a small administration fee. Please submit a written request for an additional card, along with your payment to OESC. I am a Service Provider Employer. If am employee resigns or leaves our organization, can the card be cancelled?As a Service Provider Employer who has paid for the OESC ID cards of your employees, the cards belong to you, the employer. If an employee resigns or leaves your employ for any reason please request the employee return the card to you. You may then destroy the card. Please inform OESC that the employee no longer works for you so that we may cancel their card on our database. I am a Service Provider Employer. I have hired a new employee who already has an OESC ID through his/her former employer. Do I need to obtain a new Police Record Check for this new employee?
Depending on how recently the employee’s Police Record Check was completed, a replacement card with the name of your organization can be issued. If the employee’s card was issued more than 12 months previously, it is, however, recommended that as the employee is a new hire and, in order for the employer to have done their “due diligence”, a new Police Record Check be completed. |