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FAQ’sFrequently Asked Questions
What is the process I must follow to obtain an OESC Police Record Check?Please complete the steps below to obtain your Police Record Check.
Once received, your information will be forwarded to the police service and results of your check will be made available to you ONLINE. If you have requested an OESC ID card or written reports, OESC will send you the ID card and/or written report(s) shortly thereafter by regular postal mail. What type of convictions does OESC check for?An OESC Police Record Check, includes a check of the RCMP national CPIC database for the following:
Why do I have to disclose previous convictions for which I have NOT received a pardon?The recent RCMP policy guides the Dissemination of Criminal Record Information and allows police to confirm the declared details of a criminal record once disclosed by the candidate. You will be asked on your consent form to declare or list all criminal convictions for which you have not received a pardon. These declared convictions will be reviewed by the police service conducting your Police Record Check in an effort to confirm the details you have provided. Disclosing convictions for offences and dispositions of same in this manner demonstrates honesty and transparency and will result in a much speedier processing of your Police Record Check. Should a candidate not list or declare criminal convictions for which they have not received a pardon, and the results of the Police Record Check reveal the possibility of a police record, or one which is found to be materially different and cannot be confirmed as declared, the applicant may be requested to either resubmit their full, frank and complete disclosure or fingerprints to the RCMP for confirmation. This will necessitate additional fees borne by the applicant and if the submission of fingerprints is required, will cause a significant delay of several months. It is important to note that the existence of a police record does not automatically or necessarily equate to the denial of an OESC card. This simply allows the OESC to arrive at a safe, well informed and human rights compliant decision on an application through our adjudication process which is described in our FAQ’s. Under the new policy, the only way to obtain details of an individual’s convictions (when they have not declared them previously as indicated above) is through submission of fingerprints. OESC cannot adjudicate your Police Record or issue an OESC ID card without the details of your convictions. What happens if someone has a Police Record?If you have a Police Record, OESC will adjudicate your record 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 the school or the employer. Individuals are treated with the utmost respect and sensitivity during the adjudication process. Individuals with police records are adjudicated to the following 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. Why do I need to provide 2 pieces of ID?RCMP policy requires physical ID verification for any Police Record Check. Guidelines relating to acceptable types of ID are located within the instructions as you complete your check, and available on the Canadian Police Information Centre website at http://www.cpic-cipc.ca/English/crimrec.cfm. Who can scan and verify my ID?Applicants are required to have their government-issued ID and consent form verified by either a hiring manager, designated representative of their organization, designated university or college administrator, designated school board official, or a Notary Public. Using our new online process, applicants can also print off the form from our website and take it to any of 5,000 participating Canada Post locations across the country. To find a Canada Post location near you, click here. What is the process to have my ID verified?Applicants need to register and complete the consent form on our website. They can then print the consent form and take it along with appropriate ID to their hiring manager, designated organization representative, university or college administrator, designated school board official, Notary Public or to any of 5000 participating Canada Post retail outlets across the country. If applicants use a hiring manager, designated organization representative, university or college administrator, designated school board official, or Notary Public, these individuals will be instructed to verify the applicant’s ID and consent form and submit them to us by fax or email. Applicants will be able to review their results ONLINE. If you have applied for an OESC ID card or a written report they will be mailed to the address that you have provided on your form within approximately 10 business days. If applicants use Canada Post, a Canada Post retail clerk will verify their signature and ID and then scan the form and IDs and submit them securely to us. You will be provided with a receipt confirming the transaction, and no cash changes hands at the post office. To find a Canada Post location near you, click here. Applicants will be able to review their results ONLINE. If you have applied for an OESC ID card or a written report they will be mailed to the address that you have provided on your form within approximately 10 business days. I am a hiring manager, designated representative of an organization, a designated university or college administrator, designated school board official, or a Notary Public and I have been requested to verify the consent form and ID of an applicant for an OESC Police Record Check. What do I need to do?In order to help an individual obtain a Police Record Check, it is necessary to witness the applicant’s signature on their consent form and to verify their ID. As per RCMP policy, an individual must provide two (2) pieces of acceptable ID for verification. The first piece of ID must be government-issued photo ID, containing their first and last name, date of birth, signature, and photo. The second piece of ID must be a valid piece of identification that corroborates the first piece. Examples of acceptable primary ID include a Passport, Driver’s License, Provincial ID Card, Citizenship Card or Certificate of Indian Status Card. A Secondary ID should be an identity document, such as a Birth Certificate, Baptismal Certificate, Hunting License, Fishing License, Hospital Card, Marriage Certificate, Student ID Card or Immigration Documents. Guidelines relating to acceptable types of ID are available on the Canadian Police Information Centre website at http://www.cpic-cipc.ca/English/crimrec.cfm. Once you have verified the ID and witnessed the signature on the consent form, please scan and email or fax copies of the form and IDs to us By email: id@mybackcheck.com I have already had an independent Police Record Check done recently. Can I use it instead of getting a new check?Yes, due to the recent OESC service interruption and the difficulty individuals have experienced obtaining Vulnerable Sector Police Record Checks, this year anyone who has obtained an independent Police Record Check through their local police service, can during this transition time, send us their ORIGINAL independent Police Record Check for review but only if it meets the following qualifications:
If your police check meets ALL of the above requirements, we will make a certified copy of your Police Record Check and return the ORIGINAL document to you. You will also be issued a valid OESC ID card if you have no police record or if you have a record and it is determined by OESC adjudicators that you are not a risk to children or other vulnerable persons. Please contact OESC at for further information on obtaining an ID card in this manner. If your independent check DOES NOT meet ALL of the requirements above, it will be returned to you and you will have to apply for a NEW Police Record Check. How long does it take to process the Police Record Check?Once we have received duly completed forms and accompanying copies of ID, the Police Record Check will be completed. Applicants will be able to review their results ONLINE. If you have applied for an OESC ID card or a written report they will be mailed to the address that you have provided on your form within approximately 10 business days. How long is my card valid for?There have been changes to the expiry dates of OESC ID cards. The changes are as follows: Student ID card: valid for one year from date of issue. (the card expiry dates no longer follow the calendar or academic year) Service Provider ID card: valid for 2 years from date of issue. You will be automatically notified when your card needs to be renewed. Can I pay an extra fee to have my application expedited?No. Applications are processed in order of receipt. Applicants will be able to review their results ONLINE. If you have applied for an OESC ID card or a written report they will be mailed to the address that you have provided on your form within approximately 10 business days. I am under 18 years of age. Can my Police Record Check be completed through OESC?No. In accordance with the Youth Criminal Justice Act, OESC is unable to complete a Police Record Check on individuals who are under 18. You must obtain your Police Record Check through your local police service. I had an OESC ID card in the past but I have forgotten the ID number. What should I do?Please contact OESC for instructions on how to obtain your old ID number. I did receive a card but I have lost it, how do I replace it?Please contact OESC for instructions on how to obtain a replacement card. Please note that there is a fee to issue a replacement. I have received a card but my name has since changed (due to marriage/legal name change). How do I replace it?Please contact OESC for instructions on how to obtain a replacement card. Please note that there is a fee to issue a replacement. Please note that you will be required to submit a written request to OESC regarding your name change. Please include a photocopy of your marriage license or Certificate of Name Change. 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 replace it?Please contact OESC for instructions on how to obtain a replacement card. Please note that there is a fee to issue a replacement. 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 U.S. The U.S. check must be done through the State Police and not the local police where you resided. Only a State Police Record Check meets OESC requirements. Please submit the ORIGINAL of your U.S. check to OESC at the following address: OESC We will make a certified copy for our files and return the ORIGINAL to you. If you wish, OESC can perform this U.S Police Record Check for you. Please contact OESC for more information. Please note: This is an additional check. You are still required to complete the Canadian Police Record Check performed on the CPIC database. 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 are applying for your online Canadian Police Record Check. Please submit the ORIGINAL of your overseas check to OESC at the following address: OESC We will return your ORIGINAL overseas clearance to you after we've reviewed it and made a certified copy for our files. It is also possible to obtain Police Record Checks from a number of countries through OESC. If you wish OESC to obtain an overseas Police Record Check, on your behalf, please contact OESC for more information. Please note however, that many countries will NOT release information except to the candidate, in person, or it is sometimes not available. It is recommended that if an individual is aware that they will require a Police Record Check transcript, they should apply for one in that country before they leave. If they have an original document, that document can, if need be, be authenticated or verified here in Canada. Please contact OESC for more information. If you are a Permanent Resident of Canada, please submit a photocopy of your Permanent Resident Card to the following address: OESC 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 Canada for a period of 12 months or longer within the past 2 years, an ORIGINAL written Police Record Check from the country where you last resided is required. This ORIGINAL written Police Record Check must not be more than 1 year old. Please send in your ORIGINAL overseas Police Record Check to OESC at the same time as you are applying for your online 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. Please submit the ORIGINAL of your overseas check to OESC at the following address: OESC It is also possible to obtain Police Record Checks from a number of countries through OESC. If you wish OESC to obtain an overseas Police Record Check for you please contact OESC for more information. Please note however, that many countries will NOT release information except to the candidate, in person, or it is sometimes not available. It is recommended that if an individual has been abroad for a period of time and is aware that they will require a Police Record Check transcript for their time out of the country, they should apply for one in that country before they leave. If they have an original document, that document can, if need be, be authenticated or verified here in Canada. Please contact OESC for more information. Can I print off and deliver my forms in person?No. If your government-issued ID and consent form have been verified by either a hiring manager, designated representative of your organization, designated university or college administrator, designated school board official, or a Notary Public, this person will submit the documentation to us either by fax or email, on your behalf. You can also have your ID and form verified and submitted at any of the 5,000 participating Canada Post locations across the country. To find a Canada Post location near you, click here. I have received my results electronically but I have not received my ID card. What should I do?Please email us at OESC and include the following information: your full name, date of birth, and the date your application was submitted. 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. |
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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 License, 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:
I do not require the OESC ID card. I require a WRITTEN Police Record Check report. What do I need to do?When you begin the online registration process, you will be able to select the WRITTEN report option. 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 contact OESC if you wish to obtain an additional card. I am a Service Provider Employer. If an 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 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. |