Records Check FAQs

Q. What Is a Police Records Check?

A. A Police Records Check is a criminal record check as well as a search of the records held in the information database of a police agency.

The Vancouver Police Department conducts Police Records Checks through the following records systems:

Legacy RMS – Vancouver records before 2001
Versadex – Vancouver records after 2001
LEIP – outside agencies' local records who are on the Versadex system
JUSTIN – Provincial Court Records
CPIC – National Police Records, including Criminal Convictions, Warrants, Stay of Proceedings, Acquittals, Dismissed cases, Conditional Discharges, and Sexual Offences that have been pardoned
PIRS – local RCMP records

Q. How can my company / agency know if a Police Records Check is valid?

A. Employers and volunteer agencies should only accept Police Records Check results from the VPD:

where they are named on the VPD Request and Consent for Records Check and Disclosure form
when the form has a Vancouver Police Department seal of authenticity pressed into the paper
where the form has a red stamp certifying the form as a true copy of the original (the VPD must retain the original for administrative purposes)

Q. What is a Vulnerable Sector search?

A. A Vulnerable Sector search refers to an individual requesting a Police Records Check who is identified as working with a person or organization responsible for the well-being of children under the age of 18 or with vulnerable persons who, because of their age, a disability, or other circumstances, whether temporary or permanent, are in a position of dependence on others or are otherwise at greater risk than the general population of being harmed by persons in a position of authority or trust relative to them as is authorized under the Criminal Records Act.

If an agency or individual indicates to us that they are working in the vulnerable sector, we require consent from the individual making the Police Records Check to also run CPIC for any pardoned sex offences and consent to disclose any pardoned sex offences. **

Please be aware that due to RCMP policies, we are unable to complete a vulnerable sector search if you are applying for a police record check for personal reasons.

** Enhanced Vulnerable Sector Screening for pardoned sex offences is applicable for positions within or outside Canada as long as the employer / agency is within Canada. For enquiries about the enhanced vulnerable sector search, please visit http://www.rcmp-grc.gc.ca/index-eng.htm and/or http://www.rcmp-grc.gc.ca/cr-cj/vulner/index-eng.htm.

Q. Why do I have to pay another $25 to the Receiver General of Canada when I am applying for a position of responsibility of trust over children or vulnerable people?

How long will it take to get my record check back if I have to wait for the vulnerable sector search in Ottawa?

For enquiries about the enhanced vulnerable sector search, please visit http://www.rcmp-grc.gc.ca/index-eng.htm and/or http://www.rcmp-grc.gc.ca/cr-cj/vulner/index-eng.htm.

For equiries about the service timeline in Ottawa, please contact (613) 998-6362 or email civilnps@rcmp-grc.gc.ca.

Q. What Information is released?

A. The following information is released based on existing record(s) on the date of the original application:

Criminal convictions for which a pardon has not been granted.

may not include criminal convictions by other local police agencies that have not yet been entered in CPIC database in Ottawa)
the VPD confirms convictions by fingerprint comparison

Outstanding charges pending disposition, and outstanding warrants.

obtained via a search by applicant's name and date of birth
cannot be verified through fingerprint comparison

Records of Discharges (Absolute / Conditional), Stay of Proceedings, Peace Bonds, Criminally Not Responsible (mental disorder) and / or Summary Convictions not registered in CPIC but located in the Courts database (JUSTIN)*.

obtained via a search by applicant's name and date of birth
cannot be verified through fingerprint comparison

* Exception: Motor Vehicle Act records - Traffic violation tickets are not released by the Vancouver Police. If the record clearance is for a position that involves driving, it is recommended that a BC Driver's Abstract be obtained. Individuals can request their abstract from the Superintendent of Motor Vehicles. For more information, click here.

For positions working with the Vulnerable Sector, the following are also released:

Local police records from any law enforcement agency (involving known / relevant suspect information).
Pardoned sex offence convictions - employer / agency must be based within Canada in order for Ottawa to accept a search request.

Q. Is a guardian authorization required for a minor applying for a police records check?

A. No, guardian authorization is not required, but the minor will require all of the same documents as an adult.

Q. What does it mean when item #5 is stamped "Not Requested by Applicant"?

A. This stamp indicates that the applicant has confirmed they they are NOT in a position of trust and/or responsible for people who are considered vulnerable sector and therefore a search for pardoned sex offences was not conducted.

The hiring agency is responsible for letting their applicant know if a vulnerable section (VS) search is required. A VS search can only be done with the consent of the applicant (see How to Apply for a Police Record Check Step #2).

Q. When I came to get a police record check, they took my fingerprints. Do you keep them on file?

The Vancouver Police Department does not keep your fingerprints on file. After we have completed your record check, we destroy them within 10 days.

If you submitted your fingerprints to the RCMP for vulnerable sector screening, please refer to their website for their retention and destruction schedule.

Q. Why do I have to submit my fingerprints to Ottawa for an adoption applicant?

In addition to a police record check, all adoption applicants must submit their fingerprints to the RCMP Canadian Real-Time Identification Services (CCRTIS).

For the protection of our most vulnerable and in the interest of public safety, CCRTIS will use the fingerprint submission to verify if an individual has a record for pardoned sex offences. If one exists, CCRTIS will seek approval from the Minister of Public Safety to determine if the record should be disclosed.