DHQ Employee Relations Contact for Processing Police Checks:

Sharon Scott
Email: Sharon_Scott@can.salvationarmy.org
Phone: 416-321-2654 x 179

There are 2 types of police checks:
               1) Criminal Record Check (CRC)
               2) Vulnerable Sector Screening (VSS)

As stated in the Criminal Record Check (CRC) Policy, the CRC is the last step in the selection process before hiring any applicant. It is required for all new employees (including contract employees), student placements, and before placing any volunteer who will be in a position of financial trust or authority. 

Additional screening (Vulnerable Sector Screening) is required for personnel who will work with children, youth, or other vulnerable persons.

Determining whether or not an employee requires a CRC or VSS will depend on whether or not they meet the following criteria:

  • Works directly with youth and vulnerable persons of The Salvation Army – CRC and VSS
  • Works in a position of trust and authority – CRC
  • Works in a Ministry Unit that provides services to vulnerable persons and youth (Social Service facilities, all Corps employees) – CRC and VSS
  • For positions involved in the stewardship of Salvation Army funds – CRC

Definition of Vulnerable Persons: 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 a greater risk than the general population of being harmed by persons in a position of authority or trust relative to them or may have difficulty ensuring their own safety and protection. This includes but is not limited to children, the elderly, those who are ill, mentally and physically disabled, or those who are vulnerable because of life circumstances.

The cost of a criminal record check with our current provider, Backcheck, is $25.98 each; however they do not provide VSS. We are currently enhancing our police check process by adding a company called Informed Hiring who conducts a detailed criminal record check with VSS for $48.

HOW TO OBTAIN A CRIMINAL RECORD CHECK (CRC( FOR AN EMPLOYEE/VOLUNTEER

  • Have the employee/volunteer complete the Sterling Backcheck Form.
  • Collect, verify, and photocopy two pieces of identification from the employee/volunteer; one primary and one secondary.  
  • Send the completed form with the photocopies of the two IDs to Sharon Scott at the OCE Divisional Headquarters via email: Sharon_Scott@can.salvationarmy.org

HOW TO OBTAIN A VULNERABLE SECTOR SCREENING (VSS)

  • Have the employee/volunteer fill out the Informed Hiring Vulnerable Sector Check Form.
  • Collect, verify, and photocopy two pieces of identification from the employee/volunteer; one primary and one secondary.  
  • Send the completed form with the photocopies of the two IDs to Sharon Scott at the OCE Divisional Headquarters via email: Sharon_Scott@can.salvationarmy.org

Examples of Primary ID are: Driver’s License (issued by a Canadian province or territory), Foreign Driver’s License, Canadian or Foreign Passport, Canadian Citizenship Card, Permanent Resident Card, Certificate of Indian Status, Firearms Acquisition Certificate, Canadian National Institute of the Blind Identification Card, Federal/Provincial/Municipal Employee Identification Card, and Military Family Identification Card.

Examples of Secondary ID can be any type of ID containing the applicant’s full name: preferably a second piece of government issued ID.  Other: birth certificate.

For Ministry Units (MU) who choose not to use Backcheck or Informed Hiring, costs vary by local police force. Where there is a cost involved, the potential employee/volunteer is responsible for the payment.

If an employee/volunteer is coming to the MU with their own criminal record check, it must be dated less than 2 months.

All criminal record checks must be renewed every 3 years. However, it may be necessary to renew earlier if there are other requirements (e.g. funders, accreditation etc.).

For criminal record checks processed through DHQ, original copies will be returned to the employee via the MU. MUs may decide to keep a copy of the criminal record check but this must be kept in a separate file and cannot be kept in the personnel file.  Alternately, the MU can keep an electronic database indicating the person’s name, date of criminal record check, whether clear or unclear, and any additional comments as applicable.

Any criminal record checks that are returned “not clear” must be sent to DHQ for review. The presence of a criminal record does not mean the job offer is automatically withdrawn. The decision will be made by the Divisional Director of Employee Relations.

DHQ will send out a spreadsheet quarterly to the MU’s providing a record of current officers and employees and the date of their last police check. The MU is to review the spreadsheet and add, delete information as applicable.