Criminal Background Checks

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What is a criminal background check?

A criminal background check investigates the criminal history of an individual. Information is submitted to the police who will investigate the criminal record of that person and report the results back to the requestor. These checks return results for criminal offences for which a pardon has not been granted within the RCMP National Repository fo Criminal records. It provides information based on the name and date of birth of the individual. Criminal record checks in Canada come in two varieties a standard criminal record check (criminal record check) and a judicial matters check (CRJMC criminal record check).

Since criminal background checks can easily bump up against human rights law and privacy issues, employers are responsible for ensuring there is a bona fide occupational requirement for conducting one.

There are three types of criminal record checks:

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Canadian Criminal Record Checks (CRCs)

This is a name-based criminal record search which uses the RCMP's Canadian Police Information Centre (CPIC) system. The check is a search of the National Repository of Criminal Records based on a person's name and date of birth. It may also include searches of other national and local databases.If a name-based criminal record checks does not provide confirmation, the candidate may be asked to provide fingerprints to their local police service. This is known as a "certified criminal record check."

What's included in a standard Canadian Criminal Background Check?

A standard criminal background check includes:

  • Criminal convictions summary or indictable from CPIC
  • Findings of guilt under the Youth Criminal Justice Act within the applicable disclosure period

Canadian Police Information Checks (PICs)

A Police Information Check - Is confirmation of candidate provided conviction information that is available from local police detachments. It shows the same information as a criminal record check, and additionally includes non-conviction criminal information such as charges, warrants, probation orders, peace bonds, and dispositions of Not Criminally Responsible on account of Mental Disorder (NCR). It may also show other police contact, including contact that involved the use of weapon or behaviour which was violent, threatening or harmful.

What's included in a standard Canadian Criminal Background Check?

A standard Canadian Criminal Background Check includes:

  • A list of all criminal convictions obtained from the Canadian Police Information Centre (CPIC).
  • A list of all pending court appearances for both criminal and relevant provincial statute offences, criminal convictions not recorded on a criminal record, relevant provincial statute convictions in addition to any court imposed orders.
  • A list of non-conviction locally held police records demonstrating a pattern of behaviour that may result in harm to vulnerable persons.

Canadian Vulnerable Sector Checks (VSCs)

3rd parties are not able to conduct VSCs on behalf of hiring bodies. The candidate will have to request the check via their local police service. VSC’s include all the checks of both CRCs and PICs and include if the person has received a pardon for a sexual offence conviction. Some industries, such as child and elder care, are required by statute to ensure their employees have undertaken a VSC.

Additionally, hiring bodies cannot discriminate against a candidate who has been convicted of an offence unless they can demonstrate that this offence will directly impact their ability to perform the job.

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When is a criminal background check needed?

A criminal background check is recommended for candidates when:

  • The candidate will be involved in making any financial decisions
  • The candidate will have access to company finances or financial information
  • The candidate will have access to client finances or financial information
  • The candidate will use a vehicle or heavy machinery
  • The candidate will interact with other employees or customers in person

How to choose between a CRJMC (Judicial matters) check and a standard Canadian Criminal Record Check

CRJMC (Judicial matters) checks are useful when the candidate has a Canadian criminal history. This search queries local police databases, so it can provide additional relevant information about the candidate's interaction with police if the location is known. If the candidate has no criminal history, then requesting a PIC (CRJMC) check provides no additional value over a standard Canadian Criminal Background Check.

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What's included in a background check?

Background checks in Canada can cover many parts of an candidate's history. Some checks are general, while others get more detailed. The goal of each check is to verify that what a candidate has claimed is actually true. These are a list of the most common checks, why they are conducted, and who these checks apply to:

Employment Verifications
What is an employment verification check: An employment verification is a way to validate someone's employment history. This is done by collecting documentation from the candidate to support the employment history, or by contact or by in partnership with international credit reporting agencies. The entire credit file is assessed and any possible flags are highlighted to inform you of any issues and the severity of those issues.
Why conduct an employment verification check? These checks act to confirm someone's employment history. It is a base-level check used to ensure that someone's work experience is accurate, and matches their claims.
Who should have an employment verification? Conduct an employment verification for any candidate that has worked in the past. If your candidate is also undergoing a reference check, then an employment verification may not be required.
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Criminal Check
What is a criminal check: A criminal check involves a search into an individual's police record to identify any potential criminal findings of guilt. This is done with the information available to local and/or national police services.
Why conduct a criminal check? A criminal check should also be completed on current employees after say, 2 years to ensure they are not involved in any activities after hours.
Who should have criminal check? This is a fundamental check that should be done on every potential employee.
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Credit Check
What is a credit check: A credit check involves a search into an individual's credit history to identify any potential credit issues. This is done in partnership with international credit reporting agencies. The entire credit file is assessed and any possible flags are highlighted to inform you of any issues and the severity of those issues.
Why conduct a credit check? Credit checks help to ensure that there are no known risks with trusting your company's finances or sensitive financial information with an individual.
Who should have a credit check? All positions where the candidate is applying for a finance related job, handles cash or a credit card on behalf of the organization.
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Driver's Abstract Check
What is a driver's abstract check: A driver's abstract check involves a search into an individual's driving record history to identify any motor-vehicle related issues. This is done in partnership with provincial jurisdictions. You'll see all available deatils on vehicular-related violations and the details of the infraction.
Why conduct a driver's abstract check? A driver's abstract is an indication of that individual's driving history and provides assurance to you that the team member is trustworthy behind the wheel.
Who should have a driver's abstract check? A driver's abstract check should always be considered when issuing a company car, if an individual will be driving to and from a client's place of operation or transporting goods or people on behalf of the organization.
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Education verification check
What is an education verification check? Education Background Checks are meant to confirm that the candidate’s educational qualifications are accurate. They confirm where the candidate went to school, the type of degree obtained, the major, and sometimes the graduation date. There are no specific legal restrictions prohibiting employers from confirming the accuracy of a candidate’s qualifications or transcripts with an educational institution.
Why conduct an education verification check? Use education verification checks to verify someone has formal education in a particular field. This is particularly useful in professional fields (law, engineering, medicine) where education is required to perform certain duties.
Who should have an education verification check? All positions requiring a formal education in a particular field. Especially those where knowledge from past experience is insufficient to demonstrate achievement in a field or area.
Do you need this check?
Exit Interviews
What is an exit interview? Exit interviews are used to hear from an employee who is moving on to a new position. In the interview process the employee is asked to provide feedback on their experience at the company, what went well and what could be improved.
Why conduct an exit interview? Exit interviews are a useful tool to help your department or business improve. The feedback that candidates provide can highlight areas of improvement or weakness. This is even more meaningful when conducted by a third party like Inline Reference Check rather than the employer because candidates will likely be more truthful.
Who should have an exit interview? Exit interviews should be conducted on any employee who has indicated they will be leaving the employer. At that time, they are in a position to share their perspective truthfully. This can often be heard more readily by a third party like Inline Reference Check.
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Employment Reference Checks
What is an employment reference check? An employment reference check allows you to get feedback about a candidate from a supervisor, peer, or subordinate. Experienced interviewers in Canada connect directly those who know your candidate best. Reference checks provide detailed and organized insight into the competency, workplace productivity and behaviour of your candidate.
Why conduct an employment reference check? Conduct an employment reference check on any potential candidate to learn more about the candidate’s strengths, weaknesses, and how they work. Reference checks are an excellent way to get a fuller picture of a candidate as it can be conducted at any point in the hiring process.
Who should have an employment reference check? Anyone above an entry-level position would benefit from an employment reference check as it provides an alternate perspective on that candidate’s past experience.
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Rapid Reference Checks
What is a rapid reference check? A rapid reference check allows you to get feedback about a candidate from a supervisor, peer, or subordinate. Experienced interviewers in Canada connect directly those who know your candidate best. Reference checks provide detailed and organized insight into the competency, workplace productivity and behaviour of your candidate.
Why conduct a rapid reference check? Conduct a rapid reference check on any potential candidate to learn more about the candidate’s strengths, weaknesses, and how they work. Reference checks are an excellent way to get a fuller picture of a candidate as it can be conducted at any point in the hiring process.
Who should have a rapid reference check? Anyone above an entry-level position would benefit from a rapid reference check as it provides an alternate perspective on that candidate’s past experience.
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Resume Verification Checks
What is a resume verification check? A resume verification check ensures that the candidate’s resume is truthful and complete. This check compares the data on a candidate’s resume to the data a candidate provides in the background check process. This check identifies discrepancies between a resume and a candidate’s experience and is useful to validate a candidate’s claims.
Why conduct a resume verification check? A resume verification check is done alongside other background checks. It is typically used to confirm that the candidate has provided us with education, employment, and designation information as reflected on their resume.
Who should have a resume verification check? Conduct a resume verification on any candidate where the resume contents matter. This check must be completed alongside an employment verification, designation verification or education verification.
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Social Media Background Checks
What is a social media check? A social media check screens a candidate’s public social media accounts for information beyond the bulleted columns of a resume. This information is assessed to be either positive or negative with the goal of providing additional information about the candidate’s online presence.
Why conduct a social media check? A social media check provides valuable information about how a candidate presents themselves to the online world. For employers, networking sites like LinkedIn and Facebook may offer insights about a candidate’s character and personality as well as the accuracy of their qualifications.
Who should have a social media check? Social media checks are valuable for individuals who are acting as a public face for the organization. This can include Social Media Coordinator positions as well as senior roles within an organization.
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Terrorist Watchlist Checks
What is a terrorist watchlist check? A terrorist watchlist check compares a candidate against a set of national and international of databases of criminal and terrorist activity. This includes individuals and organizations that are prohibited from certain activities, connected to criminal operations or may be on criminal watchlists nationally or internationally.
Why conduct a terrorist watchlist check? Terrorist watchlist checks are useful to ensure that candidates have no connection to international criminal groups or known terrorist organizations. They may also be used to identify politically exposed individuals.
Who should have a terrorist watchlist check? Terrorist watchlist checks can be conducted on any candidate, though often used on high-clearance requirements or when a candidate is working in certain financial areas.
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