Common Questions

If you have a foreign identification document

All identification documents must be in English or French:

• If you submit identification in another language, you must provide a word-for-word certified translation completed by an accredited, certified Canadian translator.
• Translations completed using AI tools, online services, or non-certified individuals will not be accepted.
• Translations must include the translator’s name, certification number (if applicable), seal/stamp, and signature, and be submitted with a copy of the original document.
• Applicants are responsible for obtaining and paying for translations.
• The Background Clearance Section reserves the right to refuse any translation that does not meet these requirements.
• Applications may be delayed if proper documentation is not provided.
• Applicants may also consult the Canadian Translators, Terminologists and Interpreters Council (CTTIC), or the Association of Translators and Interpreters of Ontario (ATIO) for information on qualified translation professionals.

If your driver's licence does not have your current Ottawa address

If you do not have a driver's licence

If you do not have a driver's license, you are still required to bring two valid pieces of identification. Both must reflect your name and date of birth; one must have a photo and you may bring a third piece of documentation that includes your name and your current Ottawa address such as a recent (two months or less): utility or telecommunications bill, bank or credit card statement, original signed lease agreement/ housing agreement from a recognized secondary/post-secondary learning institution, paystub, insurance policy or any form of registered mail from an independent third party. Handwritten mail/mail with no formal letterhead/branding will not be accepted.

If any of the above mandatory requirements are not satisfied, the Ottawa Police Service reserves the right to terminate the appointment without completing the online record check. There will be no exceptions made. Ontario photo Health Cards cannot be requested by the Ottawa Police Service; however, the applicant may use this identification at their own discretion. Please note that you must provide original government issued identification. No photocopies or digital photos will be accepted.

Is my police record check for service with the Vulnerable Sector transferrable from one organization to another?

How long is a police check valid? Is there an expiry date?

Police records checks are a point-in-time search and only valid on the day they are issued since information can change daily.

The police service does not determine an expiry date; this is up to the agency/employer. Some might accept a police check that is three to six months old, while others may request a new one.

Since a person can be clear of charges or criminal activity today but could be arrested and charged tomorrow, we offer no guarantees on the validity of a police check beyond the actual date on which the search was conducted. As well, not all criminal convictions are reported to the RCMP, and more recent dispositions may not be updated on their system at the time a check is conducted.

In our experience, most employers will ask for a new screening check if the current one is beyond six (6) months and, almost certainly, if it's older than one year. However, this is entirely at the discretion of the agency/employer.

Placements or co-op studies

The Background Clearance Section uses the definition from Volunteer Canada for the criteria of waiving the fees. 

Definition: A volunteer is a person who works for an organization without being paid, a person who voluntarily offers themselves for a service or undertaking, or a person who performs a service willingly and without pay.

For this reason, the Background Clearance Section charges for practicum/co-op placements since the applicant receives a credit towards program completion and, in some circumstances, gets remunerated for their placements as compensation. It is not a volunteer opportunity but a compulsory credit to complete their program requirement.

The OPS has never waived the fees with a letter for students completing placements or co-op studies. We also identified this category as an example of applicants requiring a police records check for employment purposes.

What do I need to know about Electronic Identification Verification?

To apply online and to use the Electronic Identification Verification process, you are required to have a bank account and credit history. This is NOT a credit check.

Before you get started online, you will need:

• a computer with an internet browser and an email address
• a bank account and credit history to complete the online Electronic Identity Verification process

The OPS uses Equifax, which uses your credit information to confirm your identity. If you are unsuccessful in your online Electronic Identity Verification check, you may still apply in person.

An electronic copy of your volunteer capacity letter (this may be scanned or attached as a .pdf)

If you are a volunteer, you will be asked to attach a scanned or .pdf version of your volunteer letter. It must indicate the organization you will be volunteering with on the organization's letterhead and signed by the volunteer organization. Illegible or incomplete letters will be rejected, and you will be notified that you must reapply.

How will I receive the results of my Records Check?

The results of applications will be returned to you via email (Softcopy) or paper (Hardcopy).

Email (Softcopy)

Regardless of whether the police check application was made online or in-person, the Ottawa Police Service can return records check results to applicants via email.

Emailed records check results must remain electronic (no printing) for the authenticity and continuity of the records check to remain uncompromised. Printing the records check results render the authenticity and continuity incomplete, and therefore the Ottawa Police Service will not recognize the results as valid and legitimate.

It is essential that applicants confirm with the Agency requesting the records check that the Agency is willing to accept and maintain the electronic copy of the records check on file in an electronic capacity, as printing will cause the results to become illegitimate.

To view the emailed results, you are required to have access to a program which can support .pdf- formatted documents (i.e. Adobe Acrobat).

Paper (Hardcopy)

Whether the records check application was made online or in-person, the Ottawa Police Service can return hardcopy records check results to applicants.

Hardcopy results will be returned to the applicant either in-person at our 2670 Queensview Drive (Nepean) location or by mail, depending on if the applicant is required to attend in person to complete their application.

How many copies of my records check results will I receive?

How long does it take to get my records check back?

Online applications are generally processed in 7-10 business days.

Timelines are subject to a Monday-Friday work volume. Any requirement to other police services may add additional processing time. Processing timelines do not account for postage processing (if applicable). For additional information regarding postage processing, please refer to Canada Post.

The Ottawa Police Service Background Clearance Section strives to serve you promptly. Please help us meet our timelines by filling out your online records check application accurately and carefully.

What can cause a delay in the process?

• The Background Clearance Section must other police agencies to request local information about an applicant who has lived outside of Ottawa in the last five years. We allow seven business days for the outside agency to respond to our inquiry.
• If you have any outstanding matters before the courts with another police/law enforcement service. We allow seven business days for the outside agency to respond to our inquiry.
• If applications are received and are missing information, we attempt to the applicant by email. We are unable to process your records check until the information is received.
• Applications with errors or omissions to the current address, such as missing apartment numbers, are often returned to the Ottawa Police Service by Canada Post. This results in delays to your service. 

Which form do I fill out for a Records Check?

There are three (3) types of Police Record checks. These include a (1) Criminal Record Check (CR), a (2) Criminal Record and Judicial Matters Check (CRJM), and (3) a Vulnerable Sector Check (VS). Which form you fill out depends on the organization requesting the Police Record Check, your status as an employee or a volunteer, and if you are working directly with vulnerable persons in a position of trust or authority and are responsible for their wellbeing.

What is a Digital Signature, and why is it so important?

The Digital Signature is a unique identifier and combination of personal information which certifies the .PDF results you receive as original and authentic.

Why do I need to authenticate myself each time I log in?

Your privacy is protected. Once your identity is verified, we will authenticate your identity each time you log in.  A unique authentication key is sent to you each time you want to log in. This unique key changes every time. It allows us to confirm it is a person with a known email address requesting access and not an automated 'bot' or someone who does not have access to your email address.

How much does it cost? What forms of payment are accepted?

You may pay online with a major credit card (Visa, Master Card, American Express, and Debit). You may also pay in person by Debit or with a major credit card.

Fees depend on your status and location. 

No refunds will be issued for record checks that have already been processed and/or archived. 

Hiring

The decision to engage or hire staff is not made by the Ottawa Police Service.

A records check is a valuable screening tool; however, it is not a substitute for appropriate hiring or screening practices and corporate due diligence. It is up to the individual organization to consider the information provided by the police or the individual in question and to make appropriate decisions about whether the information should exclude someone from a particular position or participation in their program.

The responsibility lies entirely with the representatives of the organization. The Ottawa Police Service makes no representation or warranty with respect to the suitability or reliability of the individual. 

Where can I check the status of my online records check request?

How do I determine if the Records Check I've received is completed and authentic?

Hardcopy (Printed) Record Check result:

1. Hardcopy Record Checks are sent by the Ottawa Police Service to the records check applicant's mailing address.
2. Confirm that the Record Check you have received is in fact your records check and that all information is accurate.
3. In the result portion of the records check, there will be a box selected (in section 1, 2, 3). This is the result of the records check.
4. There will also be an inkless imprint of the Ottawa Police Service. This inkless imprint can be felt on both sides of the hardcopy Record Check. This certifies the Record Check as authentic.
5. Confirm that the "Date Completed" and "Cadre Number" fields are filled in.

Softcopy (email) Record Check result:

1. Softcopy Record Checks are sent by the Ottawa Police Service to the Record Check applicant's email with a .pdf attachment.
2. Using a pdf reader (ie. Adobe Acrobat), open the .pdf.
3. Confirm the Record Check you have received is in fact your Record Check and that all information is accurate.
4. At the top of the .pdf's first page you will see either (dependent on the type of software you are using):
   • "The file you have opened complies with the PDF/A standard and has been opened read-only to prevent modification"

• • "Signed and all signatures are valid"

5. In the result portion of the Record Check, there will be a box selected (in section 1, 2, 3). This is the result of the Record Check.

6. At the bottom of the page you will find the Digital Signature from the Ottawa Police Service.

7. Select the "Click here to verify Digital Signature". This will open up the Signature Validation status. You will be able to see here that "The Document has not been modified since it was certified". This certifies that the Record Check is authentic.

8. Confirm that the "Date Completed" and "Cadre Number" fields are filled in. 

Fingerprinting

The Ottawa Police Service provides fingerprinting for the following services:

• Adoptions
• If the results of a records check completed by Ottawa Police Service indicate fingerprints must be submitted to complete the application.
• All other fingerprinting services are provided by authorized third-party fingerprinting agencies in the Ottawa/Gatineau region. This includes government employment, immigration, record suspension applications, etc.