Background Checks

A police record check (also called a background or screening check) provides information held by police about an individual—or confirms that no record exists. Depending on the type of check, this may include criminal convictions, outstanding charges, and current judicial orders (e.g., probation, peace bonds).

Police do not assess suitability or provide opinions. Any hiring decisions are made at the discretion of the employer.

The agency or employer will advise which type of check is required for the position. Vulnerable Sector (VS) checks are only conducted in specific circumstances.

If you believe a VS check is required, you must provide police with:

• A description of the position
• The name of the organization
• Details about any contact with children or vulnerable persons

Police will review this information to determine if the legal requirements for a VS check are met. If not, the request will not be processed, as it is illegal to conduct a VS check without meeting these requirements.

A VS check is generally required for positions of trust or authority involving vulnerable persons. This includes roles with:

• Decision-making power
• Unsupervised access
• Close relationships
• Personal or sensitive interactions

A “vulnerable person” includes children under 18, the elderly, or individuals dependent on others due to physical, emotional, or psychological conditions.

Positions involving only incidental contact with vulnerable persons (e.g., receptionist, maintenance, kitchen, or administrative roles) typically do not qualify for a VS check.

Public Safety Canada provides guidance for employers and agencies on appropriate screening, including its Screening Handbook, a valuable resource for determining the correct level of police check.

Not always. Employers may request during the hiring process, typically after interviews and reference checks. Police only provide the record check. Hiring decisions are made by the employer.

Hamilton Police Service does not provide police checks for individuals under 18 unless required for a paid or volunteer position with a government employer (federal, provincial, or municipal).

Under RCMP policy, individuals under 18 cannot apply for a Vulnerable Sector (VS) check. Under the Youth Criminal Justice Act (YCJA), youth records are destroyed or archived after set time periods, and no record suspension (pardon) is required.

Individuals under 25 are unlikely to have information requiring a VS check. Employers are encouraged to request a Criminal Record & Judicial Matters Check instead, which is similarly comprehensive. VS checks may still be processed for applicants aged 18–25 if requested and eligible.

If your permanent address is in another jurisdiction, you should obtain a screening check from that police service.

However, Hamilton Police will accept your application if you can provide proof of enrollment at a Hamilton educational institution. This includes a valid student card and documentation showing your local address (e.g., rental or lease agreement).

We do not recommend it. You may request the wrong type of check and incur additional costs, and many employers require a recent check that could make an earlier one unacceptable.

Police record checks are only valid on the day they are issued, as information can change at any time. Employers determine how long they will accept a check—some accept checks from the past 3–6 months, while others require a new one.

There is no guarantee of validity beyond the issue date, as new charges or updates may not yet appear in systems like the RCMP database.

Vulnerable Sector (VS) checks are valid only for the specific employer and position requested and are unlikely to be accepted by another employer.

Please choose carefully, as refunds or exchanges are not provided once a check is completed. If unsure, confirm the required check type with the agency or employer.

Not necessarily. Under the Ontario Human Rights Code, individuals cannot be discriminated against based on a “record of offences.” Employers must show that any information from a police check is relevant to the position.

Some roles (e.g., police or corrections) require no convictions and high integrity standards. Similarly, positions in financial institutions may not be suitable for individuals with convictions related to theft or fraud.

However, a criminal record does not automatically prevent employment or volunteer opportunities. Employers must demonstrate a bona fide reason why the record is relevant to the role.

Most police services, including Hamilton, only conduct Criminal Record Checks (CRC) or Criminal Record & Judicial Matters Checks (CRJMC) for local residents, though some may accept applicants from elsewhere in Canada.

Vulnerable Sector (VS) checks must be completed by the police service in your local jurisdiction, in accordance with RCMP directives. You can view the directive here: Ministerial Directive Concerning the Release of Criminal Record Information 

Fingerprinting is required if your name, date of birth, and gender match (or partially match) a pardoned sexual offence record. This allows police to confirm your identity and eliminate the match.

Fingerprints collected for civil (non-criminal) purposes are only retained by the RCMP for 120 days. Prints taken for other purposes (e.g., military or security clearance) cannot be reused for a Vulnerable Sector (VS) check.

In most cases, new fingerprints are required for each VS check, as previous prints were likely not compared against the pardoned offenders database. This type of search requires a valid reason and your written consent.

Police contacts refer to incidents where a person was investigated but not charged, or where charges did not result in a conviction. While not a criminal record, these contacts may prompt employers to ask further questions or seek references.

This information is only disclosed on a Vulnerable Sector (VS) check if it meets the Exceptional Disclosure Assessment.

Disclosure does not imply guilt or a criminal record and may or may not be relevant to the position. Determining relevance is the employer’s responsibility. Police only complete the record check and do not assess suitability or discuss results with employers. All information is released directly to the applicant.

In exceptional circumstances, police contact or non-conviction records may be disclosed on a Vulnerable Sector (VS) check if they raise a concrete and compelling concern for the safety of vulnerable persons.

This disclosure is authorized under the Police Services Act (Regulation 265/98), not by applicant consent. All information is released directly to the applicant, not to employers or other parties.

You may request a reconsideration of non-conviction police contact information disclosed under the Exceptional Disclosure Assessment. Criminal convictions cannot be appealed and will always be released.

Requests must be submitted in writing within 60 days of the check’s completion, outlining why the information should not be included.

Submit requests to:
Hamilton Police Service
Records Branch
Attention: Records Supervisor
155 King William St
Hamilton, ON L8N 4C1

You will receive a written decision with a general explanation. Information is only removed where there is a substantive reason.

This information is not authorized for release within any level of police screening check.

Yes. There are differences between checks conducted by Hamilton Police and those offered by third-party providers. For more information, click here: Report Comparison

Non-criminal driving offences (e.g., speeding) are not disclosed. If required, you can obtain a Driver’s Abstract from the Ministry of Transportation.

Criminal driving offences (e.g., impaired driving, dangerous driving, criminal negligence) and their outcomes will be disclosed.

We process over 30,000 screening requests each year. Each check must be searched, analyzed, and, if needed, reviewed in detail for potential police contacts.

If you’ve lived outside Hamilton, additional checks with other police services may be required. While most checks are completed within standard timeframes, delays can occur if information needs further verification.

Police checks are processed on a first-come, first-served basis. We strive to complete all requests as quickly as possible and appreciate your patience.

Police checks include a security seal and page count to confirm they are complete and original. Altering or omitting information is a Criminal Code offence and may result in charges.

Employers can contact us to verify document validity. While we do not disclose content, we can confirm the number of pages issued and whether a document appears altered.

Hamilton Police only provide screening checks to Hamilton residents. Vulnerable Sector (VS) checks are limited to Canadian residents living and working in Canada and cannot be conducted for those abroad, even for Canadian employers.

If you live outside Canada, you can request a certified criminal record check by submitting fingerprints directly to the RCMP. This check includes criminal convictions only and does not cover police contacts or pardoned records. More information is available on the RCMP website.

No. Individuals that are required to provide a police record check with the Name Change application must apply directly with the Service.