Police Records Check
At CISV Ottawa, we take the safety of our youth seriously. Our risk management policy requires that all adults (18 years and older) who will be in contact with youth (attending or staffing local & international programs, leading delegations, living with Interchange or homestay families) must have a police record check. This form must be less than 12 months old and takes many weeks to process. With the chapter letter, it is free. Get your police check now, - read on to learn how.
How to Apply
The most current application for Police Records Check for people working with vulnerable individuals, as well as useful information, is available on the Ottawa Police Service's Police Records Check page. The Police Records Check is free for people seeking volunteer roles to serve in the “vulnerable” sector (children, elderly, disabled) of the population. Proof is required so you also need to fill in and print off CISV Ottawa's Letter for Police Clearance Forms (note that you must log in first). Since the process takes much longer now, you may want to pay the Express Fee to get the Record Check done while you wait.
The application must be submitted, in person by the applicant, to a police station (find station locations online or on the second red page of the white pages phone book). Note that if you go to the Elgin St. Station, it will be processed a lot faster. All other police stations send the applications to that station.
Note that "CISV Ottawa" must be put in the “Agency and Position Applying for” section and the "volunteer" box checked. The “Verified by:” and “Non/Profit Member” portions will be completed by the police staff.
Along with the application form and CISV Ottawa letter, you must show two pieces of identification that confirm your name, date of birth, and address. One piece of identification must include a photo. Photocopies are not acceptable. See below for details about identification. Please note that Ontario Health Cards cannot be accepted for identification purposes.
Ensure that you receive an official receipt with the date of application as CISV Ottawa requires this if your check is not completed on time.Turnaround Time
The current processing time Records Checks has increased dramatically in the past year. If you have not lived in Ottawa for the past few years, it might take longer. If information is incomplete or incorrect, this will cause further delays.
For an express fee of $34, you can get your record check 'while you wait'. Note that this is only at the Elgin St. Station on weekdays from 7:30am-5:00pm, and only if you have lived in Ottawa for the past five years.
How to Check the Status of Your Check
To enquire about the status of your police record check (due to privacy concerns, no one else can ask on your behalf), phone Ottawa Police Service at 613.236.1222 ext.5485.
See the Ottawa Police Service's Record Checks for more information
What to Do Once You Receive Your Check
When you have received the police record check, please update the Volunteer Information on your Family Page. Either add a new volunteer or click on the pencil beside the name of an existing volunteer and then indicate the date of the police check. Mail the original to our Risk Manager Bernie Martin (16-299 Elmgrove Ave., Ottawa, Ontario K1Z 6V2). Contact our Risk Manager Bernie (risk.manager at cisvottawa.ca) with questions.
Acceptable Photo Identification (which provides photo, name, and date of birth):
- Driver’s Licence*
- Government Employment Card
- Military Employment Card
- Age of Majority Card
- Canadian Citizenship Card
- Indian Status Card
- International Student Card
- Passport
- Permanent Resident Card
- Firearms Acquisition Certificate (FAC)
- Canadian National Institute for the Blind Card (CNIB)
*Recent utility bill required to verify current Ottawa address if no Driver’s Licence is available.
Acceptable Non-Photo Identification (which provides both name and date of birth):- Birth Certificate
- Baptismal Certificate
- Hunting Licence
- Fishing Licence
- Outdoors Card
- Hospital Card
- Canadian Blood Donor Card
- Immigration Papers
- Canadian Blood Donor Card (only if date of birth indicated)
