NEW POLICE CLEARANCE PROCESS AND FORMS June 2012

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1 NEW POLICE CLEARANCE PROCESS AND FORMS June 2012 To Whom It May Concern: The Lakeshore O.P.P. is making every effort to assist all organizations and companies with their employees, volunteers, and representatives applying for police clearances. There are now three levels of Police Clearances: 1. Criminal Record Name Check (Form LE219E) located on the bottom left hand corner of the form. : This check is intended for applicants volunteering or being employed in any situation where a basic Criminal Name Check is required. This check is not intended for anyone that will be working or volunteering with the vulnerable sector. 2. Police Record Name Check (Form LE219E) located on the bottom left hand corner of the form. : This check is intended for applicants volunteering or being employed in any situation where a basic Criminal Name Check is required along with a check of local police involvement. This check should be conducted when the agency has determined that a search of the Pardoned Sex Offender Database or contacts relating to mental health apprehensions are not required. Examples would be applicants under the age of 18, Pharmacists and Bank Tellers etc. Requires the Purpose of the Record Check portion of the application completed by the Agency, with their stamp affixed, (see instruction sample) or an Agency Letter Non VS. (Sample Attached) 3. Vulnerable Sector Name Check (LE220E) located on the bottom left hand corner of the form. : This check is restricted to applicants seeking to volunteer or work with vulnerable persons. All Vulnerable Sector Name Checks will now include a check of incidents involving mental health contact. Requires the Purpose of the Record Check portion of the application completed by the Agency, with their stamp affixed (see instruction sample) or an Agency Letter VS. (Sample Attached) Lakeshore O.P.P. Detachment Police Clearance Policy No applicant under the age of 18 years old will be checked on the pardoned sex offender database. The Police Record Name check will be completed. There will be no exceptions. All police clearances required for a paid position have a fee of $25.00 (Subject to change). We only accept cash, cheques and money orders, which must be made payable to the Town of Lakeshore. This fee must be paid before the process will begin. A receipt will be issued. Volunteers and students are free provided their agency letters are completed properly. All police clearances must be accompanied by 2 pieces of identification, one must be picture ID. We prefer a driver s license and birth certificate. See list attached for acceptable ID. Applicants under the age of 16 will be given a Police Record Name Check only, no Pardoned Sex Offender Database check. They will be required to attend with one parent or guardian who will need to sign the application and also be required to produce 2 pieces of acceptable ID. We will not call when completed, we will not fax clearances. All applicants are required to pick up their own police clearance.

2 We will provide each applicant with one original and one copy of their completed applications. Police Clearances generally take one week to complete. If your agency or group has signed an MOU (Memorandum of Understanding) and has more than five persons from the Town of Lakeshore requiring police clearances, please submit them as a group. The agency will be responsible for collecting an application and a copy of two pieces of acceptable identification from each applicant along with one agency letter covering the whole group. This package can then be delivered to the Lakeshore office and we will do them as a group. Each applicant will then be required to attend Lakeshore OPP to retrieve their completed clearance. If the applicant would like to attach a self-addressed, stamp envelope with their application, we are permitted to mail the completed clearance. If you would like more information about a Memorandum of Understanding please contact us. Pardoned Sex Offender Database Hits With the changes to the check of the above database, we have been experiencing a greater number of persons requiring to be fingerprinted. For both employment and volunteer purposes, we will still print you here with the ink and roll method, sending them to the RCMP for processing. For a paid position the fingerprint fee will be $26.50, cash or cheque. We will also require a certified cheque or money order, payable to the Receiver General, for $25.00, to be sent with the fingerprints to the RCMP as a processing fee. For a volunteer, there is no fee for fingerprinting as well as no fee for processing. There is approximately a two month wait for the fingerprint results from the RCMP. There is a new process is place where anyone requiring fingerprints as a result of VS hit (hit on the pardoned sex offender database) may now attend an accredited agency and have their fingerprints done digitally. We will provide a form that you can take with you letting the agency know it is for VS hit purposes. Call for an appointment before you attend. The agency in our area is: Commissionaires Canada 3379 Walker Road Windsor, Ontario N8W 3R Note: A change by the RCMP has resulted in a change in the way we deal with police clearances for those applicants that have criminal records. This new process now requires that any applicant complete a Declaration of Criminal Record (Form LE229E). This will allow us to complete the clearance with their criminal conviction(s) listed on their completed clearance. This will replace the process of requiring the applicant to be fingerprinted for verification purposes. We are open from Monday-Friday, from 8:00 a.m. - 4:00 p.m. For any questions, please call your local O.P.P. Detachment. Lakeshore Detachment:

3 This check is for criminal record and any outstanding CPIC entries. This check is for criminal record and any outstanding CPIC entries as well as local police files. Instruction Sample Agency: This portion is to be completed for the Police Record Name Check only. (Which means vulnerable check, no PSOD) To be completed by the Agency for Police Record Name check only. Agency: Affix stamp here.

4 Police Use Only

5 :Sample of Agency Letter required for a Police Record Name Check ** all information underlined must be current and for the current applicant ** Be sure to indicate if it is for volunteering or employment YOUR LETTERHEAD DATE: To: Ontario Provincial Police (Lakeshore Detachment) Please be advised that applicant s name will be volunteering/employed at your agency and we require a Police Record Name Check to be conducted. Signed: Agency

6 Agency: This is the only form to use when requesting a PSOD (Pardoned Sex Offender Database) check. Instruction Sample Agency: Complete this portion and affix your Agency Stamp. Agency: Affix stamp here. To be completed by the Agency Police Use Only

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8 :Sample of Agency Letter required for a Vulnerable Sector Name Check ** all information underlined must be current and for the current applicant ** Be sure to indicate if it is for volunteering or employment YOUR LETTERHEAD DATE: To: Ontario Provincial Police Lakeshore Detachment Please be advised that applicant s name will be volunteering/employed at your agency and we require the Vulnerable Sector Check to be conducted. Signed: Agency Signed: Applicant

9 Acceptable Forms of Identification The following are acceptable forms of PHOTO IDENTIFICATION: 1. Driver s Licence (including drivers licences issued by another province, territory, or a foreign jurisdiction) 2. Canadian National Institute of the Blind (CNIB) Identification Card 3. BYID Card 4. Canadian Military Employment Card or Canadian Military Family Identification Card 5. Canadian Citizenship Card 6. Certificate of Indian Status Card 7. Canadian or Foreign Passport 8. Permanent Residency Card 9. PAL-Possession & Acquisition Licence 10. Ontario Photo ID (Issued by the MTO) 11. NEXUS Card 12. FAST Pass The following are acceptable forms of NON-PHOTO IDENTIFICATION: 1. Birth Certificate 2. Baptismal Certificate 3. Hunting Licence 4. Outdoors Card 5. Canadian Blood Donor Card 6. Immigration Papers 7. Student ID (only as a secondary piece of ID)

10 To be completed by the Agency for Police Record Name check only.

11 Police Use Only

12 Police Use Only To be completed by the Agency

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