Police Reference Check Program

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· Memorandum of Understanding
· Information for Applicant
· Consent to Disclosure
· Results of Ref. Check (example)

Police Reference Check Program

Information About the Vulnerable Sector Screening



Please be advised the Request Counter at 40 College St will be undergoing renovations for the next three to four months. We are continuing to provide service from the Duty Desk. Unfortunately this will cause an increase in wait times when answering and processing your counter inquiries.

To avoid this you may wish to apply for a Clearance Letter online. This renovation is part of a process to ensure RMS staff facilitates enhanced customer service to the community.

We thank you for your patience and understanding during this time and are hoping these renovations are completed by September 2015.


Amendments made by the Toronto Police Service to the MoU and the Police Reference Check Program (PRCP) will change the requirements that each Agency must meet to participate in the PRCP and how the Service discloses information pursuant to our program.

The Toronto Police Service has also made a change to the consent application form, and effective immediately, all agencies shall use the amended form.

A notice has been mailed to registered agencies advising of these changes, with enclosure of the new consent form and an acknowledgement agreement to be returned to the PRCP.

If you require further information, or direction, please contact: referencecheckprogram@torontopolice.on.ca


Police Reference Check Program for Individuals Seeking Employment or Volunteer Opportunities Through Certain Agencies

If you are a potential candidate for employment and/or volunteer duties with a community agency or other organization, the agency or organization with which you wish to work may require that you have a police reference check performed. 

Reference checks performed for people who will be working with children or vulnerable people are called “Vulnerable Sector Screening Program – Police Reference Checks”. 

The Toronto Police Service (the “Service”) will carry out a Vulnerable Sector Screening Program – Police Reference Check about you when:

  1. the agency with whom you want to work or volunteer (if you are requesting a reference check through an agency - Agencies can call our information line for registration at: 416-808-7991) certifies to the Service that it:
    1. is only requesting the reference check for the purpose of assisting it to determine your suitability for employment and/or volunteer duties because you will have direct contact with children or vulnerable persons;
    2. will only ask for a police reference check to be done after it has completed an initial review of your suitability and has tentatively selected you for employment or a volunteer opportunity;
    3. understands its obligations under the Human Rights Code with respect to evaluating, hiring and training volunteers or employees and what constitutes a “bona fide” reason for refusing to hire any individual or volunteer; and
    4. has paid the necessary fee to the Service;
  2. you live in the City of Toronto; and
  3. you have signed a written authorization permitting a reference check about yourself to be conducted (called a “Consent to Disclosure” form).

If the Service receives a Consent to Disclosure form signed by you authorizing it to carry out a police reference check, the Service will conduct an electronic search of the CPIC Investigative, Intelligence and Identifications data banks and any Service data banks for available information about you.  Therefore, among other things, the Service will search for any information on file relating to: criminal convictions, outstanding charges before the courts, probation information (including peace bonds, restraining orders, and reporting conditions), any prohibitions relating to you (includes firearms, driving), and information relating to whether you are suspected of committing a criminal offence or are involved in a serious criminal investigation.   (Please note that this is not an exhaustive list and the Service may have access to other information about you through its database searches).

A recent RCMP national broadcast has directed all Police Services that fingerprints be required for positive identification before criminal records are released.  Therefore, should any criminal history about you be on file, your application will be returned back to you.  It will then be necessary for you to have your fingerprints taken as a confirmation of identification.  To do this, please attend on of the various private RCMP accredited fingerprinting agencies listed in your local telephone book.  When you have received your confirmation of your identity back from RCMP, please attach to your application and return to: Toronto Police Service, 40 College Street, Toronto, Ontario, attention: Police Reference Check Program.

Further information on the new RCMP CPIC policy is available on their web-site www.cpic-cipc.ca.  Information regarding the RCMP’s Civil Fingerprinting Services can be found at http://www.rcmp.gc.ca/cr-cj/fing-empr2-eng.htm.

The Service will provide the results of any Vulnerable Sector Screening Program – Police Reference Check conducted only to you, the individual who has requested it. The results are mailed to you at the address given on the Consent to Disclosure form.  The Vulnerable Sector Screening Program – Police Reference Check is not sent directly to the agency. 

It is then your responsibility to decide whether you wish to discuss the results of a Vulnerable Sector Screening Program – Police Reference Check with the agency that you wish to work with or volunteer for. If you do not disclose the results of the Vulnerable Sector Screening Program – Police Reference Check with the agency, you may not be eligible for employment or a volunteer position, but that is an issue for the agency to decide.  

Also, please note that the mere fact that the Service has information relating to you should not disqualify you from consideration for a position. It is the responsibility of every Agency to comply with the Human Rights Code in deciding whether to hire an applicant or volunteer.  You can obtain information on the Human Rights Code through the website of the Ontario Human Rights Commission at www.ohrc.on.ca or by contacting the Commission at (416) 326-9511 (if you are within the Toronto area) or 1-800-387-9080  (Toll Free outside Toronto Area).

The role of the Service is simply to provide you with a summary of the information available through police databases. The agency that you want to work with is responsible for determining your suitability for the position that you have applied for; the result of any police reference check is just one component of the information available to and evaluated by the agency.

If you have any questions about the process by which a police reference check is carried out or if you have any questions about the specific results of your reference check, you may contact the Records Management Services department for more information.  The Service aims to ensure that everyone understands the information disclosed about themselves.

Records Management Services can be reached by telephone at 416-808-8244, our information line at 416-808-7991, our status line (for vulnerable sector waivers) 416-808-8253; by mail at Records Management Services Unit, Toronto Police Service, 40 College Street, Toronto, Ontario, M5G 2J3; or by email ReferenceCheckProgram@torontopolice.on.ca.