Record Checks

How long will it take to process my record check?

Most record checks can be completed within 10 business days.  Processing times may take longer if you have a criminal record or if you have resided outside of Woodstock in the last 5 years.

How will I receive the results of my record check?

Results will be sent to you via email (with a link to your completed record check) within 10 business days. Your record check results are intended to be shared electronically.

What Identification is acceptable?

The following is a list of items that are considered acceptable forms of identification:

• Passport
• Driver's licence
• Birth Certificate
• Canadian Citizenship Card
• Permanent Resident Card
• Certificate of Indian Status
• Immigration Documents (i.e. work or study permits)
• Military Family ID card (MFID)
• Record of Landing for Citizenship Applicant
• Certificate of Live Birth
• Nexus card
• Ontario Identification Card
• Photo Health Card

You may be required to provide a recent utility bill with your address on it.

Broad Record Checks

We are accepting Broad Record Checks for residents of Woodstock. These will require more time to process and could take 30 days or more before you receive your results.

What payment methods are accepted?

Debit, Visa and Mastercard are acceptable methods of payment. Exact cash can be accepted for in person applications.

What are the hours for getting a record check in person?

The Records Department is open Monday to Friday from 8:00am to 6:00pm. The office is closed on all statutory holidays.

Can I get a record check if I am under 18 years old?

You can apply for a record check if you are applying to volunteer or for employment with a government agency (municipal, provincial or federal). A letter from the government agency is needed.

How do I get a background check if I do not live in Canada?

If you live outside of Canada, the only way to get a record check is by submitting your fingerprints to the RCMP. Please contact the Records Unit.

Working in the Vulnerable Sector

What is a Vulnerable Person?

Section 6.3(1) of the Criminal Records Act defines a Vulnerable Person as a person who, because of his or her age, a disability, or other circumstances, whether temporary or permanent,

• is in a position of dependency on others; or
• is otherwise at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them.

Children are defined as being anyone under the age of 18.

Working in The Vulnerable Sector

People who volunteer or have jobs where they are in positions of trust or authority over children or vulnerable persons can be asked to obtain a vulnerable sector check. Being in a position of trust or authority is more than just having contact with children or vulnerable persons. To meet the legal requirements for a vulnerable sector check, the nature of the position – not the person – must cause the person to have authority over, or trust of, children or vulnerable persons.

The decision to request a vulnerable sector check is made by the hiring company or volunteer organization. If they determine that a position is one of trust or authority over children or vulnerable persons, they can request that an applicant for the position obtain a vulnerable sector check. The person or organization responsible for children or vulnerable persons also decides how often a vulnerable sector check must be repeated.

The police service will use information submitted by the applicant to determine if the position meets the legal requirements to conduct a vulnerable sector check. If the position does not meet the requirements of the Criminal Records Act for a vulnerable sector check, it is illegal for the police service to conduct one.

Application Process

You will be required to provide the police service with the following information:

• A description of the position
• The name of the organization staffing the position
• Details about the children or vulnerable persons (e.g. age, or other factors that can show how the person is vulnerable)
• If the position is volunteer, provide a letter from the organization stating the person will not be paid for services or any other personal expenses incurred.

An offer of employment or volunteer position must have been received by the applicant prior to the VS screening process being initiated. 

Once the police service has determined that the position meets the requirements for a vulnerable sector check, a name-based search will be conducted. In some cases, you will be required to submit fingerprints to confirm your identity. The use of fingerprints ensures the accuracy of the identification process. 

The Criminal Records Act requires that vulnerable sector checks be conducted for individual positions.  If you require multiple checks, an application must be submitted for each position.

Results of vulnerable sector checks are only made available to organizations located in Canada.

Declaring a criminal record

There are two methods for verification of a criminal record; either through the submission of fingerprints or by self-declaration.

Self-declaration of a criminal record is a process whereby the Applicant declares their adult criminal convictions to the Police Service in accordance with the CCRTIS Dissemination of Criminal Record Information policy.

A self-declaration must include all convictions for offences under Federal Law.

The self-declaration must not include:

• A conviction for which the applicant has received a Record Suspension in accordance with the Criminal Records Act
• A Finding of Guilt where the applicant was a “young person” under the Youth Criminal Justice Act, however, the RCMP will provide a response if fingerprints are submitted
• An Absolute or Conditional Discharge, pursuant to section 730 of the Criminal Code
• An offence for which the applicant was not convicted
• Any Provincial or Municipal offences
• Any charges dealt with outside of Canada

In order to release criminal convictions identified through a name based query, the Police Service must be satisfied that the applicant's declared criminal record information is a match to their registered criminal record held at the RCMP National Repository of Criminal Records.