Section 1.2: System Policies and Procedures

Approved: January 18, 2005

Revised: April 7, 2026

POLICE RECORD CHECKS

1.0             Rationale

District School Board Ontario North East (DSB1) has the responsibility, under The Education Act, to provide a safe and secure working and learning environment for students and employees.  The board is in a position of trust with regard to students and must strive to protect their intellectual, physical, mental, and emotional well-being.   

2.0             Definitions

Criminal Record and Judicial Matters Check: means a document concerning an individual :

1. that was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database within six (6) months, and,
2. that provides all information permitted to be disclosed in a basic criminal record check and includes additional information such as outstanding charges, warrants, certain judicial orders, and absolute and conditional discharges.

Vulnerable Sector Check: means a document concerning an individual

1. that was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database within six (6) months; 
2. is an in-depth check that includes all information permitted to be disclosed in a CRJMC as well as applicable findings of not criminally responsible on account of mental disorder, record suspensions related to sexually-based offences, and non-conviction charges-related information in certain circumstances and when a strict test is met.

Offence Declaration: means, in respect of a Board:

1. a declaration signed by an individual declaring no convictions and/or charges for offences under the Criminal Records Act (Canada) for which a pardon under Section 4.1 of the Criminal Records Act (Canada) has not been issued or granted, up to the date of declaration, that are not included in the last police check collected and/or since the last offence declaration, or
2. a written declaration listing all of the individual’s new charges and/or convictions for offences under the Criminal Records Act (Canda) for which a pardon under Section 4.1 of the Criminal Records Act (Canada) has not been issued or granted, up to the date of declaration, that are not included in the last police check collected and/or since the last offence declaration.

Emergency Interim Offence Declaration: An offence declaration submitted to the Board that permits a new employee to commence their role prior to the submission of a police check. Proof of application for a police check must have been submitted to Human Resources. Additional measures may be put in place to protect students who interact with the individual until the police record check is collected. 

Direct contact: in schools, this refers to direct 1:1 care, by a person in a position that has trust of or authority over vulnerable persons.

Service Provider: means an individual who is not employed by the Board but who has direct and/or regular contact with students while:

1. providing goods or services under contract, carrying out employment functions for a contracted provider, or
2. providing services to someone contracted by the Minister.

Identification Card: means a wallet sized card, issued to an individual Service Provider who has been determined to present no unacceptable risk to students who may attend school property and come in direct and regular contact with students.

3.0             Policy

DSB1 will not hire into its employ or continue to employ persons who will have direct and regular contact with students who have police records and/or patterns of behaviour which place students or staff at risk.

DSB1 will not allow school access to Service Providers or Others who have direct and regular contact with students:

• who cannot provide evidence of a completed Vulnerable Sector Check or
• who have provided a Vulnerable Sector Check which has been adjudicated and found to present unacceptable risk to students and/or staff.

DSB1 will not allow school access to Service Providers or Others who do not have direct and regular contact with students:

• who cannot provide evidence of a completed Criminal Record and Judicial Matters Check, or
• who have provided a Criminal Record and Judicial Matters Check which has been adjudicated and found to present unacceptable risk to students and/or staff. the policy statement here.