The Records Department provides police clearance checks for individuals requiring background screening for employment, volunteer work, adoption, immigration, or other purposes. Our team processes various types of checks, including Criminal Record Checks, Criminal Record and Judicial Matters Checks, and Vulnerable Sector Checks.
We are committed to providing accurate, timely, and confidential service while adhering to all legislative and privacy requirements. This page provides information about the different types of checks available, required documentation, fees, and how to apply.
Please note that processing times for police clearance checks can take up to 30 business days. Due to high demand, we often experience a large volume of requests. We kindly ask that you only contact us if your application has exceeded 30 business days, as our team is working diligently to process all requests as quickly as possible. Thank you for your patience and understanding as we work to serve the community efficiently.
We offer three levels of Record Checks:
Police Criminal Record Check (PCRC)
This check is intended for applicants who are involved as a volunteer, employee or in any situation where a BASIC Police Criminal Record Check is requested. This check is NOT intended for applicants who are seeking volunteer and/or employment with vulnerable persons.
Police Criminal Record and Judicial Matters Check (CRJMC)
This check is intended for applicants who are seeking volunteer and/or employment with agencies that require a Police Criminal Record Check, along with local police involvement. The agency has determined that a search of pardoned sex offenders or contacts relating to mental health apprehensions is not required; therefore, this check is NOT intended for applicants who are seeking volunteer and /or employment with vulnerable persons.
Police Vulnerable Sector Check (PVSC)
A vulnerable sector check is a police information check plus a check to see if a person has a record suspension (pardon) for sexual offences.
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.
A position of trust of authority is created when an individual’s relationship with someone else has any of the following characteristics:
- Decision-making power
- Unsupervised access
- Closeness inherent in the relationship
- Personal nature of the activity itself
Children are defined as being anyone under the age of 18. Vulnerable persons are people who, because of their age, disability or other circumstance, are more vulnerable than others.
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.”
More information on Vulnerable Sector Checks can be found here:
Vulnerable sector checks | Royal Canadian Mounted Police
In some cases, based on the information provided, Chatham-Kent Police Service (CKPS) may determine that an applicant should have applied for a Vulnerable Sector Check as opposed to a Criminal Record Check. If the applicant or the requesting organization disagrees, the requested record check will still be issued, along with a note indicating that CKPS advised a Vulnerable Sector Check was recommended. Ultimately, it is the responsibility of the applicant and organization to ensure they are requesting the correct type of record check.
FAQS
Frequently asked questions
We strive to complete our record checks as soon as possible, but depending on our current volume of requests, and time of year wait times can vary. We will update our website to let you know our current estimated processing times. Please only contact us to inquire about processing times if your record check request has exceeded the wait time listed on our website. Inquiries relating to record checks that are currently within the timeline will not be responded to. Please also ensure you have all documentation ready when submitting a record check. Incorrect or missing information will delay your record check even further.
No. All record check requests must be done through our online platform and can be submitted 24 hours a day, 7 days a week.
No. We do not have a system in place to process ‘rush’ requests. All record check requests are processed based on the date and time they are received.
You will be sent an email detailing that your record check has been completed, and your results can be downloaded from our website. The documents will be available for 90 days. Please ensure you save your results in a secure location. After 90 days have passed, we are unable to reactivate your results and you will be required to submit and pay for another record check request If you have not saved the results.
If there is an issue that prevents us from processing your application, you will be sent one email indicating the issue. You have 30 days to respond and provide any additional information or documentation we are requesting. If no response is received within 30 days your application will be considered abandoned and no refund will be issued. Please note that delays in providing the requested information or documentation will further delay your application.
In order to check the status of your Online Record Check Request you can login to our online portal, using the username and password you used when originally submitting your Record Check request.
In certain cases you may be required to attend CKPS Headquarters to be fingerprinted. In these cases, you will receive an email requesting you call our Record Check Department to schedule these appointments. Appointments are available Monday-Friday, during normal business hours.
Prior to applying for a record check, we highly recommend you confirm with your organization what type of record check they require. No refunds will be issued if you request the incorrect police record check. In certain instances, we may contact you if we believe you have submitted for the incorrect type of check. However, it is ultimately the responsibility of the applicant to apply for the correct record check.
No, only current residents of Chatham-Kent, who pay taxes to the municipality of Chatham can apply through Chatham-Kent Police.
Under the “Police Clearance Checks” section of our CKPS website, please select “Get Started” which will bring you to our processing website. In the top right corner of the webpage you will see an option to select “Forgot Username” and “Forgot Password”. You will be asked several questions in order to retrieve your lost information.
Children’s Law Reform Act (CLRA) Police Record Check
The Children’s Law Reform Act (CLRA) requires all non-parent applicants seeking custody (decision-making responsibility) or parenting time in family court to provide the court with a CLRA Police Record Check. This is a specialized check, distinct from other types such as a Criminal Record Check or Vulnerable Sector Check.
Who should apply?
This check is required for any non-parent who is applying to the court for decision-making responsibility or parenting time under the CLRA. This level of police check is not available online. You must download the form and bring to Police HQ during office hours (8am-4pm).
Steps to completing your CLRA Police Record Check
- Download and complete the CLRA Police Record Check Form
- Bring the form to Chatham-Kent Police Service HQ
- Bring two pieces of valid Government-issued ID (at least one photo ID)
- Pay the applicable fee of $100 at the time of submission. Payment is cash, debit, or credit.
The police service will process your application within two weeks and provide you with the certified results to submit to the court by mail or pick-up. Please note that the application is non-refundable.
Record Suspension – Local Indices Check
If you are in the process of applying for a Record Suspension and need a Local Indices check, please select the button below.