AP 495 - Criminal Record Checks for Volunteers
BackgroundHorizon School Division supports the use of volunteers in our schools. Volunteers are people who, upon the request of the school division or principal, willingly undertake a service to schools without remuneration. Volunteer services to schools include, but are not limited to, internships, field experience/practicum students, facilitating/supervising curricular activities, coaching/supervising extracurricular activities, transporting students, and being an SCC Member.
Ensuring a safe and caring environment for students is the primary consideration in the selection and use of volunteers.
DefinitionsCriminal Record Check (CRC)
This process verifies whether an individual has a criminal record and provides the applicant with detailed information that can be legally disclosed.
Vulnerable Sector Check (VSC)This process verifies whether an individual has a criminal record, as well as any record suspensions (formerly pardons) for sexual offences and local police records for information relevant to the VSC. The information that can be legally disclosed is provided to the applicant. Read frequently asked questions about vulnerable sector checks.
VolunteersThe RCMP defines 'volunteer work' as benevolent work for which an individual does not receive financial compensation for his/her time and is not ordered to do so by a court or a judicial body. In order to have the fee waived, the application must be accompanied by a letter from the volunteer organization with the following information:
● The name and address of the organization that requires the screening
● Name of volunteer
● The reason for the screening (ie: volunteer, non-faculty coach, etc.) and where a VSC was requested,
who you will be working with (children/youth)
● A statement that the individual will not be paid for their work
Procedures1. The principal shall be responsible for the selection and approval of all volunteers in their schools.
2. All volunteers who, in the purview of the principal, will be alone with students in a position of authority, shall require a Criminal Record Check and Vulnerable Sector Check.
2.1. CRCs and VSCs must have been completed within the past three (3) months for all new volunteers in Horizon School Division.
2.2. Only original documentation, or copies that are certified by the principal, as being true copies of the original documentation, will be accepted.
2.3. Volunteers in this category are required to have a CRC and VSC completed every three (3) years.
3. All volunteers who, in the purview of the principal, will not be alone with students nor in a position of authority over students, shall require a Criminal Record Check.
3.1. CRCs must have been completed within the past three (3) months for all new volunteers in Horizon School Division.
3.2. Only original documentation, or copies that are certified by the principal, as being true copies of the original documentation, will be accepted.
3.3. Volunteers in this category are required to have a CRC completed every three (3) years.
4. If an individual from an outside agency is required to provide their services in Horizon School Division, a CRC will be required.
4.1 If the outside agency has a CRC policy in place, individuals will not be required to have an additional CRC completed, while providing services in Horizon School Division.
5. Any costs associated or incurred with the request for a CRC and/or VSC is the responsibility of the volunteer.
5.1 In the event further information is required regarding the criminal record status of a volunteer, the volunteer must sign an affidavit in order to be approved. The volunteer’s affidavit shall remain in effect until such time as the completed CRC and/or VSC has been received. The Director of Education (or designate) may, at their discretion, request updates regarding the status of the CRC and/or VSC.
6. Volunteers must immediately inform the Principal if there is a change in their criminal record status.
6.1 Principals must immediately inform the Director of Education, or designate, in regards to any changes they become aware of.
7. CRCs/VSCs are valid as of the date they were conducted, results are provided with a date of completion, not an expiration date.
8. Completed Criminal Record Checks will be kept on file by the school administration and archived forms will be retained for seven (7) years.
9. The Director of Education, or designate, will annually conduct audits of selected schools of this administrative procedure.
Reference: Sections 85, 87, Education Act
Controlled Drug and Substance ActCriminal Code of Canada
Criminal Records Act
Food and Drugs Act
Narcotics Control Act
Criminal Records Regulations
Royal Canadian Mounted Police FAQ
April 4, 2011Revised September 14, 2015
December 15, 2015
September 22, 2022