Why does the school board conduct police records checks?
All school boards in Ontario must conduct police records checks under the Education Act to ensure that students and employees are provided with safe, secure learning environments.
Is this a new initiative?
No. Police records checks have been a legal requirement for several years and apply to any person who works closely with students. These procedures ensure that police record check practices are consistent across the Board.
Who conducts Police Reference Checks?
Police record checks are provided by the police service where the person lives, and checks are coordinated by the Board through the Police Records Check Office within People & Culture. For most volunteers, Principals will coordinate and receive the check from the volunteer directly.
Is the Police Records Check Office new?
No. The Police Records Check Office is a department of full-time dedicated employees that coordinates checks for the entire Board. This includes employees, prospective employees, contractors, vendors, volunteers, or any person who works around students.
As a parent, do I need to conduct a police record check anytime I volunteer?
Volunteers take part in various school initiatives. Whether a check is needed depends on several factors, including whether a volunteer is under the supervision of a Board employee, the frequency and type of the volunteer activity, and whether there has been a change at any time during the year.
Who can I speak to about whether a police record check is needed, and if I have more questions?
Any person who wishes to volunteer is encouraged to speak directly with the Principal of the school. Principals can help decide whether a police record check will be needed. Principals should refer to Operational Procedure PRXYZ or contact the Police Records Check Office at PoliceReferenceCheckOffice@tdsb.on.ca for questions.
How long do police records checks take?
Wait times can vary depending on the type of check needed and the service volumes being experienced by the police service. According to Toronto Police Service, wait times for a Vulnerable Sector Check can take between 2–3 months to complete. Other types of checks can be completed within several weeks. Prospective volunteers are encouraged to visit Toronto Police Services – Background Checks for further information.
When should I apply for a police records check?
Volunteers are encouraged to speak with the Principal and ensure a police record check is started as early as possible in the school year.
How often do I need to supply a police check?
Volunteers should consult with the school Principal to determine whether a new application will be needed, the type of check required, or whether an Annual Offence Declaration will be sufficient. A new check will be needed if there has been a change in a person’s criminal record.
What is new about this procedure?
The Board routinely reviews and updates its operating procedures to ensure that processes comply with the law and its own policies. This revised procedure ensures consistency across the Board for how police records are checked, collected, retained, and reviewed.
What changes are being made?
There are no changes. The revised procedure clarifies and better defines who is considered a service provider; details the different types of checks that can be carried out by police services; prescribes the privacy requirements on the Board when carrying out and retaining information pursuant to the procedure; and sets out the investigation process that will follow a positive check.
Am I prohibited from volunteering at the school if I have a criminal record?
A positive criminal record will be subject to investigation by the Board to decide if the record is incompatible with its duty to protect students and staff. The Board will not hire or continue to employ persons who have direct contact with students if their police records place the safety and well-being of students or employees at risk.
How much do police records checks cost for volunteers?
According to the Toronto Police Service, as of April 1, 2022, a Criminal Record Check and Judicial Matters Check for government volunteers is available at no charge. For a Vulnerable Sector Check, the cost is $6.72.