Criminal record checks

Individuals who belong to a professional body that required a criminal record check as a condition of membership will need to provide UBC with proof of current membership.

Proof of membership must be retained by the department, and that proof will be required every five years.

Participating professional governing bodies are:

• B.C. British Columbia Association of Podiatrists
• Board of Examiners in Optometry
• British Columbia College of Chiropractors
• British Columbia College of Pharmacists
• British Columbia College of Social Workers
• British Columbia College of Teachers
• College of Dental Hygienists of B.C.
• College of Dental Surgeons of B.C.
• College of Denturists of B.C.
• College of Dietitians of British Columbia
• College of Licensed Practical Nurses of B.C.
• College of Massage Therapists of B.C.
• College of Midwives of B.C.
• College of Naturopathic Physicians of B.C.
• College of Occupational Therapists of B.C.
• College of Opticians of B.C.
• College of Physical Therapists of B.C.
• College of Physicians and Surgeons of B.C.
• College of Psychologists of British Columbia
• College of Registered Nurses’ of British Columbia
• College of Registered Psychiatric Nurses of
• College of Traditional Chinese Medicine Practitioners and Acupuncturists of B.C.

The hiring manager is responsible for determining if a role requires a criminal records check.  Prospective employees must be informed at the interview stage that a criminal record check is required, and that any offer of employment is contingent pending the results of the criminal record check.

For faculty and staff positions, review the Position Management System and complete the criminal record check requirement. If you have “pooled” positions in Position Management, and only some staff or faculty in that pool requires a criminal record check, call your HR Associate for assistance.

• Child: Means an individual under 19 years of age
• Vulnerable adult: Means an individual 19 years or older, who receives health services, other than acute care, from a hospital, facility, unit, society, service, or public agency.
• Work with children: Means working with children directly or having or potentially having unsupervised access to children
  a) In the ordinary course of employment,
  b) In the practice of an occupation, or
  c) During the course of an education program.
• Work with vulnerable adults: Means working with vulnerable adults directly or having or potentially having unsupervised access to vulnerable adults
  a) In the ordinary course of employment
  b) In the practice of an occupation, or
  c) During the course of an education program.

Provide the prospective employee with the Consent to a criminal record check form (pdf) and obtain their signature. Individuals must appear in person and present two pieces of identification prior to having their criminal record check done. One piece of ID must be government issued and include the individual’s name, date of birth, signature and photo.

For auditing purposes, the Criminal Records Review Program (CRRP) requires an organization to retain the original authorized consent form of the individual for a period of five years. The organization must be able to produce a copy of the signed consent form upon request of the CRRP.

To start the criminal record check process, the consent form must be submitted to the Criminal Records Review Program (CRRP) in one of two ways:

• CRC Online, which allows you to expedite the CRC by providing payment and consent forms securely online. This method provides consent form and payment receipt confirmation immediately and doesn't accept incomplete information, eliminating incomplete letters and subsequent delays. This service option generally returns results to the organization within two to three business days. Learn more about B.C.'s criminal record check online service.
• Mail or fax. The manual process uses the mail system or fax system. Forward a copy of the form, along with payment, to the CRRP by mail:
  
  Criminal Records Review, Ministry of Public Safety and Solicitor General
  PO Box 9217 Stn Prov Govt
  Victoria, B.C. V8W 9J1
  
  Fax option: If the fee is being paid by credit card, you can fax the credit card authorization form with the completed form to 1 250 356 1889.

The Criminal Records Review Program will notify you with the results of the criminal record check. Send the original criminal record check authorization, along with the results of the CRC, in a confidential envelope to:

Melissa Jacobo, Faculty Relations assistant
Department of Human Resources
600 – 6190 Agronomy Road
Vancouver, BC V6T 1Z3
 

Be sure to maintain a copy for your confidential files. The CRC and results will be kept in the employee’s personnel file in Human Resources and the confirmation of the authorization will be recorded so that we can track all those staff/faculty with CRCs, and who will need them again in five years.