Essential Guide to Volunteer Police Records Checks in Canada

Making sure volunteers have the right criminal record checks is crucial for any volunteer program. A police record check, sometimes referred to as a reference check, helps ensure a safe and trustworthy environment. They allow nonprofits to confirm the backgrounds of their volunteers to maintain public safety.

You, as a volunteer manager, need to clearly communicate the requirements for identity verification and volunteer screening to your applicants. By doing so, you not only ensure compliance with laws, but you also uphold the integrity and safety of your programs. Explaining why these checks are essential can help volunteers understand their role in maintaining a secure community.

Your program's success hinges on trust and safety. This article will cover the steps for getting these checks, their importance and how to explain them effectively to your volunteers.

Volunteer Roles Requiring a Police Information Check

Volunteering is a rewarding experience that offers the opportunity to give back to the community. However, if the volunteer position in question involves work with vulnerable adults or sensitive responsibilities, it may require additional safeguards, such as a police vulnerable sector check. This specific type of criminal background check ensures the trustworthiness of individuals placed in sensitive positions. So, the intention of protecting both the volunteers and those they serve should always guide volunteer managers.

Why Police Information Checks Are Necessary

While it’s only understandable that volunteers want to roll up their sleeves and get involved, many roles simply pose a higher risk if occupied by someone with a problematic background. Naturally, communicating in those scenarios requires a certain degree of sensitivity. 

Saying that a mentor working with at-risk youth or a healthcare assistant helping a vulnerable person must demonstrate a clean record, is one thing. Respectfully communicating the goal of crime prevention, let alone rejecting unsuitable candidates, is another.

Additionally, volunteer positions handling sensitive information or financial transactions, such as administrative roles in nonprofit organizations or volunteer treasurers for community groups, may require a level of trust that can only be assured through a police check. These roles often have access to personal data or organizational funds, making it imperative to verify the integrity of those filling these positions.

Legal and Organizational Requirements

The necessity of police information checks in volunteer roles in Canada is driven by both national and local regulations. One example of that is the Vulnerable Sector Check. It’s a common requirement for roles involving close contact with vulnerable populations.

Organizations themselves also implement policies that require police checks. That way, they ensure fostering a safe environment for both volunteers and those they serve.

Importance of Transparent Communication

When discussing the need for police checks with prospective volunteers, it's essential to communicate transparently. Clearly explaining the reasons for these checks emphasizes that they are in place to protect everyone involved and that confidentiality will be strictly maintained. Transparent communication helps demystify the process. If you underscore these checks are a standard procedure, they can also serve as an opportunity to align on your organization’s values.

A helpful strategy for addressing police checks is to include clear messaging in recruitment materials. This could involve a brief explanation of why the check is necessary, what it entails and how it benefits the community. Sharing testimonials from current volunteers who have undergone the checks can also be reassuring, offering firsthand perspectives that validate the importance and routine nature of these checks.

Supporting Each Applicant During The Screening Process

There are different types of police record checks available. Some common types include criminal background and reference checks. Each type covers various aspects of an applicant's history. 

• Standard Criminal Record Check: This basic check searches for criminal convictions in the Canadian Police Information Centre (CPIC) database.
• Criminal Record and Judicial Matters Check: This enhanced check includes the standard check plus any outstanding charges, warrants and certain court orders.
• Vulnerable Sector Check: This is the most comprehensive check, designed for those working with vulnerable populations like children or seniors. It includes pardoned sexual offenses and requires fingerprinting.

Organizations decide which type of check is necessary based on the position, and some need to be performed by the organizations on behalf of applicants. For younger volunteers, those requirements may differ due to the Youth Criminal Justice Act.

For volunteering organizations and sports organizers, it’s advisable to communicate the steps involved in applications from day one. Ideally, you’ll want to create assets about necessary documents such as passports or driver’s licenses. Make sure to consider differences under your local jurisdiction. This avoids unnecessary back and forth during each application.

These support systems can take many forms. Creating an FAQ section, offering a helpline or assigning dedicated staff to help can all be beneficial.

Since processing times for police checks can vary, you should also make an effort to build the right expectations in terms of time frames. Most applicants will be anxious to start, so it’s best to develop a communication strategy for that waiting period to keep engagement high. It can also help to communicate early on how errors in submitted information can affect waiting times.

Using a volunteer onboarding platform like Rosterfy can streamline the entire process. It lets volunteer managers present all necessary information in a personalized volunteer portal. Volunteers can track their progress and get updates while they’re waiting for final results. Rosterfy also comes with several workflow automations to save valuable time, from automated communication for interview invitations and scheduling to role-specific checkpoint criteria and integrated background checks.

Features like these allow staff to focus on their mission while keeping standards high and building trust with their community.

Help Making The Vulnerable Sector Safer

Ensuring a safe and trustworthy environment for your volunteers is paramount, but managing police checks and other background screenings can be a complex and time-consuming task. Rosterfy is here to help. With our streamlined onboarding platform, you can automate and simplify every step of the process, from application submissions to background checks and beyond.

Book a call today to see how Rosterfy can help you safeguard your community while saving valuable time and resources. Let us show you how easy it is to keep your volunteer programs running smoothly and securely.

About Rosterfy

Rosterfy is used by nonprofits, charities, sporting federations, local governments, and more to better manage their volunteer programs by improving how they can recruit, screen, train, and retain volunteers.

Our market leading technology helps you create an engaging experience throughout the whole lifecycle of your volunteer journey.

Book a call today.

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