Applicant Screening Process

Background

A number of community groups and organizations exist within the Municipalities of Bradford West Gwillimbury and Innisfil which provide services to children, the disadvantaged and/or the elderly. It is recognized that these groups provide an invaluable service to our Communities. It is the policy of the South Simcoe Police Service to assist these groups in the delivery of their services within the community through the provisions, where appropriate, of information that may assist in the selection of volunteers/employees who have contact with vulnerable individuals.

This document provides details on accessing the screening process, the types of information that will be made available, and the roles and responsibilities of both the South Simcoe Police Service and your group or organization.

Community Group Acceptance

The Volunteer/Applicant Screening Process, for which there is a nominal fee of $15.00, is restricted to those organizations, which provide a service within the Municipalities of Bradford West Gwillimbury and Innisfil. The service must be directed at children, the elderly, or the disadvantaged. To be eligible the organization must be non-profit or required by legislation or a government policy to screen volunteers.

Screening Process

Included in this document is an Application Form. This form may be copied as required. A representative of your group or organization, together with the volunteer/applicant, are to jointly complete the Application Form.

It is the responsibility of the group or organization to ensure that the Application Form is filled out completely and accurately. This includes verifying the identity of the applicant by examining pieces of identification. The success of the process is dependant on this.

The completed Application Form and a photocopy of the applicant’s driver’s license, are to be delivered in person to the South Simcoe Police Service by the applicant requiring the search.

Applications will not be accepted without the Organization having first completed their portion of the form.

Responses to the screening requests will only be handed over in person to the applicant. It is left to the individual to provide your group or organization with the screening response.

It may be necessary to require the submission of fingerprints, or to request further personal information, in the unlikely event that an applicant disputes the information supplied.

Employment Screening

The South Simcoe Police Service charges a $40.00 fee for screening of individuals for employment purposes. Applications may be completed and submitted by the individual and requirements for the organizations involvement do not apply in these circumstances

Shared Information

The following range of information will be provided to the applicant. It is the applicant’s responsibility to provide the information to the group or organization.

Record of Criminal offences for which a Pardon has not been granted (adult and/or young offender, including summary offences)
Record of not criminally responsible on account of mental disorder
Apprehensions under the Mental Health Act
Convictions/pending charges under Federal and Provincial Statutes
Convictions/pending charges under the Child and Family Services Act
Probation, Prohibition, Restraining Orders and other judicial orders, which are in effect
Records of discharges not removed from the CPIC System
Occurrence information, which the South Simcoe Police Service deem necessary to fulfill the requirements of the volunteer screening process

Vulnerable Sector Queries

At the request of the organization and with the authorization of the applicant, a Vulnerable Sector screening search for Pardoned Sexual offenders is conducted. This search is specifically for individuals who will be employed or volunteering in a position that requires direct contact with children, seniors and vulnerable adults, such as teachers, social workers, taxi drivers, day-care workers, adoptive parents, etc.

Cautionary Note

No screening process is foolproof. Matches on information are based on name and personal identifiers and not by fingerprint comparison. False identification or legal name changes may conceal pertinent information.

Roles and Responsibilities

It is essential that the agencies and the South Simcoe Police Service agree to, and understand, their respective roles and responsibilities in the screening process.

The Organization/agency shall:

Understand the implications of the Human Rights Code as it applies to hiring. There should be a clear view of the types of information that may constitute a “bonafide” reason for refusing to hire an applicant or volunteer.
Advise each applicant/volunteer that the presence of information provided by the South Simcoe Police Service does not necessarily mean a disqualification from the position sought.
Guarantee that applications for screening will be made only for the purpose of determining the suitability of an applicant or volunteer for a position within the group or organization.
Guarantee that the information received from the applicant will only be used for the purpose it was provided for and will not be disseminated or disclosed in any manner.
Ensure that each applicant/volunteer understands the process to which they are consenting.
Understand that the South Simcoe Police Service is providing the information as a service and is in no way commenting on the suitability of the person for the position sought.
Understand that the response to the screening request provided by the South Simcoe Police Service is based upon personal descriptors provided and the accuracy of the process cannot be guaranteed
Agree to screen only the applicant/volunteer, which has tentatively been selected for the position, not all of the candidates.

South Simcoe Police Service will:

Provide the results of the screening process to the applicant/volunteer.
Take all reasonable steps to ensure the applicant/volunteer is the subject of the information.

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