Police Background Check – Student Life Team
Volunteers play an important role in creating a vibrant Carleton campus. Whether it’s welcoming new students through the various Orientation Programs, hosting engaging events through Campus Activity Board, or assisting with SOAR Student Leadership Conference; a lot of the great work being done is made possible by over 1,000 students who volunteer annually with the Student Life Team as part of the Student Experience Office and the International Student Services Office.
To ensure a safe environment, all volunteers and paid staff must submit a Police Record Check (PRC) consisting of Level 3 – Vulnerable Sector Check.
IMPORTANT INFORMATION: Ottawa Police Services are offering Vulnerable Sector Checks for FREE for all student volunteers with an Ottawa residence address. Please note, you will need to submit a volunteer letter which can be downloaded from our password-protected website. Please contact prc@carleton.ca to obtain password if you have not received it from your program/event leader.
Please note the Student Experience Office will accept PRCs issued on or after November 1st, 2023.
Student staff who are PAID employees are also required to submit a Police Record Check as part of your employment. Please use the same form below to submit this to our database. Of note – paid staff are NOT eligible to use a volunteer letter to assist with the PRC fees. If you have any questions, please contact your direct manager.
When you have obtained your PRC, please complete the form through the link below to begin the process for submitting your file to be added to our Student Life Team Volunteer Database.
Please contact us with any questions you might have at prc@carleton.ca
Volunteer FAQs
- How long does it take to obtain an PRC?
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While processing times can vary, the Ottawa Police Department are currently advising a 24-48 hour cycle. Timelines are subject to a Monday-Friday work schedule and any requirement to contact other Police Services may add additional processing time. Processing timelines do not account for postage processing (if applicable).
Please contact the Ottawa Police Department at RecordsCheck@ottawapolice.ca with any questions.
- What do I do if I don't have an Ottawa residence address?
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If you are volunteering for a Student Life event or program and do not have an Ottawa residence, you will need to obtain a Police Record Check in your home district. Each district has different requirements; we strongly encourage participants to reach out to their local Police Department early to identify the steps that might be involved and contact your program lead to discuss any supporting documents that we can help provide (IE – volunteer letters, letter of support, etc).
If you are having difficulty obtaining your police record check, please send us an email at prc@carleton.ca with your name, student number, area/address and information about the program/event you are volunteering with.
- How long is my PRC valid?
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As per Ottawa Police; records checks are a point in time search and only valid on the day they are issued, since information can change from day-to-day. The police service does not determine an expiry date. For our Student Life programming, we will accept PRCs issued on or after November 1st, 2023.
Please note, the PRCs are an added step of security in-addition to our review through Carleton’s Judiciary List where we reach out to various campus stakeholders to ensure potential volunteers are in good standing.
- I am a paid staff member, not a volunteer, do I still need to follow this process?
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Yes – all paid staff members working with the Student Life Team are required to provide a Police Record Check with a Vulnerable Sector Check level as part of their employment. As a paid employee, you are NOT eligible to use a Volunteer Letter and must cover any expenses associated with this process on your own. If you have any questions, please contact your hiring manager.
Please submit your Police Record Check through the same database for our files.
Please contact us with any questions you might have at prc@carleton.ca
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