H8 – Security Checks

Originator: Chief Human Resources Officer
Approver: Leadership Council
Effective: February 14, 2017
Replaces: New

1. Preamble

A security check is a highly confidential investigation into an individual’s record of crime, child abuse and/or adult abuse. Depending on the nature of the position sought, an applicant for employment at RRC Polytech may be required to provide a security check before being hired. Security checks are supplemental to reference checks and are required to assess the reliability and suitability of an applicant.

2. Policy

An applicant for a Designated Position at RRC Polytech must complete all applicable security checks before being hired and reporting for their first day of work.

Criminal Record Checks (CRC) apply in cases where duties of the position would involve regular access to sensitive material, financial responsibility, handling cash, or where the primary function of the position involves the security of staff, students, clients and/or property.

Vulnerable Sector Checks (VSC) apply in cases where duties of the position involve working with persons who, because of their age, disability or other circumstance are in a position of dependence on others or are otherwise at a greater risk than the general population of being harmed by persons in a position of authority or trust relative to them.

Child Abuse Registry Checks (CAR) apply in cases where duties of the position would involve the care of a child or may be permitted unsupervised access to a child.

Adult Abuse Registry Checks (AAR) apply in cases where duties of the position would involve working with vulnerable adults.

3. Definitions

“Designated Position” refers to a position of employment at the College which has been identified by Human Resource Services as requiring a security check. A list of Designated Positions is provided as Appendix A to this policy, however, Human Resource Services should be contacted to determine whether the list has been updated.

“Manager” refers to the individual responsible for managing employees within a particular department or academic program at the College. A Manager may include: a Chair, a Dean or Director, Supervisor, or Manager.

4. Procedures

4.1

The Director of Human Resource Services, in conjunction with management, will identify Designated Positions that require a CRC, VSC, CAR and/or AAR. Human Resource Services will maintain a list of Designated Positions.

4.2

Applicants for Designated Positions will be advised that they “may be subject to a Criminal Record Check, Vulnerable Sector Check, Child Abuse Registry Check and/or Adult Abuse Registry Check “. This statement will appear on any and all job postings for a Designated Position.

4.3

When a letter of offer is given, the successful candidate will be asked to bring in a current CRC, VSC, CAR and/or AAR certificate or a receipt indicating they have applied for one at the applicant’s expense on their first day of work. When only a CRC is required, the successful candidate will be given the option to complete the CRC online. This will be indicated in the letter of offer.

4.4

Security checks must be dated within 90 days of request.

4.5

If there is a competition for a particular position, Human Resource Services will confirm that the security check documentation is satisfactory and will inform the Manager.

4.6

For direct appointments, the Manager will be responsible for confirming that the security check is satisfactory. If the security check reveals a record of any kind, the Manager must inform the Human Resource Consultant.

4.7

In the event that an eligibility list is to be established for a Designated Position, selected applicants’ names will be placed on a “conditional” eligibility list. Applicants on the eligibility list will receive written notice that eligibility is conditional on a satisfactory security check. A satisfactory security check must be completed before an offer of employment can be made to any eligible applicant.

4.8

Following verification of a satisfactory security check, an applicant will be given an offer of employment and provided notification of start date.

4.9

If a security check reveals a record of any kind the Human Resource Consultant, in consultation with the Manager, will consider the nature and extent of the record. The effect of the record on the bona fide requirements of the Designated Position will be considered.

4.10

Once the assessment has been completed, the Human Resource Consultant will notify the Director of Human Resource Services in writing of the circumstances and their recommendation. An offer of employment will not be made until the Director of Human Resource Services has consulted the Chief Human Resources Officer and approves the Human Resource Consultant’s recommendation.

4.11

If a preliminary security check is not satisfactory, the applicant will be notified if additional checks are required or the applicant will be provided a reason for not being selected.

4.12

Nothing prevents the College from granting employment on a conditional basis while requested documentation is being processed.

4.13

For all Designated Positions:

1. confirmation of the applicable security checks will be noted in the competition file with the date and signature of the Human Resource Consultant;
2. a copy of the security check will be placed in a sealed envelope in the employee file; and
3. the letter of offer of employment will reference either the condition of a satisfactory security check or confirmation that a satisfactory security check has been received and verified.

Related Legislation and Policy

Sex Offender Information Regulation Act S.C. 2004, c.10
The Child and Family Services Act C.C.S.M. c. C80
The Adult Abuse Registry Act C.C.S.M. c. A4

H9 – Criminal Charges and Self-Reporting

Appendix A

Designated Positions that Require a Criminal Record Check, Vulnerable Sector Check, Child Abuse Registry Check and/or Adult Abuse Registry Check