Coach - Police Information Check


McKnight ePIC Coordinator
Susan Nicoll

ePIC@mcknighthockey.com

Coaches that require a police information check for the 2017-2018 season will be using the online Calgary Police Services application form.  Before you begin you will require a volunteer letter from McKnight Hockey Association.  This letter will ensure that you DO NOT get charged for your police check.  ***NEW THIS YEAR*** A Police Information Check is valid for 3 years, and will expire on May 31, of the third year.  McKnight will keep a hard copy of your Police Check on file, and will also update this information in the Hockey Canada Registry, which will link directly to your eHockey account.  If you do not know if your police information check is still valid, please login to your eHockey account.

All Coaches must have a valid police information check on file.


 

Please review important information regarding the mandatory police information check prior to completing your application.


McKnight Hockey Association has an agency account set up with the Calgary Police Service.  All police information checks must be completed using the CPS ePIC online program. (EPIC update email - July 30, 2015)

Below you will find the application instruction manual, as well you can click on the links below and view the application instruction video.

Please be sure to review the manual and video prior to beginning your police information check.

IMPORTANT ITEMS TO NOTE:

There are 14 simple steps involved in completing the ePIC application. You may exit or save the application at any time or choose to have the system erase all of the personal information or uploaded documents that you have included.

STEP 2 - GETTING STARTED:
As a coach you are applying for "VOLUNTEER".

STEP 3 - AGENCY INFORMATION:
McKnight Hockey Association has been registered as an agency and will show up under the drop down menu when you get to the agency information.

If you are renewing your application with McKnight Hockey, please choose "Renewal Application", if you are new to coaching with McKnight please choose "New Application".

STEP 5 - CREATE ACCOUNT:
You must create an account, please follow the instructions. You will be required to confirm your email account before continuing.

STEP 6 - SUPPORTING DOCUMENTATION:
Please be sure to have the required documentation prior to starting.

STEP 10 - REASON FOR APPLICATION
Choose "VOLUNTEER". You will be required to upload your Volunteer Organization Letter. Sample volunteer letter, please contact us for your letter! Failure to upload the Volunteer Organization Letter will result in payment required.  Payments incurred will NOT be covered by McKnight Hockey Association.

APPLICANT INSTRUCTION MANUAL

APPLICANT INSTRUCTION VIDEO

When ready to get started, click on the link below:



Should you have any questions please do not hesitate to contact us or if you're having "technical difficulties", please contact the CPS-PICUNIT for assistance. Please be sure to use a computer and not a tablet when completing the application, tablets are known to glitch as they do not always function properly with some websites.  Also, as per their website, there are a few known issues with Safari and the "back" button, read the website before you get started.


If you are asked to attend the CPS Unit for a follow up appointment, please remember to bring:

Two valid pieces of government issued identification:

Photo identification can be one of the following:

  • Driver's Licence
  • Identification Card from a Motor Vehicle Registry
  • Passport
  • Citizenship card
  • Permanent Residence card
  • Firearms License
  • National Defense card
  • Nexus card
  • Aboriginal Status card
  • Aviation Document Booklet

Non-photo identification can be one of the following:

  • Social Insurance Card
  • Provincial Healthcare Card
  • Birth Certificate
  • Marriage Certificate
  • Immigration papers

 


VULNERABLE SECTOR CHECK


If you will be working or volunteering with vulnerable members of society such as children, the elderly or persons with disabilities, you may need to complete a vulnerable sector (VS) check.  Examples of positions that may require a VS check include teachers, social workers, day-care workers, nurses and children's sports coaches.

A VS check is designed to protect vulnerable Canadians from dangerous offenders by uncovering the existence of a criminal record and/or a pardoned sexual offense conviction and is recommended as part of an overall employment or volunteer screening process.  The results of the check can help to determine whether an individual is suitable to work in positions where they will be in close contact with vulnerable people.

Getting a Vulnerable Sector Check

A VS check is initiated by the local police in the jurisdiction where you live.  Not all paid or volunteer positions require this type of check, so your prospective employer or organization should tell you what information you need to bring with you for police to start the check.

The police will use the Canadian Police Information Centre (CPIC) system as well as their own database to conduct a background search based on your name, gender and date of birth.  If your gender and date of birth match to a pardoned sex offender record, you will be asked to provide fingerprints to confirm your identity.  Be assured that:

  • This is not an accusation of criminality: Prints are used to confirm your identity only
  • Your fingerprints will be destroyed after 90 days - when the check is complete.  As with all civil checks, the RCMP does not keep your prints on file and they will not be searched for future purposes

Fingerprinting for a Vulnerable Sector Check

If your fingerprints are required for a VS check, the police service can take your prints or may refer you to an RCMP-accredited private fingerprinting company that is able to submit prints electronically.

Electronic fingerprinting can reduce the wait time required for a VS check from weeks to days.  Many police jurisdictions already have the technology needed to complete the process electronically - so be sure to ask. ~ (CALGARY POLICE SERVICE HAS THE TECHNOLOGY!)


WHAT IS A POLICE INFORMATION CHECK?

Police Information Checks are more than a Canadian criminal record check. Also known as a Police Information Check (PIC), information is searched from three databases and the results will be provided on a Calgary Police Service certificate letter. Disclosure will include Canada-wide Criminal Record History, Vulnerable Sector Search (if required) and Police History; this includes Local Police Information and Alberta Provincial court records.

The Calgary Police Service processes Police Information Checks for employment, volunteer opportunities and other relevant purposes, as well; provides Police Record Check information for persons applying for a record suspension (formerly a Pardon).

Standard processing time will be approximately 2-3 weeks; however, this may vary if a follow-up is required and/or an individual has to attend our Westwinds office.  Upon completion, a letter will be mailed to the applicant with the results from the application.   The Police Information Check Unit will not disclose to a third party - any specific information will be disclosed to the applicant only.  It is the coach's responsibility to forward a scanned copy of the clearance letter, without this letter the coach may be pulled from the bench.

Did you receive an attend letter?

If you receive an "attend" letter after submitting your application, follow instructions and call 3-1-1 for an appointment at Westwinds location only.

Individuals are requested to "follow-up" and attend the Police Information Check Unit for a variety of reasons.  Follow-up requests may be related to:

  • Submission of fingerprints to confirm or eliminate a criminal record associated to an applicants information
  • Submission of fingerprints for the Vulnerable Sector search to confirm or eliminate a pardon associated to applicants' information. Please see the RCMP website for more information: http://www.rcmp-grc.gc.ca/cr-cj/vulner/faq-eng.htm
  • To deal with outstanding warrant(s) on the National Police Computer System
  • Disclosure of police related relevant occurrence report(s)
  • Failure to submit a self-declaration form if you have existing criminal conviction(s)

NOTE: The above information cannot be discussed over the phone; however the Police Information Check Unit will disclose this follow-up request when you attend.

What databases are searched?

The Calgary Police Service uses three search mechanisms:

  • SENTRY - local records of the applicants involvement with Calgary Police Service 
  • J.O.I.N. - The Alberta court system (Justice Online Information Network)
  • C.P.I.C. - The Canadian Police Information Centre system and R.C.M.P. National repository in Ottawa.


This Police information check only provides information found at the time of the check, on the above listed systems.  The Calgary Police Service does not guarantee completeness of the information, as we are limited to information available on these systems.

This check does not include information found in any other jurisdiction's local police information system; nor does it include court information from any other provinces, except convictions registered on the National Repository for Canada and information entered onto the Canadian Police Information Centre System.

What disclosures are included?

  • Criminal Records - Adult and Youth (includes indictable, dual procedure and summary conviction offences)
  • Pending and outstanding charges
  • Outstanding warrants for arrest Canada-wide
  • Police Files/Information Reports: Relevant occurrences
  • Records of not criminally responsible by reasons of Mental Disorder pursuant to s.16(1) cc (disclosed if relevant)
  • Judicial Orders while in effect: probations, prohibitions, peace bonds and recognizance conditions
  • Vulnerable Sector Records (pardoned sex offender)
  • Absolute Discharge for one year period
  • Stay of Proceedings for one year period
  • Conditional Discharge for three year period
  • Alternative Measures for one year period



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