Criminal Record Checks (CRC) FAQs
Who needs to complete a CRC?
All UBC faculty and staff who work directly with children or vulnerable adults, or who have or potentially have unsupervised access to children or vulnerable adults, are subject to a CRC every five years. This includes, but is not limited to: clinical and non-clinical UBC faculty and staff (including student employees) who work at the Provincial Health Service Authority facilities (Children’s Hospital including Mental Health, Sunny Hill Health Centre for Children, Women’s Hospital and Health Centre), and any UBC child care facility.
Fore more information please refer to the UBC Policy for Criminal Record Checks or the BC Ministry of Justice Criminal Record Review Act.
What if I don't work with children or vulnerable adults?
All volunteers, students and trainees working on the Oak Street Campus potentially have unsupervised access to children, even if you're not directly workshop with children a CRC is required every 5 years.
How do I consent/complete a CRC?
The request for a CRC is submitted to the BC Ministry of Justice by 'Consenting by Mail or Fax' or 'Consenting Online'. Please note the process varies by department. It is important you check with your supervisor, lab manager or the Department's HR Advisor before consenting to a CRC so you complete the correct process.
1. Consenting by Mail or Fax - To be completed by applicants that have not been provided with an access code to complete the Consenting Online or are new to Canada.
- Go to the BC Ministry of Justice forms page and download the Employee Criminal Record Check Consent Form
- Open the 'Consent to a Criminal Record Check' form and complete the following
- Schedule Type: A, Works with Children and Vulnerable Adults
- Part 1: Provide the personal information required
- Part 2: Provide the organization information in Section A (for applicants provided with an ID#) or Section B (for applicants without an ID#. Please note the organization information included will verify depending on the departmental process, ie. BC Children's Hospital, PHSA, UBC)
- Organization Type: Health Authority
- Sign and date the form
- Review the 'Checklist for Applicant' on the back page of the form
- Return the form to your supervisor, lab manager or the Department's HR Advisor to submit. They are responsible for the identify verification, pre-authorized credit card usage form and mailing/faxing the consent form to the BC Ministry of Justice.
For more information or details refer to the Ministry of Justice website.
|2. Consenting Online (CRC for Volunteers) - To be completed by applicants that are provided with an access code to complete the Electronic Identify Verification form online. |
- Visit https://justice.gov.bc.ca/eCRC/ and enter the access code provided by your UBC department
- Select ‘Request a New Criminal Record Check’ to continue
- Review the organization information and consent to the check
- Provide the personal information required and check the information for accuracy
- Verify your identify (questions will be based on your Canadian credit history)
For applicants under the age of 19, new to Canada or who have a limited credit history you may be required to verify your identity manually. Once prompted; (1) print a copy of the ID Verification Form (2) Bring it to your supervisor or lab manager along with 2 pieces of ID (3) Have your supervisor or lab manager verify your identification and sign the form (4) Fax the application form to complete the process.
- Print a copy of the final verification for your records (no e-mail confirmation will be sent)
For more information or details refer to the Ministry of Justice Walk-through Guide
What if I've already completed a CRC within the last 5 years?
The BC Ministry of Justice Criminal Record Review Act requires a CRC be completed every 5 years. If you have had a CRC in Canada within the last 5 years and, if requested, can provide documentation to your UBC Department that no reviewable offenses were found, you are not required to complete an additional CRC.
How much does a CRC cost?
The costs of processing a CRC is $28. Trainees and students should check with the supervisor or department to determine who will cover the cost.
What if I'm an international student or new to the country?
As per the BC Ministry of Justice policy on 'Who Must Be Checked' applicants from outside Canada must be able to provide a criminal record check from their home country as well as complete the CRC in British Columbia. Please note international students or those new to the country are asked to submit the consent for a CRC by mail or fax.
What if I'm not a registered UBC student or if I'm a part-time/short term student?
The BC Ministry of Justice Criminal Record Review Act applies to all faculty, staff and students who work at a Provincial Health Service Authority facilities regardless of school affiliation or the total amount of time spent onsite. On the Oak Street Campus, an access card will not be issued until Onboarding has received verification that a CRC has been complete.
For SFU faculty, staff and students refer to Student Services for more information.
Students onsite who are NOT here are as part of course/degree requirements or are NOT being paid for services are considered volunteers and are subject to different CRC regulations.
What are the rules regarding relevant and specified offenses?
When processing a CRC the BC Ministry of Justice reviews the following sections of the criminal code: Offences Reviewed. For more information on the consequences of a relevant offence refer to the UBC Graduate School - Criminal Record Check or UBC’s University Counsel FAQs on the Criminal Record Review Act.
Do I need to provide Onboarding with a copy of the CRC consent form or the results?
Onboarding does not require a copy of the results just verification that the process has been completed within the last 5 years.
Who do I contact for more information?
UBC Affiliated Students - For any concerns regarding processing a CRC or the results of a CRC you will need to contact the appropriate UBC departmental administrators below or the UBC HR Advisor.
- Department of Pediatrics, Human Resources Manager, Harjit Gill
- Department of Surgery, Human Resources Manager, Karen Larsen
- Department of Pathology & Laboratory Medicine, Director Human Resources and Administration, Sandy Liu
- Department of Medical Genetics, Senior Administrator, Rene Mrzljak
- Department of Psychiatry, Human Resources Assistant, Amity Chiang
- Department of Obstetrics & Gynecology, Administrative Manager, Andi Martin
- Department of Dermatology & Skin Science, Administrator, Karen Ng
- Department of Occupational Science & Occupational Therapy, Administrative Manager, Kathryn Bell Lewis
- Department of Statistics, Administrator, Peggy Ng
- School of Population & Public Health, Senior Administrator, Virginia Anthony
- Department of Anesthesiology, Pharmacology & Therapeutics, Administrator, Allison Rintoul
- Department of Orthopaedics, Director of Administration, Susan Cutts
SFU Affiliated Students - For any concerns regarding processing a CRC or the results of a CRC you will need to contact the appropriate SFU faculty administrators below or the SFU HR Advisor.
- Faculty of Health Sciences, Director of Research Services, Ellen Loosley
- Faculty of Arts & Social Sciences, Director of Research Services, Ellen Loosley
For any concerns regarding the Onboarding process contact firstname.lastname@example.org.