Medicine Hat Police Service offers an online process for Police Information Checks. You can now apply any time and receive your .pdf results directly via email download link.
Are you an employer who reimburses your employees or volunteers for their Police Information Checks? Contact us to learn more about our VOUCHER ACCOUNTS at .
To begin your online application, click the link below:
| Apply for a Police Information Check |
If you reside outside Canada, please email pic@mhps.ca for application instructions.
For Local Police Record Check (part of Record Suspension application) click here.
For Applicants Under 18 YearsSection 119 of the Youth Criminal Justic Act ("YCJA") outlines who can have access to youth criminal record information and under which specific circumstances. Generally, employers in the private sector are not included in one of the specified categories, and are therefore not entitled to youth record information. A Police Information Check can be conducted for a youth if they are required to provide one for employment or volunteer purposes with a Government agency (Federal, Provincial, or Municipal) in accordance with Section 119(1)(o) YCJA. No Vulnerable Sector screening will be conducted for any person under the age of 18 years. If you are under the age of 18 and have been asked to obtain a Police Information Check by an employer (actual or potential, including volunteer positions) and they are not from a Government agency, you may attend our front counter to obtain a stamped letter outlining the above rationale, which you can then provide to the one requesting. |
About Police Information Checks
** For specific information regarding Vulnerable Sector screening, scroll to the next section **
A Police Information Check (PIC) is more than a Canadian Criminal Record Check (or Certified Criminal Record Check). A PIC involves searches of three distinct databases including:
- CPIC - the Canadian Police Information Centre system and RCMP National repository in Ottawa
- JOIN - the Justice Online Information Network (the Alberta Court system)
- Verasadex RMS - the local Police records database that contains records of involvement with the Medicine Hat Police Service
What information may be disclosed?
- Canada-wide Criminal Record history (Adult and Youth convictions if applicable)
- Pending and outstanding charges
- Outstanding warrants for arrest Canada-wide
- Active/current Judicial Orders (probation, prohibitions, peace bonds, etc)
- Police history or files - this may include any interactions an individual has had with Police, including mental health occurrences, if they are deemed to be relevant.
*A relevant occurrence may not have resulted in charges being laid or in criminal conviction, but may be disclosed if relevant to the position being sought or if there is a potential risk to public safety (as a non-conviction disclosure).
- Vulnerable Sector Records (pardoned sex offender)
- Absolute Discharge, Stay of Proceedings, and/or Alternative Measures dispositions (for 1 year after sentence date)
- Conditional Discharge (for 3 years after sentence date)
The Alberta Police Information Check Disclosure Procedures is utilized by Police agencies across the Province to standardize processing PIC applications. It outlines the processes and disclosure guidelines we use here at MHPS.
Vulnerable Sector Screening (PIC with VS Check)
A Police Information Check that includes Vulnerable Sector (VS) screening is an enhanced PIC used to protect children and other vulnerable persons and is governed by the Criminal Records Act.
VS screening is used to verify if an individual has received a Record Suspension (formerly known as a Pardon) for a sexual offence conviction, and if an individual has had any relevant involvement with Police. Individuals entering or in a role in which they are or will be in a position of trust and/or authority over vulnerable persons will likely be required to obtain this screening.
Vulnerable persons include:
- Children
- Elderly
- Individuals with disabilities
- Other person dependent on others or who is at greater risk for victimization than the general population
Please Note: A position of trust or authority is more than having contact with children or vulnerable persons. The nature of the position (the job description) must cause the person to have authority over, or the trust of, children or vulnerable persons. Positions with occasional contact may still require VS screening if the nature of the position leads children or vulnerable persons to have trust in the individual.
It is the responsibility of the organization or the person responsible for the vulnerable person(s) to request that VS screening be completed. If you are unsure if you require VS screening, please consult with your employer, educational institution, or volunteer organization.
MHPS is responsible for ensuring that the position responsibilities meet the above requirements and may refuse to conduct VS screening if that threshold is not met, regardless of the requesting organization's internal policies. Because the Record Suspension (or Pardoned) conviction information is sealed, it is unlawful for us to conduct these queries without just cause.
MHPS will only conduct Vulnerable Sector screening for individuals currently residing in the City of Medicine Hat. You will be required to show proof of residence in the form of valid government-issued ID with a Medicine Hat address, including but not limited to the following documents:
- Recent mailed utility or telephone bill
- Property rental agreements (fixed term)
- Recent mailed bank statement
- Other documentation on approval of PIC Specialist.
**We reserve the right to accept or refuse any documentation to be used as proof of residency. We will not accept printed copies, screenshots, etc.**
Results of Vulnerable Sector Screening
VS searches are conducted using your basic demographic information. This information is used to locate any potential match with anyone who has received a Record Suspension for a sexual offence. A potential match may be someone who shares the same date of birth and gender as you, but cannot be verified on that criteria alone. You may be notified that fingerprints are required to determine status. A request for fingerprints does not suggest that you are the subject of a pardon for a sexual offence, it means the results are inconclusive based on your demographic information search against the pardoned sex offender database.
Applying for a Police Information Check
Expand the option below for specific instructions on submitting a personal information requests.
Apply Online
Our online service is intended to provide a more convenient, efficient option for submitting applications 24/7 without attending the police station.
Applicants are asked to begin by creating a secure account and completing the online application by entering the relevant personal and position information. Once entered, applicants will be required to submit payment via credit card and to verify their identity by answering a series of times questions. Once identity is confirmed the application is queued for processing.
If no follow-up is required, applicants will receive an email with instructions and a link to download their Police Information Check certificate.
Our online platform is only available to those living in Canada. If you wish to apply from outside Canada, email pic@mhps.ca.
Fee Information
- Employment Applications - $65
- Includes paid employment, kinship care, licensing, etc.
- Volunteer Applications - $15
- Includes unpaid positions
- In order to qualify for this reduced rate, you will be required to provide a letter that must:
- Be on organizational letterhead
- Be dated within 60 days of the date of your application
- Contain the applicant's fill name
- Include volunteer position and responsibilities
- Specify whether vulnerable sector screening is required (if applicable)
- Include position code if in partnership with Volunteer Alberta
- Unpaid Student Placement (Practicum Students) - $50
- Includes nursing and early child development students, massage/physio training, etc.
- To qualify for this reduced rate, you will be required to provide a letter or documentation from your program head or director that must:
- Be on organizational letterhead or sent from an organizational email address
- Contain the applicant's name
- Outline the program requirements
- Specify whether vulnerable sector screening is required (if applicable)
Processing Times
Police Information Checks are processed in the order they are received and determined to be in good order. To avoid delays, please ensure all required documentation and identification is included where required.
Our turnaround time is usually between 3-5 business days and is subject to change without notice, depending on volume, staffing, and individual application needs, such as fingerprint requirements.
Once you have submitted your application, please monitor your designated email for updates or further instructions. Missing these emails can cause significant delays in processing your request. If you fail to respond to any additional requests sent via email after 60 days, your application will be considered abandoned and no refund will be issued.
We will not provide status updates on your application if it has been less than 2 weeks from the date of your application. Please be sure you have searched your email, including your junk folder, for related correspondence prior to contacting us.
Results are available in your account for 60 days from the date of completion. Please be sure to download your results and save them to your device before this expiration date, as they will be inaccessible from your account after 60 days
PICs Outside of Canada
If you reside outside of Canada, but were formerly a resident, and you require an Criminal Record Check for your time in Canada, you must apply for a Certified Criminal Record Check by following the instructions below:
- Attend your local law enforcement agency or constabulary and obtain a standard set of fingerprints (10 set - including rolls and flats).
- Provide a photocopy of 2 pieces of valid government-issued ID (one must have a photo).
- Obtain a certified cheque or money order in the amount of $75, made payable to the Medicine Hat Police Service.
- Provide a brief letter outlining who you are, your contact information, and the reason for your request (what you require.) Also provide a mailing address where your results can be sent.
*Please note: MHPS will not have your results sent to any requesting agency - the results will only be sent to the applicant (you). Make sure the return address is your own personal mailing address.
- Mail these items to:
Medicine Hat Police Service
Attn: Civil Fingerprints
884 2 St SE
Medicine Hat, AB
T1A 8H2 CANADA
Once these items are received, we will use the fingerprints to generate and submit a digital version to Ottawa, where your Certified Criminal Record Check request will be processed. Once complete, they will send the results directly to you via mail.
If you have questions regarding this process, please email pic@mhps.ca.
Refunds
Once an applicant has submitted a request for a Police Information Check, there will be no refund issued.
It is the applicant's responsibility to know whether they need a standard Police Information Check, a PIC with Vulnerable Sector Screening, or a Local Police Record Check as part of their Record Suspension application. The onus is on the applicant to ensure they require a Police Information Check for their intended purpose and to have the correct information.
Please ensure you make the correct selection at the time of application. If you are unsure as to what is required, contact the requesting organization or agency for clarification.
Applications that remain incomplete due to lack of response to our email requests for additional information will be considered abandoned after 60 days from the date of application. No refunds will be issued for abandoned applications.