Niagara Catholic District School Board

CRIMINAL BACKGROUND CHECK

(Safe Schools)

ADMINISTRATIVE OPERATIONAL PROCEDURES

Section 200 – Human Resources

Adopted Date: June 26, 2001

Latest Reviewed/Revised Date: April 28, 2020

In keeping with the Mission, Vision, and Values of the Niagara Catholic District School Board, the following are Administrative Operational Procedures for Criminal Background Check.

The Board has the responsibility to provide a safe and secure working and learning environment for students and employees. The Board is in a position of trust and must strive to protect the well-being of students.

Therefore the Board shall implement the requirements for the collection of personal information. The Board will adjudicate the possibility of risk to students and staff, where a potential employee has a criminal record and shall not employ persons or continue to employ persons with a criminal record which demonstrates a risk to students or staff.

As per Regulation 521/01 of the Education Act, as amended by Regulation 322/03

"Criminal Background Check" means, in respect of a Board, a document concerning an individual:

a. That was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database within six (6) months before the day the Board collects the document; and

b. That contains information concerning the individual's Personal Criminal History. "Offence Declaration" means, in respect of a Board, a written declaration signed by an individual listing all of the individual's convictions for offences under the Criminal Code (Canada) up to the date of the declaration:

i. That are not included in a criminal background check collected by the Ontario College of Teachers (OCT) after December 31, 1998 or in the last criminal background check collected by the Board under this regulation; and

ii. For which a pardon under Section 4.1 of the Criminal Records Act (Canada) has not been issued or granted.

"Personal Criminal History " means, in respect of an individual, information on criminal offences of which the individual has been convicted under the Criminal Code (Canada) and for which a pardon under Section 4.1 of the Criminal Records Act (Canada) has not been issued or granted to the individual.

"Vulnerable Sector Screening " means, in respect of a Board, a document concerning an individual:

i. That was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database and from local police service records, within six (6) months before the day the Board collects the document; and

ii. That contains information concerning the individual's personal criminal history and

iii. That contains information resulting from a criminal record search of data maintained by the Royal Canadian Mounted Police for sexual offences for which a pardon has been granted or issued.

All current employees will provide a Criminal Background Check in accordance with Regulation 521/01 as amended by Regulation 322/03.

Requirements

The "Collection of Personal Information Regulation" will require the Niagara Catholic District School Board to do the following:

Current Employees

a. If the employee became a member of the Ontario College of Teachers (OCT) after December 31, 1998 and commenced employment with the Board before April 1, 2002, the Board shall collect an Offence Declaration from the individual by September 1 of each year in which the individual is employed by the Board.

b. If the employee commenced employment with the Board prior to April 1, 2002 and is not an individual described in paragraph (a), the Board shall collect:

i. A Criminal Background Check (CPIC) by July 31, 2003 if the individual continues to be employed by the Board after July 31, 2003.

ii. An Offence Declaration from the individual by September 1 of each year in which the individual is employed by the Board, commencing in 2004.

The Board shall retain an original or a true copy taken from the original police criminal record check or police Vulnerable Sector Check by the Superintendent of Human Resources Services or designate.

Where evidence is received of a criminal conviction, the Director or designate will consider at least the following factors in determining an appropriate course of action:

a. Length of time since offence(s);

b. Did the offence(s) involve children and/or sexual activity and/or violence and/or acts of dishonesty;

c. Employment history;

d. Employee's attitude towards offence(s);

e. Treatment, counseling or other services received since offence;

f. Other steps taken to rehabilitate;

g. Likelihood offence(s) will be repeated;

h. Was alcohol or illegal drugs a factor in commission of offence(s);

i. Degree of co-operation with this investigation;

j. Was offence(s) committed while employed by the Board;

k. If employee is a teacher, relevance of offence(s) to teacher duties as set out in the Education Act and Regulations;

l. If an employee is not a teacher, relevance of offence(s) to their employment duties as set out in Board policy and the specific governing body applicable to the particular employee; and

m. Does offence(s) require any action pursuant to The Student Protection Act (including notification to the Ontario College of Teachers)

The course of action may include action up to and including dismissal, and/or withdrawal of offer, and shall be in compliance of other Board policies, collective agreements and legislation.

Employees who fail to provide a Criminal Background Check – Vulnerable Sector Check in compliance with Regulation 521/01 as amended by Regulation 322/03 may be suspended without pay pending submission of the Criminal Background Check.

Employees who fail to provide an annual Offence Declaration form by the date prescribed may be suspended without pay until the form is submitted.

All prospective employees will be required to provide, at their own expense, an original Vulnerable Sector Screening Check prior to commencing employment.

1. All applicants for employment with the Board shall be asked on their employment application form to indicate whether they have ever been convicted of a criminal offence for which a pardon has not been granted.

2. The Board shall enter into a Memorandum of Understanding with the Niagara Regional Police Service regarding the disclosure of information covered by the Memorandum of Understanding and the requirements of the Municipal Freedom of Information and Protection of Privacy Act.

3. Once an applicant for employment has been identified as a potentially successful candidate, an offer of employment may be made conditional upon the Board receiving the applicant's criminal background check results, which meets the requirements of a safe work environment as determined by the senior official in Human Resources Services.

4. The Board shall provide the prospective employee with a Police Criminal Record Check – Police Vulnerable Sector Check form, which is to be completed by the prospective employee and submitted with the applicable fee to the Niagara Regional Police Service for processing.

5. Upon receipt of his or her verification of criminal record, the prospective employee will provide the original Niagara Regional Police Service document to Human Resources Services.

6. The Human Resources Department shall review the documentation to determine whether "bona fide" reasons exist to refuse the position based on the responsibilities inherent in the position.

7. Human Resources Services shall consider the legal procedures contained in the Canadian Charter of Rights and Freedoms, the Criminal Code, the Human Rights Code, the Police Services Act, the Child and Family Services Act, the Young Offenders Act and the Municipal Freedom of Information and Protection of Privacy Act and relevant Board policies.

8. The Board's offer of employment shall be withdrawn if the candidate:

i. has outstanding charges or prior convictions which indicate that the candidate could pose a threat to students/staff;

ii. has made a false declaration in his or her application for employment; or

iii. declines to provide a verification of criminal record as required by Board policy.

9. The offer of employment shall be either confirmed or withdrawn or the applicant's conditional employment shall be confirmed or terminated after receipt of the criminal background check.

10. All information surrounding the Criminal Background Check, including the results, will be maintained in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

11. The Board shall collect an acceptable Criminal Background Check (Vulnerable Sector Screening) before the day an individual commences employment with the Board. All offers of employment with the Board shall be conditional upon the applicant supplying an acceptable criminal background check. Human Resources Services shall facilitate the collection of an Offence Declaration from the individual by September 1 of each year in which the Board employs the individual after the year employment was commenced.

12. In exceptional circumstances, with the approval of the Director of Education and the Superintendent of Human Resources an individual may begin employment with the Board before an acceptable criminal background check is collected.

In such circumstances, the Board will require the individual to submit an Offence Declaration, pending submission of the acceptable criminal background check. Before any exception is made, a binding agreement shall be entered between the employee or any authorized representative of the employee, and the Board, ensuring that the verification will be provided without delay. This agreement will preserve the Board's right to revoke the offer of employment, and dismiss the employee, should the information provided by the employee prove to be false or misleading in any respect, or if the background check is determined to be unacceptable.

A service provider is an individual who is not an employee of the Board and in the normal course of providing goods or services under contract with the Board, or carrying out their employment functions as an employee of a person who provides goods or services under contract with the Board or Ministry of Education. The definition of "others" extends the requirement of Police Criminal Record Check – Police Vulnerable Sector Check to individuals who provide goods or services without a formal contract with the Board.

1. The Board will not allow school access to service providers or “others” who have direct and regular contact with students if they have not provided a Police Criminal Record Check – Police Vulnerable Sector Check, or have provided a Police Criminal Record Check – Police Vulnerable Sector Check which has been adjudicated and found to present an unacceptable risk to students and/or staff.

2. School Administrators, Managers and Supervisors have the authority to request any service provider to produce a Police Criminal Record Check – Police Vulnerable Sector Check to ensure compliance with this Policy and the statutory Regulations.

3. The Board will determine who is a service provider who may come into direct contact with students on a regular basis, and who is required to produce a Police Criminal Record Check – Police Vulnerable Sector Check.

4. The Board will include provisions in the Request for Proposal/Tender/Quotations that notify potential service providers of the requirements to obtain Police Criminal Record Check – Police Vulnerable Sector Checks and annual Offence Declarations thereafter.

Niagara Catholic District School Board *CRIMINAL BACKGROUND CHECK* *(Safe Schools)* ADMINISTRATIVE OPERATIONAL PROCEDURES
Section 200 – Human Resources	No 302.6.7

Adopted Date: June 26, 2001	Latest Reviewed/Revised Date: April 28, 2020