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Criminal Record Check FAQ

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Criminal record check faq

1. How do I complete the criminal record check application through the Ministry of Justice website?

As per the Criminal Records Review Act, students who will work with children or vulnerable adults need to complete a Criminal Record Check (CRC). However, before completing a CRC, please ensure you have received an offer letter stating a CRC is required for the program you plan on attending.

If you are unsure you need to complete a CRC, check with your Admissions Officer, whose name and signature are on your offer letter. A CRC may also be required for some Continuing Education or credit courses.

If you will be working with children or vulnerable adults through Douglas College programs and have not been requested to complete a CRC, please contact a Douglas College Official who will advise you.

The cost of running a CRC is $28 and the fee is non-refundable. A CRC requested using the Douglas College access code is the property of Douglas College.

  1. Go to the criminal record check page on the B.C. government website
  2. Enter the Douglas College access code, PW7Z8SWPNB, and the characters shown in the image. Select “Request for a New Criminal Record Check”;
    Important: Do not use the back button on your browser
  3. Confirm Douglas College is displayed on the page and select “Next.”
  4. Select “Yes” to both questions on the Consent Information page and select “Next.”
  5. Complete the form. Use “Practicum Student” when asked to provide your position/job title. Select “Next.”
  6. Review your information (incorrect information may lead to another criminal record check application, which will cost an additional $28) and select “Next.”
  7. Answer identity verification questions (based on your Canadian credit history) and select “Next.”
  8. If the system is able to verify your identity, it will ask you for a $28 credit card payment to process the criminal record check. Enter your credit card information and select “Pay Now.” Print the receipt for your records.
  9. If you receive the message, “the system could not complete your request to initiate a criminal record check online,” see FAQ #2.

2. I tried to complete my criminal record check online but I received the message, “the system could not complete your request to initiate a criminal record check online.” What should I do?

Are you under the age of 19? If so, refer to FAQ #3.

If you are 19 years or older, this means the online system could not verify your identity. You will need to have your identity verified in person. Follow these steps to submit your criminal record check in person at Douglas College. Do not mail or fax the form directly to the Ministry of Justice.

  1. Print out the criminal record check form you completed online. Make sure you sign the last the form (last page).
  2. Bring the form, two pieces of ID (one must be government-issued picture ID) and $28 to the Cashier’s Booth at the New Westminster Campus or the Registrar’s Office at the Coquitlam Campus for processing.
  3. If you are unable to print the form, you can pick up a paper copy from the Registrar’s Office at either campus.
  4. Bring the required ID and $28 for processing.

Contact us through email if you have difficulty completing these steps.

3. I am under 19, what should I do?

Your online Criminal Record Check will not go through because a parent or guardian’s signature is required for applicants under the age of 19. Please follow the steps below to submit your criminal record check in person at Douglas College:

  1. Complete the criminal record check online.  You will be advised “the system could not complete your request to initiate a criminal record check online”
  2. Print the form
  3. Sign in the designated area on the last page of the form
  4. Have your parent/guardian sign on the last page as well (any available blank space)
  5. After completing the form, bring it to Douglas College Registrar’s Office with two pieces of valid ID (one must be government-issued picture ID) and $28 for processing.

Contact us through email if you have difficulty completing these steps.

4. I have previously completed a criminal record check through the Ministry of Justice. How do I share it with Douglas College?

If you have completed a criminal record check through the Ministry of Justice, you may be able to share the result with Douglas College.

Before sharing your criminal record check result, contact the Ministry of Justice at 1-855-587-0185 to confirm the following:

  1. The criminal record check result is dated within 12 months from the start of your program.
  2. The criminal record check you are sharing is schedule type B.
  3. The criminal record check you are sharing is for working with CHILDREN and VULNERABLE ADULTS.

Please note: We accept only shared criminal record check results that meet all of the above requirements. Failure to meet these requirements means you must request a new criminal record check through the Ministry of Justice (please see criminal record check FAQ #1).

If the criminal record check result you previously completed meets the above requirements, please follow these steps to share the results with Douglas College:

  1. Go to the criminal record check page on the B.C. government website.
  2. Enter the Douglas College access code, PW7Z8SWPNB, and the characters shown in the image. Select “Share the result of a completed criminal record check.”
    Important: Do not use the back button on your browser
  3. Confirm that Douglas College is displayed on the page and select “Next.” (Note: you cannot change anything on this page, please leave “Role” as “Employee.” It will not affect your CRC sharing).
  4. Select “Yes” to the question on the Consent Information page and select “Next.”
  5. Complete the form. Use “Practicum Student” when asked to provide your Position/Job Title. Select “Next.”
  6. Review your information. Select “Next.”
  7. Answer identity verification questions (based on your Canadian credit history) and select “Next.”
  8. Your request should be processed.

If you receive the message, “The system could not find a completed criminal record check to share”, contact the Ministry of Justice for more information.

Note: We do not accept a paper, emailed or faxed copy of a criminal record check result done for another organization. The criminal record check must be addressed to Douglas College.

Contact us through email if you have difficulty completing these steps.

5. I just submitted my criminal record check online and the system says it take up to 10 business days to process. My deadline is coming up soon. What should I do?

Contact your Admissions Officer to let them know as soon as possible.

6. Does Douglas College process Criminal Record Check?

Douglas College does not complete the Criminal Record Check requests. We receive Criminal Record Check results once they are processed by the Ministry of Justice. The link https://justice.gov.bc.ca/eCRC/ is to the Ministry of Justice online Criminal Record Check application system. We do not have access to information you have submitted online to the Ministry of Justice.

7. Do you accept criminal record checks from the RCMP?

We do not accept criminal record check results from the RCMP. The Ministry of Justice criminal record check is the only one we can accept.

8. Can I share the criminal record check result submitted to Douglas College with another organization?

Yes. The process is similar to sharing your previous criminal record check with Douglas College. The only difference is you need to use the organization’s access code instead of Douglas College’s. If they do not have an access code, you can come to the Registrar’s Office to request a paper copy of your criminal record check. This can take up to five business days to process. It is your responsibility to make sure the organization accepts our criminal record check result.

9. Why is there a $28 fee for a criminal record search? Can it be waived?

The $28 is charged by the Ministry of Justice for processing a criminal record search for practicum students. Unfortunately, it cannot be waived.

10. What is Electronic Identity Verification (Equifax)? Why does it ask personal questions?

Equifax is used as real-time, online identity verification by the Ministry of Justice. Douglas College does not have access to this personal information. If you would like to have further information about Equifax, please refer to the Electronic Identity Verification (EIV) on the Ministry of Justice website.

11. The FAQs do not address my questions. I need more information.

The questions listed are the most common questions students ask. If you have a specific question that is not addressed above, contact us through email. It will take up to three business days for us to respond.