Police Information Check Process

Participating in Field Experience this year?

Learn more about the processes to meet the Police Information Check (PIC) requirement for Field Experience! 

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Police Information Check (PIC) Requirement

A current, clear Police Information Check (PIC), including a Vulnerable Sector search, is required of all students participating in field experience. Students are required to present their clear PIC to the Undergraduate Programs in Education (UPE) office as directed by the Field Team.

You are required to complete the "Notice regarding requirement for Police Information Checks", obtain a current and clear Police Information Check, submit the details of your PIC, present your PIC to UPE Field Experience, and present your PIC to your Field Experience placement site(s).

Please Note: Students without a current and clear PIC will not be allowed to participate in field experience.


Overview: Actions required to meet the PIC requirement

This is an overview of the process. 

A detailed Field Experience PIC Guide will be available in June.

Acknowledge the PIC Requirement

Complete the “Notice Regarding Requirement for Police Information Checks” in Elevate.

Apply for your PIC

Processing for PIC can take six to twelve weeks. To avoid delays in your program, please apply for your PIC in early July.

Confirm the details of your PIC

Once you obtain your PIC, we ask you submit the details of your Police Information Check in Elevate.

Present your PIC to UPE

Share/ present your PIC to the UPE Field Experience team by August 24, 2022.

Bring your PIC to school

Share/ present your PIC to your Field Experience placement site school administration team on or before your first day.

Keep your PIC

You may be required to present your PIC throughout the year. Please ensure you keep your PIC in a secure place. 

How to meet Police Information Check (PIC) Requirement

The UPE Field Experience "Police Information Check (PIC) Guide" will be available in the Spring. This guide will include for step by step instructions to meet the UPE Police Information Check (PIC) requirement. 

All students taking 400 or 500-level Education courses in a given, upcoming academic year must submit a 'Notice Regarding Requirement for Police Information Check'. This is an acknowledgement that you are aware of the requirement to have a Police Information Check completed prior to starting your field experience. Within the notice, please note the consequences for not having a clear Police Information Check in place.

How to complete the "Notice Regarding Requirement for Police Information Check": This information will be available June 2022. 

UPE Field Experience will provide you with a "Police Information Check Requirement Letter"

Students taking 400 or 500-level Education courses in an upcoming academic year will be provided with a 'Police Information Check Requirement' letter by our Field Team. You must provide this letter, in addition to your identification, to the Calgary Police Services, local police service, or RCMP to obtain your Check (see 'Requesting a Police Information Check'). Letters are ordinarily generated and emailed to students during the Spring and Summer semesters. 

Your Police Information Check must be dated July 1st or later, as they are valid for one year. No exceptions are made regarding this requirement. Students without a current and clear PIC will not be allowed to participate in field experience.

UPE Field Experience accepts Police Information Check (PIC) issued by the Calgary Police Service, RCMP (local detachment) or local police service. 

The Police Service determines the residence criteria of PIC applicants.

If you are unsure of which Police Service issues your PIC, please contact the Police Service directly. 

It is your responsibility to obtain a Police Information Check and Vulnerable Sector Search. If you have moved or lived internationally, please work with the RCMP and your local police service to ensure you have obtained a complete PIC.

If you have moved in the last 12 months, please see the section below for more information. 

 

  1. I've lived in Calgary for more than 12 months

    Please obtain an ePIC from Calgary Police Services.

    Students who have lived in Calgary for more than 12 months must arrange for a Police Information check and Vulnerable Sector Search through: Calgary Police Service - Police Information Check Unit.

    We encourage our Calgary students to request an ePIC (electronic PIC) from the Calgary Police Service, ePIC site, rather than a hard copy. For information about obtaining an ePIC, visit CPS ePIC 

    • Our agency name is "UNIVERSITY OF CALGARY, UNDERGRADUATE PROGRAMS, WERKLUND SCHOOL OF EDUCATION"

    Once issued, you will need to share your electronic Police Information Check with UPE Field Experience through the CPS portal. To share your ePIC through the CPS portal, click "Share" next to the result document (share with "UNIVERSITY OF CALGARY, UNDERGRADUATE PROGRAMS, WERKLUND SCHOOL OF EDUCATION")

    If you have moved in the last 12 months, please see the section below for more information. 

  2. I'm moving to Calgary

    Please obtain a PIC from your local Police Service before you move.

    Students who have not yet moved to Calgary must arrange for a Police Information Check and Vulnerable Sector Search through the nearest local Police Service or RCMP detachment in the area where you currently reside.  Please note this process must be initiated before you move to Calgary.

    Please note that this process must be completed BEFORE the Fall semester, regardless of whether or not your field experience is taking place in the Fall and/or Winter term.

    If the PIC from your original residential location was dated before July 1 of the year, you are also recommended to obtain a second PIC with Vulnerable Sector Search from the Calgary Police Service.

    Once issued, you will need to present your Police Information Checks to the UPE Field Experience team.

    If you have moved in the last 12 months, please see the section below for more information. 

  3. I'm a Community-Based student outside of Calgary

    Please obtain a PIC from your local Police Service.

    You must arrange for a Police Information Check and Vulnerable Sector Search through the nearest local police service or RCMP detachment in the area in which you currently reside.

    This process must be completed BEFORE the Fall semester, regardless of whether or not your field experience is taking place in the Fall and/or Winter term.

    Once issued, you are required to present your Police Information Check to the UPE Field Experience team.

    If you have moved in the last 12 months, please see the section below for more information. 

If you have moved within the last 12 months to a new town or city, we recommend the following: 

  1. You are required to obtain a Police Information Check from your local police service. Your PIC from your local police service may include the message "we recommend this individual obtain a police check where they previously resided."
  2. We also strongly recommend you obtain a second Police Information Check from your previous community, if possible

Obtaining a second Police Information Check from your previous Police Service: Some local Police Services will issue a PIC to a previous resident: Please reach out to your previous police service to discuss. In our experience, to avoid any confusion with your Field Experience placement site, we strongly recommend obtaining a second PIC from your previous place of residence. If the local police service are unwilling to issue a PIC to a previous resident, we recommend collecting this information in a letter or email / their website. This will assist you when working with your placement school if they have any questions. It is your responsibility to obtain a complete Police Information Check and Vulnerable Sector Search.

The information below was provided by the Calgary Police Service as guidance. 

  1. If you have moved to Calgary within the last 12 months:

    Please apply for a PIC in-person from the Calgary Police Service.

    You can obtain a Calgary Police Information Check - but you can't obtain an ePIC. Instead, you will need to apply in-person for a Police Information Check at a district location or main location. 

    Your PIC may include a message that notes the local police service recommends you obtain a PIC from where you previously resided. 

    When applying, if your driver's licence has not been updated to show your new address, we recommend you bring proof of your new address (for example, your leasing agreement or billing statement). 

  2. If you have moved to a new town or city, with a new Police Service, within the last 12 months: 

    Please obtain a Police Information Check from your local police service.

    Your PIC may include a message that notes the local police service recommends you obtain a PIC from where you previously resided. 

    When applying, if your driver's licence has not been updated to show your new address, we recommend you bring proof of your new address (for example, your leasing agreement or billing statement). 

We recommend applying for your PIC in early July. 

Important: PICs must be dated AFTER July 1st, 2022 in order to be valid for a Field Experience placement in Fall 2022 and/or Winter 2023. 

Your PIC must be presented to the Undergraduate Programs in Education office staff as directed by the Field Experience team, by August 24, 2022.

You will also need to present your PIC to your Field Experience placement school(s). Please ensure you keep your PIC in a secure place. 

Once you obtain your PIC, we ask you provide the details of your Police Information Check.

Please review your PIC carefully to ensure it is clear and accurate. Then please confirm and record your your PIC details in CareerLink. You will be asked to provide the date your PIC was issued, the police service/jurisdiction that supplied your PIC, and the format of your PIC (paper/hardcopy or ePIC from CPS).

How to submit the details of your PIC: This information will be available June 2022. 

Your PIC must be presented to the Undergraduate Programs in Education office staff as directed by the Field Experience team, by August 24, 2022.

ePIC: Please share your ePIC with UPE Field Experience via the CPS ePIC portal.

Hardcopy PIC: You will be asked to book an appointment with UPE Field Experience to present your PIC. Please do not send hard-copy PICs to Undergraduate Programs in Education - we cannot receive or retain such papers. You may be required to present it in the Fall term, Winter term and on request; please ensure you keep your PIC in a secure place.

How to present your PIC to UPE Field Experience Team: This information will be available June 2022. 

Your PIC must be presented to your Field Experience placement school administration team on or before your first day in your Field Experience. 

It is your responsibility to ensure your PIC is presented to your placement school.

- When presenting your PIC to your placement school, we ask you keep the original and the school make a copy for their records. You may be required to present it in the Fall term, Winter term and on request; please ensure you keep your PIC in a secure place. 

-The UPE Field Experience team is not able to share the ePIC with your placement school or school division. Please refer to the PIC Guide for details regarding sharing your ePIC. You may be required to present it in the Fall term, Winter term or on request; please ensure you have access to your ePIC throughout the year.  

PIC FAQ

When should I apply for your Police Information Check?

In early July!

Please obtain your Police Information Check after July 1, from your local police service. If you live in Calgary, we recommend obtaining an ePIC.

Please present your PIC to the UPE Field Office before August 24.

Do I need a PIC?

Yes... if you are participating in Field Experience in the fall or winter term, you will need to obtain a PIC. Students without a current and clear PIC will not be allowed to participate in field experience. You might need one to participate in an Experiential Learning opportunity too!

What if I have concerns about my PIC? Please reach out to UPE Field Experience to discuss!

Remember, if you are charged or convicted of a criminal offence at any time during your enrollment in the program, you are required to inform UPE Field Experience immediately.

Where to I get my PIC?

From your local Police Service (Calgary Police Service, RCMP or your local police service).

We will issue you a letter (we call it the "Police Information Check Requirement Letter") ... Bring this letter when you apply for your PIC, along with your identification - many Police Services will then waive the fee! 

If you are unsure of which Police Service issues your PIC, please contact your local Police Service directly.