Police Information Check Requirement

Police Information Checks are more than a Canadian criminal record check. Also known as a Police Information Check (PIC), information is searched from three databases and the results will be provided on a Calgary Police Service certificate letter. Disclosure will include Canada-wide Criminal Record History, Vulnerable Sector Search (if required) and Police History; this includes Local Police Information and Alberta Provincial court records.

Individuals applying for a police information check who may be working with vulnerable members of society are required to undergo a vulnerable sector verification. Vulnerable persons are those who are in a position of dependence on others (such as children or people with disabilities) or who are at a higher than normal risk of being harmed by an authority figure. A vulnerable sector verification determines if individuals working with the vulnerable sector have a sexual offence conviction for which they’ve received a pardon.

All students participating in a Field Experience in a given academic year with the Werklund School of Education are required to provide a current and clear Police Information Check which includes a Criminal Record Check and a Vulnerable Sector Search. Students must arrange for a Police Information Check through their nearest police service or RCMP detachment in the area where they reside.

The original Police Information Check must be presented to and accepted by the administration in the Undergraduate Program Office in the Werklund School of Education, dated within timelines as directed by the Field Experience team. All students must also present the original police information check to the partner school administration on the first day of each Field Experience (Education 440, 465, 540, 560), and as requested by the Field Experience team.

A Police Information Check may be required for an experiential learning placement. Failure to present a clear Police Information Check will result in the student being unable to complete their community placement.

A Police Information Check which includes a Criminal Record Check and a Vulnerable Sector Search from every person engaged in a field-based practicum. Werklund School of Education contracts with school authorities and other agencies to provide student practice placements. Under the terms of these contracts, the Werklund School of Education is required to collect both a Criminal Record Check and a Vulnerable Sector Search (together the Police Information Check) from every student admitted to the Werklund School of Education Undergraduate Program.

If your Police Information Check is not clear of any previous or pending charges and convictions, you may be unable to undertake the practicum or internship requirements of my program and may be required to withdraw from the program.

Students who have concerns related to their ability to provide a clear Police Information Check should consult with the UPE Field Experience team. 

If you are concerned about the presence of a criminal record, you should contact the police department to discuss the process for eliminating or erasing such a record.

Students are obligated to inform Undergraduate Programs in Education immediately of any change in status of their criminal record whether participating in a Field Experience or experiential learning placement.

Students who do not present a clear Police Information Check will not be placed in a Field Experience and as a result, cannot continue in the Education program. Successful completion of Field Experience is required for graduation. 

UPE must view your completed, clear Police Information Check prior to Field Experience. 

• If your PIC is delayed or if you have concerns, please email our UPE Field Experience Team, upefield@ucalgary.ca immediately
• A PIC is required to participate in Field Experience. We will need to your PIC by the 400 or 500-level course drop deadlines - we want to be sure you are able to proceed into your Field Experience semester before decisions regarding course registration are made. Please email the UPE Field Experience team, upefield@ucalgary.ca, and the UPE Student Advising team, upe@ucalgary.ca, to discuss.

Complete the “Notice Regarding Requirement for Police Information Checks”. Students will be sent instructions on how to complete this form.

About: 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.

You will be sent instructions on how to obtain your "Police Information Check Requirement Letter", issued by the Werklund School of Education. This letter may assist in your PIC application and local police service PIC fee assessment. Students will be sent instructions on how to access this letter.

Apply for your Police Information Check with Vulnerable Sector Screening (PIC VS)

When to apply:

• After you apply, PIC processing can take 2 - 12 weeks. To avoid delays in your program, please apply for your PIC in early MAY. 

Where to apply:

• Students are responsible for determining which Police Service issues their PIC. It is your responsibility to obtain a Police Information Check and Vulnerable Sector Search. 
• 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. 
• UPE Field Experience accepts Police Information Check (PIC) issued by the Calgary Police Service, RCMP (local detachment) or local police service. 

Our Recommendations:

• If you have lived in Calgary for more than 12 months: please obtain an PIC 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 the Calgary Police Service - Police Information Check Unit. We will accept your PIC as a paper copy or in digital format. 
• If you are 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. This process may need to be started BEFORE you move. 
• If you live outside of Calgary: please obtain a PIC from your local Police Service. Students 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 may need to be started BEFORE you move. 
• If you have lived internationally, please work with the RCMP and your local police service to ensure you have obtained a complete PIC. 

Note: Fees to obtain a Police Information Check are your responsibility

• Police Services and RCMP Locations all have a slightly different processing fee. Some Police or RCMP locations will provide a discount if a student has a letter for unpaid practicum. Your Police Service determines the fee for your Police Information Check. Please be advised this cost is not reimbursed or covered by Werklund School of Education. 
• In order to verify that you will be involved in unpaid practicum throughout your program, which may result in a reduced fee, you must provide the Calgary Police Service/RCMP Detachment/ your local Police Service with your official "Police Information Check Requirement Letter" from the Werklund School of Education.

Once you have obtained your PIC, please review it carefully to ensure it is clear and accurate. Then, save a digital copy in a secure and accessible location! 

• If you applied for a Calgary Police Service (CPS) electronic PIC, results are only available in your CPS PIC account for a limited time. Please make sure you download and save a copy within this timeframe if desired.

Your PIC must be presented to a UPE Field Experience Advisor in advance of your practicum. Students will be sent instructions on how to supply their Police Information Check (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.

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 advisors are not able to share your PIC with your placement school or school division.  You may be required to present it in the Fall term, Winter term or on request; please ensure you have access to your PIC throughout the year.  

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

We consider your PIC valid for 1 year. It must be dated after MAY 1. You will be required to obtain and present a new PIC each academic year you participate in Field Experience. 

Please note: Some schools / school districts have different expectations and regulations regarding PIC validity. You may be required to obtain a new Police Information Check for your Winter Term Field Experience, depending on your Field Experience placement. It is our expectation students work with the school board and apply for a new PIC as required. 

If you are planning on participating in an Experiential Learning opportunity, you may need to obtain and present a Police Information Check. Please contact the Experiential Learning team for details. 

It is your responsibility to ensure your PIC is presented to your placement school. The UPE Field Experience team cannot retain your PIC. We do not share or verify PIC information with your placement school or school division. 

No! We are happy to accept your PIC as an electronic / digital PIC, or a scanned copy of your paper hard copy. However, we can only receive your PIC from you (not from your local police service). 

If your PIC is delayed or if you have concerns, please email our UPE Field Experience Team, upefield@ucalgary.ca immediately, as a PIC VS is required to participate in Field Experience.