Police Information Checks

Police Information Checks are required of all Bachelor of Education students heading into a field experience semester.


Information for All Students

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.

PIC Requirement - Process Overview

Please refer the UPE Field Experience PIC Guide for step-by-step instructions. 

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 27, 2021.

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. 

2021/2022 Police Information Check (PIC) Guide

Please refer to the UPE Field Experience "Police Information Check (PIC) Guide" 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":

For details on how to complete the “Notice Regarding Requirement for Police Information Check” please refer to the "Police Information Check (PIC) Guide".

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. 

  1. Students Who Have Lived in Calgary for More Than 12 Months

    You must arrange for a Police Information Check and Vulnerable Sector Search through the Calgary Police Services – Police Information Check Unit.

    Online Requests - We encourage our Calgary students to request an ePIC (electronic PIC) from the Calgary Police Service, ePIC site, here: ePIC Request.

    Once issued, you will need to share your electronic Police Information Check with UPE Field Experience through the CPS portal.

    Hardcopy Requests - Alternatively, Calgary residents can obtain their PIC in-person through a Calgary Police Service (CPS) station. For locations and additional details, please refer to the Calgary Police website, here: Police Information Check Locations.

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

  2. Students Who Have *NOT* Lived in Calgary for More Than 12 Months

    Students who will be moving to Calgary

    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.

    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.

    You will be unable to obtain your Police Information Check in Calgary. 

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

     

    Community-Based students living outside of Calgary

    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.

    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.

    You will be unable to obtain your Police Information Check in Calgary. 

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

Important: PICs must be dated AFTER July 1st, 2021 in order to be valid for a Field Experience placement in Fall 2021 and/or Winter 2022. 

We recommend applying for your PIC in early July. 

Your PIC must be presented to the Undergraduate Programs in Education office staff as directed by the Field Experience team, by August 27, 2021.

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:

For details on how to present your PIC, please refer to the "Police Information Check (PIC) Guide".

Your PIC must be presented to the Undergraduate Programs in Education office staff as directed by the Field Experience team, by August 27, 2021. 

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:

For details on how to present your PIC, please refer to the "Police Information Check (PIC) Guide".

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.  

I might miss the deadline! What should I do?

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

Please email our UPE Field Experience Team, upefield@ucalgary.ca immediately, to alert them to your late ePIC submission 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.

 

I'm not in Field Experience this year, do I need a PIC?

You might! 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. 

Can you share my PIC details with my placement school?

No, it is your responsibility to ensure your PIC is presented to your placement school.

The UPE Field Experience team is not able to share the ePIC with your placement school or school division.

The UPE Field Experience team is not able to retain or receive PIC originals or copies, nor can with your PIC with your placement school or school division.