Online Police Record Check Now Available

Please note due to COVID-19, Record Check applications are to be submitted  online by clicking on the Online Police Record Check.  If you are unable to apply online, please contact our Customer Service at 705-675-9171 extension 6622 to book an appointment.

Record Check Processing Times:

Your record check will be processed in the order it was submitted.  We are currently processing record checks within a 1-2 week time frame.

Thank you for your continued support during this time.

Online Police Record Check

As part of an ongoing effort to enhance efficiency and better serve members of our community, the Greater Sudbury Police Service is pleased to offer Online Police Criminal Record Checks. 

All aspects of the process including verification of identity and fee processing are handled electronically using a platform provided by Forrest Green Solutions, a secure third-party provider.

In order to authenticate your identification, you will be asked questions relating to your employment, residence, banking and/or credit history that only you and a licensed consumer credit reporting agency would know the answers to. The answers are verified by the licensed consumer reporting agency and the information is not shared with our Police Service. 

Once the record check is completed by police personnel, you will receive an email advising you that you now can download the record check by logging into your account. This service is being used throughout the Province of Ontario by various Police agencies. 

At this time, due to the COVID-19 pandemic, our customer service desk located in the lobby of Police Headquarters will be temporarily closed to walk-in traffic. Anyone that has already applied for a Police Record Check in person will receive their record check in the mail, unless other arrangements have already been made.

We continue to process Police Record Checks however, priority will be given to applicants who require the record check in order to obtain essential employment.

In the event an applicant fails to authenticate their identity through the online process, we will contact you via telephone to discuss the next steps that are required in order to complete the Police Record Check.

If you are unable to complete your request online, please contact one of our Customer Service Clerks at 705-675-9171 extension 6623 for assistance.

Thank you for your continued support and understanding.

Level 1-3 Criminal Record Checks

Level 1: Criminal Record Check

  • Criminal convictions from the Canadian Police Information Centre “CPIC” and/or local databases and Summary convictions for the past five (5) years, when identified
  • Youth Criminal Justice Act findings of guilt will be released on applications to government institutions/organizations

Level 2: Criminal and Judicial Matters Check (Includes Level 1 information)

  • Outstanding entries such as charges and warrants, judicial orders, Probation and Prohibition Orders: as per CPIC policy, information obtained from the Investigative Databank must be confirmed and authorized for release by the contributing agency
  • Absolute and Conditional Discharges within the applicable retention period

Level 3: Vulnerable Sector Check (Includes Level 1 and 2 information)

  • In very exceptional cases, when it meets the Public Safety Test, non-conviction dispositions including but not limited to, Withdrawn and Dismissed
  • Not Criminally Responsible by Reason of Mental Disorder
  • All Record Suspensions for release by the Minister of Public Safety

Level 3 Requirements

  • If the Greater Sudbury Police Service is not satisfied that an applicant is qualified to apply for a Level 3 Police Record Check (example: truck driver) a detailed letter from the requesting organization will be requested as it is required to describe how the applicant will be in a position of trust or authority over vulnerable persons, regularly providing direct care or assistance.
  • This letter cannot simply request the Level 3 Police Record Check be conducted; it must be very specific concerning the applicants involvement around vulnerable persons.
  • This letter is not mandatory in all Level 3 requests, however it is suggested that all organizations provide this detailed letter to all potential Level 3 applicants. Further, This letter can be used to waive fees related to volunteer applicants when required for the Level 3 Police Record Check.

Police Record Check Form **Please note; you do not need to complete this form if you are applying for Police Record Check through our online option. This form is only required by those who are unable to use the online application process. Please print out and complete this form if you are attending Police Headquarters to apply for a Police Record Check.

Fees for Service

Fees for Service - January 1, 2020

Youth Record Checks

Please note that the Police Record Check Reform Act (PRCRA) does not allow non-government agencies to receive results from youth records. For this reason, the Greater Sudbury Police Service will not provide a Police Record Check to applicants under the age of 18, unless the applicant is applying for an employment or volunteer position with a government agency.

Disclosure of Youth Records

Reconsideration Process

 Reconsideration Process for Level 3 Police Record Check
  • An applicant who has applied for the Level 3 Police Record Check may dispute the information that was disclosed by completing the Reconsideration Request Form. This reconsideration process does not guarantee that the information released on the Police Record Check will be removed; however, it will be reviewed by our Reconsideration Panel.
  • Applicants must include any and all information deemed relevant in order to assist in panel deliberations (including the applicant's name, birth date, mailing address, occurrence in question)   
  • Once the Reconsideration Process is completed, the applicant will be informed in writing of the panel's decision and will be provided with a general reason for acceptance or denial.  Please note that the Reconsideration Process Panel's decision is final.
  • Requests for reconsideration must be made by the applicant in writing within 45 days of receiving the results of the Police Record Check, and submitted to:

Greater Sudbury Police Service

Attention: Manager of Records and Customer Service

190 Brady Street

Sudbury, ON

P3E 1C7

Reconsideration Request Form

Verification of Criminal Record

There are two methods for verification of a Criminal Record:

Self-Declaration of Criminal Record

  • A Declaration of Criminal Record Form must be completed to include all convictions for offences under Federal Law in order to receive a name-based Criminal Record, which includes the Adult Criminal Convictions and associated information from the RCMP National Repository of Criminal Records. Failure to complete this form accurately will result in an incomplete Police Record Check, and require submission of fingerprints to the RCMP National Repository of Criminal Records.

Digital Fingerprints

  • The Greater Sudbury Police Service will require submissions of digital fingerprints if the applicant fails to accurately complete the self-declaration of criminal record, if the applicant does not have sufficient identification to proceed in a name based search, and if required based on the Level 3 application based on the applicant's name, gender, and date of birth.
  • When fingerprints are required for the Level 3 Police Record Check for volunteer purposes, a detailed letter on organization/business letterhead that describes the applicant's duties around vulnerable persons will waive the fingerprint fee.

Acceptable Identification

Two pieces of identification are required to obtain a Police Record Check

Primary Identification: Must be government issued and must include photograph, signature, name and date of birth

  • Provincial Driver's Licence
  • Foreign Driver's Licence
  • Canadian or Foreign Passport
  • Nexus Card
  • Ontario Photo ID card
  • Canadian Citizenship Card
  • Canadian Permanent Resident Card
  • Certificate of Indian Status

Secondary Identification: Must include full name

  • Birth Certificate
  • Additional primary ID as listed above
  • Baptismal Certificate
  • Canadian Blood Donor Card
  • Fishing Licence
  • Hunting Licence
  • Outdoors Card
  • Employee Hospital ID Card
  • Immigration Papers
  • Recent utility bill to confirm address (Driver's License is not available)
  • Federal, Provincial or Municipal Government Employee ID Card

Unacceptable Identification

  • Ontario Health Card (The Ontario Health Card cannot be accepted for identification purposes as governed by the Health Cards and Numbers Control Act, 1991 section 2.2(1))
  • Social Insurance Number