Certain industries in Canada such as education and childcare, health care and social services, financial services and banking, transportation, law enforcement and security, and the government have requirements that mandate employee background checks, specifically criminal record checks. In these industries, background checks aren’t just best practice, they’re the law.
In this post, we break down which jobs require a criminal record check by law in Canada, and what candidates can expect when going through the screening process. Whether you’re hiring or applying, here’s what you need to know.
Why Some Jobs Have to Run Background Checks (and It’s Not Personal)
In Canada, background checks aren’t always optional. In some instances, failure to conduct background checks on Canadian employees can result in regulatory non-compliance and legal penalties. But even when checks aren’t mandated by law, they’re often still used. Why? Because they show due diligence. They protect customers, coworkers, and company reputations.
If you’re asked to complete a background check, it’s not about you. It’s about the environment your future employer operates in. Think of it less as a red flag, and more as a green light for smarter, safer hiring.
Reduce Liability with Background Checks
Canadian employers have a responsibility to provide a safe environment for their employees, customers, and the general public. Conducting background checks demonstrates due diligence in fulfilling this responsibility. For example, if an employer hires an individual with a history of violent behaviour and that person harms someone at work, then the employer could be held liable for negligent hiring. Background checks help reduce this liability by identifying potential risks upfront. According to the Professional background Screening Association (PBSA), 94% of employers run background checks on candidates. Again, they’re a very common way employers “dot the i’s and cross the t’s.”
Background Checks for Employees
Hiring without screening? That’s a gamble most businesses can’t afford.
If an employee commits fraud, misconduct, or criminal activity on your watch, the fallout doesn’t stop with them, it hits your brand, your trust, and your bottom line. One headline. One lost deal. One breach of trust. That’s all it takes.
Background checks aren’t just a box to tick, they’re a frontline defence against reputational risk. They help you spot red flags before they become front-page news. Because missing out on great talent is one thing. Losing trust? That’s harder to come back from.
How Long Does a Background Check Take
Whether you’re the employer requesting the information or the prospective employee being checked, the time it takes to complete any type of background check, criminal record check or otherwise, can vary depending on factors such as the complexity of the check, the type of information being verified, the responsiveness of the sources, and the efficiency of the screening process.
A simple check that involves verifying employment history, educational credentials, and conducting a criminal record check can be completed within a few days to a week, assuming the information is readily available and the sources respond promptly. Though, online checks and automation can speed up the process. This is how we speed up our turnaround times. In the blog post Certn Background Check Process, Your Questions Answered, we cover more.
In a nutshell, we use online processes, automation, and AI to make background screening faster and easier for everyone involved. That’s why we have the world’s easiest background checks!
How Far Back Do Background Checks Go
The time frame covered by a background check depends on factors such as the purpose of the check, local regulations, and the employer’s policies. Commonly, checks for criminal convictions in the US go back seven years. However, in Canada, the type of offence plays a bigger role in what’s disclosed. Some jurisdictions may have restrictions on reporting certain types of convictions after a specific period, such as non-conviction records or minor offences. Don’t worry, all of this information is covered in this blog post, Criminal Record Checks Canada FAQs.
On top of this, specific industries or positions may have stricter requirements, such as security-related or government roles where checks can go back further or involve more extensive scrutiny. Though, in all cases the scope and depth of any check should be appropriate for the position and respect the privacy rights of candidates. Confused yet?
Let’s break it down even more…
Types of Criminal Checks in Canada
In Canada, there are three types of criminal record checks checks:
- Criminal Record Check (CRC): A criminal record check is the most basic type of criminal history screening and is conducted by local police agencies. A CRC is suitable for applicants looking to work for organizations that don’t involve children or vulnerable adults. It provides information on convictions and charges that have resulted in a criminal record. It may include summary convictions (less serious offences) and indictable convictions (more serious offences). However, it doesn’t provide information on outstanding charges or non-conviction records. Learn more: What a Background Check Reveals.
- Enhanced Police Information Check (E-PIC): The E-PIC is a more comprehensive check that includes the information covered in a CRC and may also include additional information such as outstanding charges and warrants, judicial orders, probation orders, and non-conviction records. The availability and scope of E-PICs can vary depending on the jurisdiction and the purpose of the check. E-PICs are often required for positions of trust or where a higher level of scrutiny is necessary.
- Vulnerable Sector Check (VSC): This type of check is specifically for individuals who will be working or volunteering in positions of authority with vulnerable populations such as children, the elderly, or individuals with disabilities. It includes a CRC and also searches for records of sexual offences that may not appear in a CRC. The VSC is typically required for positions involving direct contact with vulnerable individuals. Here’s our take on The Problem with Canada’s Vulnerable Sector Checks.
Jobs that Require Background Checks
If you’re looking for work, the following types of jobs are likely to request a background check as part of the hiring process:
- Education and childcare roles: Teachers, educational assistants, daycare workers, and individuals working with vulnerable populations like children or individuals with disabilities often require a criminal check to ensure the safety of those they serve. Teacher Background Check: Education Sector Screening contains more information. Additionally, these roles may require a vulnerable sector check.
- Health care and social services professions: Jobs in healthcare settings, such as nurses, doctors, and support staff, may require a criminal record check. Similarly, social workers, counsellors, and other professionals working in the social services sector often undergo background checks. It’s likely that a vulnerable sector check is required as well. We published An Easy Guide to Background Checks for Healthcare Workers with more information.
- Financial and banking positions: Some jobs in the financial sector, particularly those dealing with sensitive financial information or positions of trust, may require a criminal record check. Additional checks like credit checks may also be requested.
- Transportation and driving-related jobs: Certain jobs that involve driving, such as commercial truck drivers, taxi drivers, and public transit operators, may require a criminal record check to ensure public safety. In Canada, a background check is often paired with a driver’s abstract, which is a record of a person’s driving history.
- Law enforcement and security positions: Police officers, correctional officers, security guards, and private investigators typically undergo a thorough background investigation including an enhanced police information check, or E-PIC as covered above, due to the nature of their work. E-PICs combine a search of the National Repository of Criminal Records in Canada and a search of local police information within multiple databases.
- Government positions: Various government roles, especially those involving access to sensitive information or national security, often require the most comprehensive type of criminal record check. This includes positions in intelligence agencies, military, and other security-related roles. The blog post Background Check for Government Employment has more information.
This isn’t a definitive list. It’s important to note that the specific requirements for any check can vary depending on the employer, position, and industry. The level of screening may also vary, ranging from a basic check to more extensive background investigations.
It’s also worth noting that checks should be conducted ethically and in compliance with applicable laws and regulations, the federal Privacy Act and the Freedom of Information and Protection Act in Canada or the Fair Credit Reporting Act in the US and the General Data Protection Regulation in Europe if you hire internationally.
This is where Certn’s compliance experts can help.
Getting Hired With a Criminal Record: Here’s What You Should Know
Having a criminal history doesn’t automatically disqualify you from getting the job. That’s a myth we’re happy to bust.
In Canada, and in many parts of the world, employers are expected to assess criminal records fairly. That means asking a simple, reasonable question: Is the conviction relevant to the job?
If it’s not, it shouldn’t be held against you.
Let’s say you’re applying for an accounting role and have a dated charge unrelated to fraud, theft, or financial misconduct. That’s not necessarily a barrier to employment. Or maybe you’re looking to work in construction, and your record has nothing to do with safety or violence. Again, it comes down to job relevance.
Here’s How It Works:
- Employers must assess context – A conviction alone doesn’t tell the whole story. Employers are encouraged (sometimes even legally required) to consider what happened, when it happened, and how it relates (or doesn’t relate) to the role.
- You can provide context – Many companies welcome candidates sharing more background during the process, especially when they’ve shown growth, responsibility, or rehabilitation since the incident.
- Some records are legally off-limits – In places like Ontario, British, and Quebec, there are human rights protections in place to prevent discrimination based on non-relevant or spent convictions.
- You have rights – Employers can’t ask about everything, and in many cases, they need your explicit consent before running a check. You’ll know what’s being checked, and why.
Bottom Line?
If your conviction has nothing to do with the responsibilities of the job, there’s a good chance it won’t stand in your way. More and more employers are moving toward fair chance hiring, and background checks are evolving to support that.
Everyone makes mistakes. That doesn’t mean you’re not qualified, capable, or deserving of a second shot. This blog post on Tips for Addressing a Criminal Record in an Interview might help.
Need Your Background Check Fast?
Trusted by over 20,000 teams, Certn is innovating background screening with the easiest-to-use online platform, 24/7 customer support, and fast and compliant results from global databases. Certn helps businesses hire faster and manage risk—all while delivering user experiences that help them stand out.
Don’t wait. Let Certn help you hire compliantly and confidently with its easier online background check process.
There’s also MyCRC if you need to order a Canadian criminal record check on yourself.
