In Canada, running a background check for government employment is critical for maintaining public trust, safeguarding national security, and upholding the integrity of government institutions. As a leading background screening company, we provide insights into the frameworks that govern screening and cover best practices for this essential process. Let’s get started!
Note: This blog post is for informational purposes only. Nothing contained in it should be construed as legal advice. As you’ll read, screening requirements vary at the federal, provincial and territorial, and municipal levels, which is even more reason to consult with your legal counsel regarding your specific circumstance!
Government Jobs in Canada
There are three branches of government in Canada: federal, provincial and territorial, and municipal.
Federal Government Canada
Located in the nation’s capital, Ottawa, Ontario, the federal government oversees issues that affect the whole country such as foreign policy and international relations, trade, national defence, criminal law, and taxes.
Monarch
At the top of the hierarchy is the British monarch – it’s safe to say the role of His Majesty the King doesn’t require a background check for government employment!
Governor General
The Governor General of Canada serves as the King’s representative in Canada and exercises the powers and responsibilities of the Head of State, His Majesty the King. The Governor General is also responsible for ensuring that Canada always has a prime minister and government in place that has the confidence of Parliament.
Prime Minister
The Prime Minister role comes next, which is appointed to a single person through an election process.
Cabinet Ministers
Then there’s the Cabinet, a body of advisors who serve as the executive branch of government to set the federal government’s policies and priorities for the country. Cabinet discusses and decides on issues related to legislation, government spending, and other matters of national importance. Cabinet meetings are usually held behind closed doors and are confidential.
The process of appointing ministers and parliamentary secretaries in Canada involves a combination of electoral success, leadership selection, and parliamentary approval, with the Prime Minister playing a central role in forming the Cabinet and assigning ministerial roles (though the ministers are formally appointed by the Governor General on the advice of the Prime Minister).
The Privy Council Office (PCO), a prime minister’s government department, arranges for security background checks to be performed on the elected officials who are being considered for appointment as ministers or parliamentary secretaries. (By virtue of gaining access to classified information, assets, and work sites, the Governor General and Prime Minister also undergo special security clearance protocols described below.)
Senators
The Cabinet and the Senate aren’t the same in Canada. They’re two distinct entities within the Canadian political system, each with its own functions and responsibilities. The Cabinet is responsible for executive decision-making and policy formulation, while the Senate plays a legislative review and advisory role.
Senators are also appointed by the Governor General of Canada on the advice of the Prime Minister. The Senate reviews legislation proposed by the House of Commons, provides regional representation, and acts as a chamber of “sober second thought.” Its role is to provide a complementary review of legislation, offering a different perspective from the elected House of Commons.
House of Commons Representatives
Members of the House of Commons, also known as MPs, are elected by Canadian citizens during federal elections. Canada is divided into electoral districts, also called ridings, and each riding elects one MP to represent its interests in Parliament. In Canada, the candidate who receives the most votes in each riding wins the seat in the House of Commons.
Again, by virtue of gaining access to classified information, assets, and work sites, these federal employees must undergo special screening and may be subject to security clearance protocols described below.
Department and Agency Employees
The everyday people who work in the federal departments and agencies are considered members of the public service and they must also be screened to some degree. The basic screening is in line with the pre-employment background check steps you might already be familiar with in other industries and sectors. All security checks include verification of personal data, education, professional background and qualifications, employment history and references, and then subsequent investigations are done depending on how much access they need to classified information. (Not every member has access to classified information.)
This web page provides more details on security requirements for contracting with the Government of Canada.
Provincial and Territorial Government Canada
Canada is divided into ten provinces and three territories, each with its own government. Located in Ontario’s capital, Toronto, the provincial government is responsible for issues that affect each province or territory as a whole. Provincial and territorial governments have jurisdiction over areas such as education, health care, natural resources and agriculture, and transportation within their respective regions.
Each province and territory has its own legislative assembly or legislature, headed by a premier and a cabinet. This body is responsible for passing laws and managing provincial/territorial affairs. The structure and responsibilities of provincial and territorial governments varies slightly depending on the unique needs and circumstances. As CBC News reported, having a criminal record doesn’t necessarily mean you can’t run for office at this level of government. Similar to how companies can determine their own policies, each party has its own vetting process.
While provincial and territorial governments may mandate slightly different screening protocols for elected officials, the background check for government employment for public sector staff in departments and agencies (politically neutral bureaucrats) seemingly follows a similar approach to federal working-level employees. For example, screening is mandatory for all designated positions in the BC Public Service. Their web page outlines three levels of security screening and states hiring managers are responsible for confirming if and when screening is required. Employees can’t be offered the position if they don’t consent to screening.
The Government of Alberta’s security screening directive has similar instructions – no check, no job. On top of that, there are directions pertaining to financial management risk indicator screening for specific roles.
Municipal Government Canada
Municipal governments are responsible for governing cities, towns, and other local communities. They have authority over local matters such as zoning and land use planning, public transportation, waste management, parks and recreation, and local policing. Municipal governments are led by mayors, along with municipal councils or boards composed of elected representatives. The specific structure and powers of municipal governments varies from one municipality to another, depending on factors such as size, population, and legal framework.
Whether mayors or other leaders holding office in a local government undergo a background check for government employment also varies across the country.
Here’s a list of eligibility requirements to run for election for municipal positions in Ontario. The absence of criminal history isn’t required for Ontarians who serve, but inmates serving sentences aren’t permitted. On the contrary, the Union of B.C. Municipalities (UBCM) has proposed changes that would require politicians convicted of serious crimes to be removed from office. Read the resolution.
However, again, at the working level of government, it’s common for standard pre-employment screening practices to be used. Step 3 of the City of Toronto hiring process is “Verification.” If you’re chosen as the successful candidate, your job offer may still be conditional on background screening such as a:
- Reference check
- Driver’s licence check
- Occupational health assessment
- Educational verification
- Police reference check
Similarly, jobs offers with the Halifax Regional Municipality, may be contingent on:
- Educational verification
- Security clearance requirements
- Valid driver’s licence
- Medical assessment
- Reference check
Why A Background Check for Government Employment Matters
Background checks allow you to get a more complete picture of a candidate, which may help you:
- Hire the most qualified candidate;
- Avoid workplace harassment and safety issues;
- Prevent theft and other criminal behaviour; and
- Preserve your company reputation and brand image.
The checks that make up government background screening programs help verify candidates’ qualifications, assess their trustworthiness, and identify any potential risks that could compromise national security or public safety – thorough checks can mitigate the likelihood of hiring individuals with a history of criminal activity, fraud, or other misconduct.
It probably goes without saying, but a background check for government employment is vital due to the sensitive nature of government roles and access to confidential information. A personnel security clearance is required before a government employee may access classified information, assets or work sites. There are four levels of security clearances, each of which requires an assessment by the Canadian Security Intelligence Service (CSIS) in order to obtain:
- Site Access;
- Secret (Level II);
- Top Secret (Level III); and
- Enhanced Top Secret (Level III).
As outlined in the Standard on Security Screening, background checks are some of the first things that happen as part of the personnel security screening process. While a background check for government employment can be completed in days, it can take up to 120 days to complete all the steps in the most complex Level lll secret security clearance requests.
Types of Background Check for Government Employment
The following types of background screening are carried out on prospective government employees.
Note: Once basic reliability, honesty, and trustworthiness are established through background screening processes such as identity verification, education and processional credential verification, reference checks, and criminal record checks, more in-depth verifications, inquiries, and assessments are undertaken – these are the screenings that can span weeks and months depending on the role.
Identity Verification
Identity verification validates a person’s unique identity and biographic information. Identity verification is the first step to ensure that all subsequent screening activities are carried out on the right person. Certn’s identity verification service is powered by Trustmatic.
Education and Professional Credential Verification
Authenticating academic and professional credentials ensures that candidates possess the necessary qualifications for government roles. This includes verifying degrees, diplomas, certifications, and any specialized training relevant to the position.
Personal and Professional Reference Checks
Personal and professional reference checks provide qualitative intel as part of the background screening process. They involve contacting individuals who can provide insights into a candidate’s character, work ethic, and professional capabilities.
Criminal Record Checks
Screening for criminal history is a fundamental component of background checks for government employees. This process helps identify candidates with past convictions that may disqualify them from sensitive government positions or security clearances. In addition to determining whether an individual has a criminal record or any outstanding warrants or prohibitions, this process assess whether an individual is known, suspect of, or associated with organized crime associations. You can learn more about politically exposed persons (PEPs) in this blog post, Politically Exposed Persons Screening Explained.
From here, more advanced security clearance screening protocols are initiated. These checks involve an even more comprehensive review of an individual’s background, financial records, foreign contacts, and personal conduct. The level of clearance required depends on the sensitivity of the position and the level of access to classified information.
Regulatory Framework Governing Background Check for Government Employment
As we’ve covered, background checks for government employment are subject to various federal, provincial, and territorial laws and regulations. The RCMP’s Canadian Criminal Real Time Identification Services (CCRTIS) conducts criminal record checks, while the Canadian Security Intelligence Service (CSIS) oversees security clearances for federal employees. Additionally, the Privacy Act and the Canadian Human Rights Act govern the collection, use, and disclosure of personal information during background checks, ensuring compliance with privacy and anti-discrimination laws.
Background Check for Government Employment FAQs
How long does background check take for government job?
The screening process typically involves various checks, including criminal record checks, employment verification, education verification, reference checks, credit checks (if applicable), and other screenings deemed necessary for the role. All this can take days or weeks, depending on the methods used (e.g., manual versus automated online) and the responsiveness of the sources. Additionally, government jobs may require security clearance checks, which can add to the overall processing time. It’s essential for applicants to be patient and prepared for potential delays, as the thoroughness of the background check process is crucial for ensuring the integrity and security of government positions. Applicants should also ensure they provide accurate and complete information to expedite the screening process.
What do government jobs look for in background checks?
Government jobs in Canada typically require thorough background checks to ensure the suitability of candidates for positions of trust and responsibility. These background checks vary depending on the level of security clearance required for the job.
- Employment History Verification: This involves verifying the candidate’s employment history, including dates of employment, job titles, and responsibilities. It’s a very standard part of pre-employment screening to ensure that the candidate’s stated work experience is accurate.
- Reference Checks: Employers may contact the candidate’s references to gather insights into their character, work ethic, and suitability for the position. The level of detail that your previous employer can disclose is determined by the privacy laws where you live.
- Education Verification: This involves confirming the candidate’s educational qualifications, including degrees, diplomas, and certifications. Employers may verify this information directly with educational institutions.
- Criminal Record Check: This involves checking if the candidate has any criminal convictions or pending charges. Depending on the sensitivity of the position, this check might include a search of local, national, and international databases. This kind of check is almost always conducted.
- Credit Check: This check is role-dependent. For positions involving financial responsibilities or access to sensitive financial information, a credit check might be conducted to assess the candidate’s financial integrity and responsibility.
More thorough security checks may verify professional background and qualifications (e.g., licences, credentials, etc.) and then subsequent investigations are done depending on how much access they need to classified information.
Background check for government contractor?
This web page provides more details on security requirements for contracting with the Government of Canada.
Can you work for the Canadian government with a criminal record?
Yes, you can still apply for roles if you have a criminal record or a past bankruptcy. However, the details and circumstances of your situation will be evaluated during the security screening process and may impact the outcome of your application.
What shows up on a vulnerable sector check in Canada?
In Canada, a vulnerable sector check is a type of criminal record check that’s required for certain occupations or volunteer positions involving work or volunteering with vulnerable populations, such as children, elderly, or individuals with disabilities.
The vulnerable sector check will typically reveal convictions for both summary and indictable offences, as well as any findings of guilt under the Youth Criminal Justice Act within the applicable disclosure period. Additionally, depending on the jurisdiction and the police service conducting the check (these can only be conducted by local police departments, the vulnerable sector check may also include information about outstanding charges, warrants, or non-conviction information if it’s determined to be relevant to the safety of vulnerable individuals.
Screening Employees: Background Check for Government Employment
Background check for government employment in Canada are indispensable for ensuring national security, maintaining public trust, and upholding the integrity of government institutions. As we covered in this blog post, by conducting thorough screenings, government agencies can mitigate risks, protect sensitive information, and safeguard the interests of Canadians.
As a trusted background screening vendor with proven expertise with federal, provincial, and municipal government agencies, as well as various Crown corporations, we’re committed to assisting government agencies in their efforts to recruit qualified, trustworthy, and reliable employees who uphold the highest standards of integrity and professionalism.
We take pride in our approach, and, when you partner with Certn, you get a vendor who understands your needs and takes screening as seriously as you do. Our knowledgeable personnel and in-house experts are to help, so contact us today.
Request a quote to discuss government background screening with one of our experts.
