PRC FAQs

As you are implementing and maintaining the Responsible Ministry: Screening in Faith program in your parish, you will likely have questions about some of the processes.  Below you will find some of the frequently asked questions about Police Record Checks.  There are also general Screening FAQs available.

How useful is the police record check (PRC)?
It is only one tool of many.  It may discourage an inappropriate person from applying for ministry.  A PRC is NOT a substitute for all other screening steps.

Can I ask if someone has a police record?
No.  It is important to inform individuals that a police record check is required for their ministry as soon as possible, ideally when they are applying for or inquiring about a position.  You can ask if an individual is willing to fulfill the screening requirements of the position.

Who pays for a police record check?  What are the options?
It is up to each parish.  A variety of options are used across the Diocese.  In some parishes the individual pays.  In others the parish pays; some parishes pay only for employees, others pay only for volunteers.  Some parishes pay for the police record check and encourage individuals to make a donation for the amount to the parish, which then issues a tax receipt.  Use the payment method appropriate for your parish. 

Do we send individual payment with each form, or can we send one payment for everyone that needs a police record check?
You can send one payment for everyone.  Please ensure that the name of the congregation and a list of who is a volunteer and who is an employee is included.

Can I get a receipt for my police record check?
A receipt is not automatically issued, however if you require a receipt please request it in writing on your forms.  Receipts are issued by XpressChek Inc., not the Diocese of Toronto.

Will I receive a copy or the original of the police record check (PRC) after it has been processed?
No.  The Diocese only receives an email confirmation that the PRC was clear of convictions.  There is no physical PRC.  If you have a record, and a full physical PRC is obtained, it will be returned to you after it has been processed.

Can I get a police record check (PRC) from my local police department and send it to the Diocese for processing?
No.  The Responsible Ministry: Screening in Faith policy requires that all individuals in high-risk positions complete a PRC through the approved background checking service, which is XpressChek Inc..  Therefore, under the policy, we cannot process PRCs that are not obtained through XpressChek.  Using this process ensures that all PRCs are obtained through a consistent process, that is cost effective and efficient.  All clear PRCs will be processed within two weeks of submission.  Some local police departments can take up to 6 months, and require further processing by the Diocese.

I have already been screened by my employer/ other volunteer agency (i.e. Teacher, CSIS clearance, Boy Scouts and Girl Guides, etc.); do I have to be screened by my parish as well?
Yes.  Every organization that works with children and vulnerable adults must conduct its own screening, including its own police record checks.  This is to ensure that the standards of the Diocesan policy are followed consistently, that we have met our due diligence, and that we can provide full documentation of all screening steps should an investigation be initiated.  This is also an important part of making sure that our process does not have loopholes that can be taken advantage of.

I’m concerned about my privacy.  Were issues around privacy considered when choosing to work with XpressChek Inc.?
Absolutely.  The Diocese spent considerable time researching a range of companies that provide similar services and one of the main factors in choosing XpressChek is their commitment to privacy and confidentiality.  XpressCheck also has a privacy policy which can be found at: xpresschek.com/privacy-policy

What does XpressChek do with the information I send them after my police record check is processed?
Immediately after processing all credit card information is shredded.  All other information sent to XpressChek is shredded 90 days after processing, which allows time for parishes to follow up should there be any questions or delays in the process.

Why does XpressChek require a photocopy of my identification?
This requirement protects you by ensuring that the police record check actually pertains to you and not to someone with a similar name.

Can the OHIP/ Health Card be used as (either photo or non-photo) identification for obtaining a police record check?
No. Ontario Health Cards cannot be accepted for identification purposes under the Personal Health Information Protection Act (PHIPA).

Can I go to XpressChek in person to have my police record check processed?
Yes, It is easier to fax, mail, or email the forms and payment but you may also go to XpressChek in person Monday to Friday between 8:30 a.m. and 4:30 p.m.  Their offices are at 140 Yonge Street, Suite 200 in Toronto.  Be sure to complete all the forms, provide a photocopy of your identification, have a parish representative sign the forms, and provide the appropriate payment.

Where do I send my police record check forms and payment?
To XpressChek Inc.
140 Yonge Street, Suite 200
Toronto, ON M5C 1X6
Fax: 416-412-2765
Email:screening@xpresschek.com

 

If you have further questions, please contact the Human Resources Manager at 416-363-6021 (1-800-668-8932) ext. 241.