In this article, you'll learn about ordering Canadian criminal record checks from Certn. This article is part of a set. To learn more, read our overview article for this check and our article about this check's results.
This article is for clients who want to order Canadian criminal record checks. If you're new to Certn, you can also request a demo to learn more.
In this article
Before you begin
If you're new to ordering Canadian criminal record checks, start by reading our overview article for this check. In it, you'll learn the basics of this check and find an overview of the stages of this check.
Prerequisites for this check
To comply with laws governing criminal record checks in Canada, an identity verification check must be included in your order for a Canadian criminal record check.
To run this check, you'll also need your candidate's email address. Additionally, depending on how you order this check, you might need to collect more information from your candidate. To learn more, refer to How to order this check.
How to order this check
There are several ways to order a Canadian criminal record check from Certn. From our web application, you can add this check to an order or a package. You can also order using Certn's API or using an integration with your applicant tracking software (ATS).
Add to an order
When you order a Canadian criminal record check from Certn's web application, you typically invite your candidate to complete an application. However, some clients also have the option to submit details on behalf of their candidate.
Select a method below to learn more about it.
Order by sending an invitation to your candidate
Using this ordering method, you invite your candidate to complete an application. Through the application, your candidate provides their consent to the check as well as all details required to complete the check. To begin, all you need is your candidate's email address.
To invite your candidate to complete a Canadian criminal record check, follow these steps:
- Start an order: From your Certn dashboard, select Screen Applicant. A page appears where you can select checks. For images that show this step, refer to this help article.
- Add a check to your order: From the list of checks, select the plus + button next to the Canadian criminal record check you want to order.
- For a Basic check, select Canadian Criminal Record Check.
- For an Enhanced check, select Enhanced Criminal Record Check.
The check you select appears in your order summary. - Review the identity verification check added: Our standard identity verification check adds to your order by default. This is to fulfill the identity verification check prerequisite for Canadian criminal record checks. You can opt to select OneID to add our OneID identity verification check instead, which can provide a more seamless experience for your candidate.
- Review checks and continue: Review your order summary. If you want to add more checks, do so. When you're finished, select Continue.
- Complete the order: When you completed the previous step, a new page opened. On this page, if you are asked who will complete the details for the application, select Candidate. Then, add your candidate's email address, choose the language of the application your candidate will receive, add a message for your candidate, and review any conditions for the check. Then, select Submit Application.
Order by submitting details on your candidate's behalf
Using this ordering method, your candidate does not have to complete an application. However, before you can order this check, you'll need to get your candidate's consent, verify two pieces of ID, and get details for this check:
- Get your candidate's consent: You must collect your candidate's consent to run this check. For this requirement, your candidate must complete a form that you download from our web application. An electronic or digital signature on this form is acceptable. To get the form, begin following the numbered steps below that describe the ordering flow. When you encounter the following section, select Download Blank Consent PDF:
- Verify two pieces of ID: You must collect one piece of photo ID from your candidate. You will upload this ID as part of your order. You must verify this photo ID yourself, and cross-reference it with one other piece of ID. The secondary piece of ID does not need to have a photo, and you do not need to upload it with your order. To be considered acceptable, the primary ID (photo ID) that you collect and upload typically must meet the following criteria:
- Issued by a federal, provincial, territorial, or state government authority
- Contains the candidate's name, date of birth, photo, signature, and ID number
- Has an expiry date and is not expired
- Get details for this check: You must collect from your candidate all other details that they would typically submit as part of our application. For a list of details to collect, refer to Your candidate's experience.
When you have collected the prerequisites listed above, you can proceed to order the check.
To order a Canadian criminal record check and submit details on your candidate's behalf, follow these steps:
- Start an order: From your Certn dashboard, select Screen Applicant. A page appears where you can select checks. For images that show this step, refer to this help article.
- Add a check to your order: From the list of checks, select the plus + button next to the Canadian criminal record check you want to order.
- For a Basic check, select Canadian Criminal Record Check.
- For an Enhanced check, select Enhanced Criminal Record Check.
The check you select appears in your order summary. - Review checks and continue: In the previous step, our standard identity verification check was added to your order automatically. This is to fulfill the identity verification check prerequisite for Canadian criminal record checks. If you want to add more checks, do so. When you're finished, select Continue.
- Enter your candidate's details: When you completed the previous step, a new page opened. On this page, if you are asked who will complete the details for the application, select Myself. Then, enter your candidate's email address and other details, and upload their completed consent form and verified photo ID.
- Complete the order: Complete the remaining fields on the page, such as the language of the application your candidate will receive and a message for your candidate, and review any conditions for the check. Then, select Submit Application.
Add to a package
If you're a Human Resources (HR) user, you can save a set of checks as a package. Packages make it fast to order several types of background checks at once for your candidates.
To add a Canadian criminal record check to a package, you can follow the steps in this help article. When you reach the step that instructs you to select checks to include in the package, select the Canadian criminal record check you want to include, as well as an identity verification check like OneID to meet the prerequisites for this check.
Use Certn's API
You can use Certn's API to order a Canadian criminal record check. To learn how, visit this Certn API article.
Use your ATS
You can use an integration with your applicant tracking software (ATS) to order Canadian criminal record checks from Certn. If you use your ATS to order checks, you can still refer to the information in this article for information specific to ordering Canadian criminal record checks. However, the steps for adding this check to an order or package may differ for you. To find general ordering steps specific to your ATS, check our Integrations section.
Your candidate's experience
When you place your order for a Canadian criminal record check using the invitation method, your candidate receives an email inviting them to complete an application. During the application, the following occurs:
- We collect your candidate's consent to run a Canadian criminal record check.
- Your candidate completes the identity verification check you included in your order.
- We collect some details about your candidate that we need to run the check:
- Full name
- Phone number
- Address history
- Country of birth
- Province/state of birth
- City/municipality of birth
- Sex (Male, Female, or X)
- Date of birth
- Criminal history (if any)
Must include the name, date, and court location of any criminal convictions.
Next steps
After you've placed your order and we've received the required details about your candidate, the check begins processing. Typically, you can expect it to complete within its usual turnaround time.
When the check is completed, you can view its results.
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