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Results of Canadian criminal record checks

  • Updated

In this article, you'll learn about the results of 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 ordering this check.

This article is for clients who want to understand the results of Canadian criminal record checks. If you're new to Certn, you can also request a demo to learn more.

In this article

Open the report

When a Canadian criminal record check is completed, you can view the report results. The way you access your report results depends on how you order Certn background checks:

  • Using Certn's web application: From your dashboard, select an application to view its report.  
  • Using your applicant tracking software (ATS): Check our Integrations section for instructions.
  • Using Certn's API: Refer to our Certn API documentation for help requesting report results. 

Explanation of results

When you order a Canadian criminal record check from Certn, you order either a Basic check or an Enhanced check. Depending on the check you ordered, your report includes up to two portions:

  • Basic check results: A portion for the Basic check results always appears on the report. 
  • Enhanced check results: This portion only appears if you ordered the Enhanced check.

Each section has its own, independent results. Each portion also contributes to an overall result for the Canadian criminal record check. 

Select a section below to learn more. 

Learn about basic check results

Basic check results

On the report you receive, the results of the Basic check appear in the Criminal Record Check section under Base Canadian Criminal Record Check. There are three possible results:

The result is determined by comparing your candidate’s disclosure with the outcome of the searches included in the Basic check. The searches are based on your candidate’s name and date of birth. In some cases, additional identifiers such as place of birth and address history are also used.

Note: The results that appear on Certn reports are based on the three standard responses outlined in the Dissemination of Criminal Record Information policy.

Negative

If the check’s result is Negative, then typically both of the following are true:

  • The candidate did not disclose any criminal convictions.
  • Our check did not find any criminal convictions.

The Negative result appears on the report similar to the following:

base-clear.png

Confirmation of a Criminal Record

If the check’s result is Confirmation of a Criminal Record, then typically both of the following are true:

  • The candidate disclosed one or more criminal convictions. 
  • Our check found that the candidate accurately disclosed their convictions.

The Confirmation of a Criminal Record result appears on the report similar to the following:

base-confirmed.png

Incomplete

If the check’s result is Incomplete, then typically one of the following is true:

  • The candidate did not disclose any criminal convictions, but our check found one or more criminal convictions.
  • The candidate disclosed one or more criminal convictions, and our check found criminal convictions that do not match those the candidate disclosed. In this case:
    • the candidate may have disclosed only some of the criminal convictions found, or
    • the candidate may have disclosed more criminal convictions than were found.
  • The candidate disclosed criminal convictions, but some details (name, date, or court location) of those criminal convictions do not match what our check found.

    Note: Typically, the dates given by the candidate must be accurate within two years to be considered a match. 

  • Our check could not be completed using the name and date of birth provided by the candidate. In this case, it is recommended that the candidate complete a fingerprint check.
  • The candidate disclosed one or more criminal convictions, but our check did not find any criminal convictions.

The Incomplete result appears on the report similar to the following:

base-incomplete.png

Learn about possible next steps for an Incomplete result. 

Learn about enhanced check results

Enhanced check results

On the report you receive, the results of the Enhanced check appear in the Criminal Record Check section under Enhanced Canadian Criminal Record Check. There are two possible results:

The result is determined by the outcome of the searches included in the Enhanced check. The searches are based on your candidate’s name and date of birth. In some cases, additional identifiers such as place of birth and address history are also used.

Clear

If the result shown on your report is Clear, then our check did not return any results.

 

Not Clear

If the result shown on your report is Not Clear, then our check returned results. These results could include any items listed in our summary of the Enhanced check.

Note: The Enhanced check’s results do not include details of a candidate’s criminal history. The report only indicates whether the result is Clear or Not Clear. Learn more about next steps for a Not Clear result.

Learn about overall check results

Effect on overall check result

Our Canadian criminal record checks can have one of two possible overall results: Cleared or Review. This section explains how results from the Basic and Enhanced check results affect the overall result. 

Note: This section describes the default method of assigning overall results. If you use custom logic to assign results, skip this section. Adding new custom logic is not available at this time.

The results of Basic and Enhanced checks are independent of one another. For example, It is possible for a candidate's Basic check results to be Confirmation of a Criminal Record or Incomplete and their Enhanced check results to be Clear. The following table shows what combinations of Basic and Enhanced results yield what overall check result. If you only ordered the Basic check, ignore the Enhanced check column.

Basic check Enhanced check Overall result
Negative Clear Cleared
Negative Not Clear Review
Confirmation of a Criminal Record Clear or Not Clear Review
Incomplete Clear or Not Clear Review

Next steps

After you receive the check results, you may have all you require to continue with your hiring or tenancy application process. In other cases, you or your candidate may want to follow the results with additional steps. 

Select a section below to learn more. 

Learn about next steps for a Basic check with an Incomplete result

If a Basic check's result is Incomplete, some possible next steps are as follows: 

  • Certn recommends that candidates who are unsure of the details of their criminal convictions seek confirmation through a certified criminal record check with their local police service or RCMP detachment. 
  • If your candidate feels that they have accurately disclosed their convictions and wishes to dispute the Incomplete result, the candidate can contact us.  

  • If your candidate feels that they know which information was missing or incorrect in their initial disclosure, you can order a new check as normal.

Learn about next steps for an Enhanced check with a Not Clear result

If an Enhanced check's result is Not Clear, some possible next steps are as follows: 

  • You can follow up with your candidate directly regarding the Not Clear result. 

    Note: Certn will not confirm details provided by your candidate or provide any further details regarding the Not Clear result, so you should make decisions based on your own discretion.

  • Your candidate can seek a local police information check from their local police service or RCMP detachment. In Ontario, this is referred to as a Judicial Matters Check.
  • If your candidate wants to dispute the Not Clear result, they can contact us. 
Candidate wants a copy of the report

If your candidate wants a copy of the report after the check is complete, you can direct them to contact our Support team for assistance.    

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