Local Police Service

You can apply for a VSS through your local police service. Procedures, pricing, and processing times to obtain a VSS vary for each police service. Please carefully read the information listed below. If your city is not listed, please refer to their website for further information.

Your police check must cover your last five years of residency. This includes a police check for every country in which you have lived in during this period. If you have lived outside of Canada for a period of six months or longer during the last five years, you must provide a Canadian VSS and a VSS or equivalent from the country or countries in which you have lived.

If you have never lived in Canada, you must provide a VSS or equivalent from the country or countries in which you have or are presently residing. If this applies to you and you have any questions or concerns, please contact [email protected] or 613-562-5800 ext. 3929 for assistance.
 

VSS requirements for UGME students:

• A VSS verification is required annually to remain compliant.

• Renewal must be completed prior to the expiry of the current VSS verification.

VSS requirements for PGME trainees (residents and fellows):

• Please note that your VSS should not be older than 6 months from your start date.

VSS requirements for elective learners:

• Please note that you must provide our office with a VSS that is no older than 12 months from the date of issue and is valid to cover the entirety of your elective placement.

• If you have sent our office an original valid VSS in the last 5 years, you do not have to resend a new one. Please let us know by sending an email at [email protected]

• If you receive your VSS online and it is electronically secured and/or password protected, you can forward the initial email from the police service with the attached results to [email protected]

• If you receive a paper copy, you will need to provide us with the ORIGINAL document embossed with seal. You can mail or submit in person to our office:451 Smyth Road 2023  Ottawa, ON K1H 8M5.

• If your university holds an original VSS on file that was issued within the last 5 years, they can scan a copy directly to our office at  [email protected]

• If your home school does not have an original VSS on file for you, you will have to apply for a new one via our third-party partner (Triton) or through your local police service.

Local Police Services

The processing time to obtain a VSS may vary between 2 TO 12 WEEKS, depending on the police service. To avoid any delays, we recommend that you apply several weeks in advance to be able to provide us the original VSS document or digitally secured electronic copy (eCopy) by the compliance deadline. Failure to provide the original VSS document or eCopy by the compliance deadline may prevent you from starting or continuing your clinical training.

Once complete, your VSS must be submitted to the FoM CPRM team before the compliance deadline. You may also need to forward a copy to the CPSO to finalize your licencing application. For questions about CPSO licensing requirements, please contact CPSO directly.

Local Police Service

The original VSS document must be mailed to the Faculty of Medicine Clinical Placement Risk Management team. We strongly recommend you keep a copy for your records.

Some police services may decide to share a secured electronic copy (eCopy) with you. In this case, you can simply forward that email to [email protected] with the secured VSS attached. Please add the password or any security code needed to open the document if one has been provided.

International police check (not in English or French)

Please note that if your police check is not in French or English, you will have to provide us with a notarized translation (in French or English) of your VSS along with the original copy. Both documents must be mailed to the Faculty of Medicine Clinical Placement Risk Management team.

Cornwall

The FoM CPRM team will need to provide you with a letter to give to the Cornwall Police Service. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

• Date of birth

Durham (Oshawa)

The FoM CPRM team will need to provide you with a letter to give to the Durham Regional Police Service. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

Guelph

Check the Guelph Police Service website for details on how to apply for a vulnerable sector screening.

Halton Region (Burlington/Halton Hills/Milton/Oakville)

Check the Halton Regional Police Service website for details on how to apply for a vulnerable sector screening.

Hamilton

The FoM CPRM team will need to provide you with a letter to give to the Hamilton Police Service. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

London

The process with the London Police Service is now done online and no longer requires a uOttawa letter to apply for a Vulnerable Sector Check.
 
The results will be sent to you via email (e-copy) which you can then forward to [email protected] You must forward the original email from the police service with the attached final results and password to open the document in its original secure format so the FoM CPRM team can validate your VSS check.

You will also need to complete a Police Vulnerable Sector Check form, which is available online or at the London Police Service headquarters reception desk.

Niagara

The FoM CPRM team will need to provide you with a letter to give to the Niagara Regional Police Service. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

Ontario Provincial Police (OPP)

The FoM CPRM team will need to provide you with a letter to give to the Ontario Provincial Police. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

• Name of your local OPP detachment

Ottawa

The Ottawa Police Service have launched an online registration system where Ottawa residents can submit their application for a Vulnerable Sector Check (Level 3) online without having to attend in person.
 
You must choose to receive your police check electronically to meet your requirements. Once complete, you must forward the original email from the Ottawa Police Service with the attached final results to the [email protected].
 
If you apply in person or receive your police check by mail, you must provide the original paper document embossed with seal to meet your requirements.
 
Please Note: A uOttawa letterhead will not be required as it is strictly for volunteer purposes, excluding educational placements. If you apply online, you must select "other" (NOT "volunteer") as your reason of request to proceed to the next level.

Further details can be found on the Ottawa Police Service website.

Peel Region (Brampton/Mississauga)

The Peel Regional Police no longer require a uOttawa letterhead and are now processing their screenings online which means your results will be sent electronically. You must forward the initial email from the police service with the attached final e-results and password to open the document in its original secure format to [email protected] to meet your requirements.

If you are applying in person, you will also need to complete both sides of the Vulnerable Sector Check form, which is available in the lobby of the Peel Regional Police headquarters.

Toronto (City of Toronto/Etobicoke/North York/Scarborough)

The FoM CPRM team will need to provide you with a letter to give to the Toronto Police Service. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

York (Markham/Richmond Hill/Stouffville)

The FoM CPRM team will need to provide you with a letter to give to the York Regional Police. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

You will also need to complete a Police Vulnerable Sector Check (PVSC) form, which is available online or at the reception of the York Regional Police headquarters.

Vancouver

The FoM CPRM team will need to provide you with a letter to give to the Vancouver Police Department. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

Gatineau (Aylmer/Buckingham/Masson-Angers)

In order to apply for a VSS with Gatineau, you will need to complete a form.
 

Form Instructions:

• Complete section 3 and 5 ONLY.

• Provide 2 pieces of ID that confirm your full name, date of birth, and Gatineau address.

• List all addresses where you have lived over the last five years, including unit numbers and postal codes.

• A manual signature is required. Electronic signatures will not be accepted.

Please scan the completed form and both pieces of ID (front and back) and email them in one document to [email protected].

Longueuil

You can apply for a VSS with the Service de police de l'Agglomération de Longueuil. A University letterhead is not required.

Montreal

You can complete a VSS directly with the Service de police de la Ville de Montréal (SPVM).

Québec

The FoM CPRM team will need to provide you with a letter to give to the Sûreté du Québec. Please request the letter from [email protected] with the following information:

• Full name, including any middle names or initials

• Program of study

• Student number

Burkina Faso

Name of the documents you need based on your status:

• Bulletin no. 3 for residents

• Attestation de non-poursuite judiciaire (Certificate of non-prosecution) for non-residents

Instructions:

·If you currently are a citizen of Burkina Faso, you must present your birth certificate and pay the applicable fee to the Greffier en Chef du Tribunal de Grande Instance. For more information on the process please call: (226) 25 50 37 69 00 Extension 203 or 262.

• If you aren’t a Burkina Faso citizen, you must present your birth certificate and pay the applicable fee to the Greffier en Chef de la Cours d’Appel. For more information on the process please call: (226) 25 50 37 69 04.

We will require the original of your Bulletin no. 3 or Attestation de non-poursuite judiciaire (Certificate of non-prosecution). You can mail it to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Cameroon

Name of the documents you need:

An excerpt or Bulletin No 3 of the criminal record from the trial court in your country of birth.
 

Instructions:

• An application must be filed with the trial court in your country of birth and the required fees must be paid.

• You must submit the following information: A completed application form/ National identity card/Original birth certificate and pay the applicable fees.

• An excerpt or Bulletin No 3 of the criminal record can only be requested from within Cameroon. Please note that the Cameroonian embassies do not issue this document or can’t assist you in obtaining one.

• If you are a Cameroonian living abroad and want a Bulletin No 3, you must send your original birth certificate to someone living in Cameroon, who can then apply on your behalf.

• We will require the original of your excerpt or Bulletin No 3 to meet your requirement. You can mail it to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Congo

Name of the document you need:

Extrait du casier judiciaire
 

Instructions:

• You can apply in person to the Direction Générale de la police judiciaire in Congo.

• If you are not currently in Congo, you should apply at your nearest Democratic Republic of Congo embassy.

• If you were a minor when you left your country of origin (Congo), we only ask that you sign and complete this form (link to be added). and forward it to [email protected]

• Once your police check is completed, we will require the original of your Extrait du casier judiciaire to meet your requirement. You can mail it to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Côte d’Ivoire

Name of the document you need:

Bulletin No3 de la République de Côte d'Ivoire
 

Instructions:

If you are currently living in Côte d’Ivoire:

• Citizens: You must apply for a certificate at the court in the region where you were born. You must provide the original and a photocopy of your birth certificate and your residence certificate or an address on the back of your application. You must also pay the applicable fees.

• Non-Citizens: If you are not a citizen of Côte d’Ivoire, you must apply for a certificate at the Department of Foreign Affairs.  You will be required to present your residence certificate, your birth certificate and pay the applicable fees.

If you live outside Côte d’Ivoire

• Citizens: You should have a representative request the certificate on your behalf at the court in the region where you were born.  The representative must present the original and a copy of your birth certificate and pay the applicable fees.

• Non-citizens: You should contact the closest Embassy of the Republic of Côte d’Ivoire.

Once your police check is completed, we will require the original of your Bulletin No3 de la République de Côte d'Ivoire to meet your requirement. You can mail the original document to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Egypt

Name of the document you need:

Egyptian Criminal Status Record
 

Instructions:

If you currently live in Egypt

• Apply in person at your local police station

• Fingerprints will be recorded on the front of the certificate

• Fingerprint check results will be recorded on the back.

You’re responsible for picking up your completed criminal record

If you live outside of Egypt

• Apply at your nearest Egyptian embassy or consulate

Morocco

Name of the document you need

Fiche anthropométrique (Moroccan citizens) or Bulletin no 3 (foreign nationals)
 

Instructions

• If you live in Morocco, you must apply in person at your local police station or you can nominate a representative to apply on your behalf, but they must bring your national identity card when they apply.

• If you live outside of Morocco, you can apply at your nearest Moroccan embassy or consulate or by proxy to the local police station (not Service central des casiers judiciaires at Place de la Mamounia in Rabat).

Bangladesh

Name of the document you need:

Police Clearance Certificate (PCC)
 

Instructions:

• If you currently live in in Bangladesh, you should apply in person at your local police station.

• If you do not currently live in in Bangladesh, you can contact the nearest Bangladesh Embassy, Consulate or High Commission and follow the instructions that will be provided

• To submit your application, you will need a photocopy of your passport and to pay the applicable fees in the form of a money order/Bank draft or certified cheque.

• We will require the original of both your Bangladesh PCC and a notarized translated document in English or French to meet your requirements. You can mail them to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

China

Name of the document you need:

Certificate of No Criminal Convictions
 

Instructions:

• The FoM CPRM team will need to provide you with a letter to apply for your certificate of no criminal convictions. Please request the letter from [email protected] with the following information:  Full name, including any middle names or initials /Program of study /Student number

• Your certificate can be obtained through your local police station

• Different cities have different ways to proceed, therefore we recommend you  communicate with your local Notary Public Office for the details on how to apply.

• A notarized translation of your certificate will also be required which you can mail to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

India

Name of the document you need

Police Clearance Certificate
 

Instructions:

You can apply for a Police Clearance Certificate at

• at your local district police station

• Passport office

• Indian embassy or consulate

• BLS International Centre

Iran

Name of the document you need

Police Certificate
 

Instructions:

For the details on how to apply, please visit the following link: http://www.daftar.org/far/formsall_far.asp?lang=far.

 When you scroll down the website, there is an option for "Police Clearance".

• You must open this section by clicking on the number "460" on the left side of the screen exactly parallel to where it is written "Police Clearance".

• It opens a page with complete instructions (in Farsi) on how to obtain the police check.

• Please note that before mailing any documents to the Embassy of Pakistan, everyone should submit their request by creating an account on another website: https://mikhak.mfa.gov.ir/form/landing.xhtml. You must fill out the requested forms for obtaining a police clearance and attach the receipt when mailing the documents.

Israel

Name of the document you need

Teudat Meida Plili – Criminal Information Certificate
 

Instructions

• You can apply for a police certificate at your nearest police station or online on the Israeli Police website (available only in Hebrew). If you apply through a designated representative, they must submit a specific power of attorney for this purpose, which does not need to be notarized.

• The police certificate will be sent directly to the Embassy of Canada in Tel Aviv.

• Please request that the document be released to the Israeli Embassy in Ottawa. It can then be forwarded to the University of Ottawa if you send them a prepaid envelope with our office location.

• If you live in Jerusalem (East or West) or in the Golan Heights, you should apply for an Israeli police certificate.

• We suggest you communicate with the Israeli Embassy in Canada for further details.

Japan

Name of the document you need

Certificate of Criminal Record
 

Instructions

The FoM CPRM team will need to provide you with a letter to give to apply for your certificate. Please request the letter from [email protected] with the following information:  

• Full name, including any middle names or initials

• Program of study

• Student number

Upon receipt of the letter, you must apply in person at the Prefectural Police Headquarters Identification Section where you live. When you go to the police headquarters, your fingerprints will be taken, and you will be given an application form to complete.

If you live outside of Japan
 

After you receive the official request letter for a police certificate from our office, you can apply at your local Japanese embassy or consulate. Please refer to the Ministry of Foreign Affairs of Japan website for a list of Japanese embassies, consulates, and permanent missions.
 

Your fingerprints will be taken and the application form for the Certificate of Criminal Record will be provided to you at the time and place where you apply.

Pakistan

Name of the document you need

Police Character Certificate or Police Clearance Certificate
 

Instructions

• If you live in Pakistan, you need to get an application form (see below for locations) and complete it. All the documents and information you will need (such as reference signatures and a copy of your National Identity Card) are listed on the application form.

• In larger cities: Application forms are available at the “Town” or “City Police Officer” of your area. The “Town” or “City Police Officer” will issue the required certificate directly to you.

• In smaller cities, towns or rural areas: Application forms are available at the local district office of the Senior Superintendent of Police (SSP) of the Police Security Branch. The superintendent of Police (SSP) will issue the required certificate directly to you.

• If you live in a Federally Administered Tribal Area (FATA) in Pakistan or in areas where there is no police presence: Each agency is divided into Tehsils where there is a non-gazetted officer (Tehsildar) and a gazetted officer (Assistant Political Agent). The administrator in charge of the agency is usually the Political Agent. You should obtain a clearance from the Tribal Elders and forward it to the Tehsildar in your area. The Tehsildar forwards the clearance to the Assistant Political Agent (or sometimes the Political Agent). The clearance certificate is issued from the office of the Assistant Political Agent (or sometimes the Political Agent). The seven FATA agencies are: Khyber, Mohmand, Bajaur, Orakzai, Kurram, North Waziristan, South Waziristan

• If you live outside of Pakistan, you should contact your nearest Embassy or Consulate of Pakistan for assistance.

Saudi Arabia

Name of the document you need

Saudi Criminal Records Check
 

Instructions

• You need to first email the Canadian Embassy in Saudi Arabia at [email protected] for a letter to help you obtain a police certificate from the Saudi Authorities.

• You then need to attest this letter to the Ministry of Foreign Affairs who will authenticate it and have you address it to your local police headquarters.

• You will have to present your Saudi Identity Card, a copy of your current passport plus two passport size photos. Fingerprint samples will be taken.

Taiwan

Name of the document you need

Police Criminal Record Certificate
 

Instructions

You need to apply through the Taipei City Police Department if you live

• in Taipei

• outside Taiwan

You can apply

• online

• in person

• by mail

• Fax

Check the Taipei City Police Department website for downloadable application forms and detailed instructions, including required documentation and applicable fees.

If you live in another part of Taiwan, you need to apply at your local City Police Department.

Belgium

Name of the document you need:

Criminal Record Check-Uittreksel uit het strafregister - Model 596.2
 

Instructions:

• If you currently live in Belgium, you will need to follow the instructions of the police in the municipality where you live. Check your municipal website for information on how to apply for a VSS.

• The police certificate will be issued in the language of the municipality. Those that are not issued in English or French must be accompanied by a notarized translation in English or French

• If you are living outside of Belgium, you must send a personal written request by email to the Federal Public Service Justice at [email protected] (in French) or  [email protected] in (Dutch).

• Your request should include:

  •  Full name

  • Copy of identification (identity card, passport or residence card for foreigners)

  • Date and place of birth

  • Complete address

  • Reason for the request (clinical placement)

  • Applicable fees

• We will require the original of both your Criminal Record Check-Uittreksel uit het strafregister - Model 596.2 and a notarized translated document in English or French to meet your requirements. You can mail them to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

France

Name of the document you need

Bulletin no. 3
 

Instructions:

You need to apply through the Casier Judiciaire National website (available in English, French, German, and Spanish)
 

Special considerations

If you, were you born in one of the French territories (New-Caledonia, French Polynesia, or Wallis & Futuna)

You must apply to the Tribunal in your place of birth (see the list of the tribunals on the Casier Judiciaire National website for contact information).

Costa Rica

Name of the document you need:

Certificacion de Antecedentes Penales de usos varios a nivel internacional
 

Instructions:

• If you live in Costa Rica: You can apply in person at the Oficina de Archivo y Registro Judicial (See Information and documents you need for complete address) or you can apply online on the judicial website (available in Spanish only). You will be notified when your certificate is ready for pick-up.

• For your certificate to be valid in Canada, it must be authenticated by:

Authentication Office of the Ministry of Foreign Affairs of Costa Rica
Avenue 7-9, Street 11-13, San José, Costa Rica
Tel. 2223 7555. Ext. 136,188 or 220

• If you are currently living in Canada, for more instructions visit the Embassy of Costa Rica website

• Once your police check is completed, we will require the original of your Certificación de Antecedentes Penales de usos varios a nivel internacional to meet your requirement and a notarized translation of the document. You can mail them to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Mexico 

Name of the document you need

Constancia de datos registrales
 

Instructions

• You must apply to the Mexican authorities, the Fiscalía General de la República (FGR).

• The office processing your application will send you a letter with instructions on how to get a police certificate.

United States of America

Name of the document you need

Identity History Summary issued by the Federal Bureau of Investigation (FBI)
 

Instructions

• You can request an Identity History Summary from the FBI online.

• If you receive an electronic copy of your police check, please forward the initial email from the CJIS to [email protected] with the secure link and PIN and the attached final results to meet your requirements.

Australia

Name of the document you need:

Australian Police Certificate and a copy of your Working with Children Check Clearance photo ID card
 

Instructions:

• The application can be done both on paper or online.

• If your document is issued electronically, you must forward the initial email from the Australian Federal Police with the attached results to [email protected] . Otherwise, please mail the original document to our office at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

• For your Working with Children Check (WWCC) Clearance, you can scan or email a picture image of your photo ID card if you currently have one to [email protected].  If not, you can forward, the Verification Result Receipt which you would have received from the Office of the Children’s Guardian stating that your status is clear. You can complete this process if you visit the NSW Office of the Children’s Guardian website

• Once you are on the  NSW Office of the Children’s Guardian website, click on verify for "I'm a parent" or “I’m an applicant” which will take you the following webpage "Verify Working with Children Check status". Under "Reason for verification", click on "Verifying my own check" and complete the remainder of the page. You will then be emailed the Verification Result Receipt which you can forward to [email protected]

If do not hold a WWCC Clearance, you can apply for one through your current employer or through the NSW Department Of Education And Communities. You can also reach the Office of the Children’s Guardian at 02 9286 7219 for further information.

Argentina

Name of the document you need:

Certificado de Antecedentes Penales (emitido con excepción al artículo 51 del Codigo Penal Argentino)|
 

Instructions:

• The application can be done both in person or online at the  Registro Nacional de Reincidencia (available in Spanish only) in Buenos Aires or at any of its other offices throughout the country. (See the Ministry of Justice and Human Rights website for a complete list—available in Spanish only).

• Once the application process is complete, you will receive a certificate with a security code that will give you access to the certificate online.

• You must email the Certificado de Antecedentes Penales to [email protected]

• You must specify that the certificate you need is “con excepción al artículo 51 del Código Penal” when you apply. The certificate is not valid and will not be accepted without the mention "con excepción al artículo 51 del Código Penal" on the document.

• The certificate must be issued by the Registro Nacional de Reincidencia (available in Spanish only) of the Federal Ministry of Justice and Human Rights. Certificates issued by any other federal/provincial government offices are not accepted.

• If you have a criminal record, you must give a copy of the judicial file, the verdict, and the final decision with a French or English translation of all documents.

• A notarized translation of the Certificado de Antecedentes Penales will also be required which you can mail to our office at 451 Smyth Road (room 2023), Ottawa (ON) Canada K1H 8M5

Brazil

Name of the documents you need:

Federal Certidão de Antecedentes Criminais and State Certidão de Antecedentes Criminais
 

Instructions:

• Your Federal Certidão de Antecedentes Criminais can be issued online through the Federal Police Department (click on "Antecedentes Criminais", and then "Emitir Certidão").

• Your State Certidão de Antecedentes Criminais can also be issued online but through your local police force of jurisdiction in Brazil or by the State in which your personal documents are registered.

• If you obtain your Criminal Record Certificates online, they will need to be validated for authenticity at the Federal Police Department website; click on "Antecedentes Criminais", and then "Validar Certidão".

• All required information to validate can be found on the certificate. After submitting the request, you will have to type in a security code, and then click "Validar". The results of your request should then appear in the next screen.

• We will require the original of both your Federal Certidão de Antecedentes Criminais and State Certidão de Antecedentes Criminais and their notarized translation in English or French to meet your requirements. You can mail them to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.

Chile

Name of the document you need:

Certificado de Antecedentes para Fines Especiales (For criminal convictions that includes “Special Purposes”) and a Hoja de vida del Conductor (For convictions related to driving)
 

Instructions:

• Both documents can be obtained with your “RUT” or “RUN” through any office of the Registro Civil e Identification. You can also apply online at Servicio de Registro Civil e Identificacion (available in Spanich only).

• Applicants residing in Chile who are indisposed may provide a notarized authorization to a 3rd party representative to apply on their behalf.

• A notarized translation of both documents and the originals will also be required which you can mail to my attention to our office, located at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5

Colombia

Name of the document you need:

Background Verification Certificate.
 

Instructions:

• This document can be obtained through the Policia Nacional de Colombia and is done electronically.

• After obtaining your background check, it will need to be legalized by the minister of International Affairs.

• The e-copy of your Background check and legalization can be forwarded to [email protected]. However, we will require the original of the notarized translation to be mailed to our office at 451 Smyth Road (Room 2023), Ottawa (ON) K1H8M5.