All UBC faculty, staff, student employees and volunteers who work with or have unsupervised access to children or vulnerable adults are subject to a criminal record check (CRC) every five years.
CRCs ensure a safe workplace
UBC provides a diverse, inclusive, safe and vibrant workplace for everyone in the UBC community. B.C.'s Criminal Records Review Act helps ensure that adults working in certain situations undergo a criminal record check (CRC) by the Criminal Records Review Program.
Who needs criminal record checks at UBC
All UBC faculty, staff, student employees and volunteers who work with or have unsupervised access to children or vulnerable adults are subject to a criminal record check every five years.
Exempted employees: The Criminal Records Review Act provides a limited exemption for post-secondary institutions (such as UBC) and their employees. Most UBC faculty and staff who interact with UBC students under the age of 19 are not required to have a criminal record check.
Record checks for new employees
If the prospective employee belongs to a professional body that requires a criminal record check, advise them that they will need to provide proof of current practicing membership in that professional body.
If the prospective employee still requires a criminal record check, the manager must take the following steps.
Criminal record checks for an existing employee
Check current status: Administrators must ensure all existing staff and faculty who meet the criteria provide a criminal record check authorization by the applicable deadlines.
Advise staff of five-year requirement: All existing staff and faculty who meet the criteria must be advised that a criminal record check will be required every five years.
Stay on top of renewals: Regularly review your staff and faculty to determine who will need a renewal criminal record check. At least two months prior to that renewal date, notify them that a new criminal record check authorization form must be provided.
Get consent and follow the process: Provide any employee requiring a renewal with the Consent to a criminal record check form (pdf) and continue the process as explained above for new employees.
Once you've made the job offer, and it's been accepted, you can ask the new employee to complete the consent. As long as a new employee has completed a criminal record check authorization and that authorization has been submitted to the Criminal Records Review Program for review, they can start work.
Criminal record checks for existing and new employees
Refusals to comply with a criminal records check: Please contact your faculty relations senior manager or your human resources advisor if a new employee, or an existing employee requiring renewal, refuses to provide consent to a criminal record check.
Criminal records check indicates a conviction: Please contact your faculty relations senior manager or your human resources advisor if a criminal records check indicates a conviction.