Consent for Criminal and Vulnerable Sector Record Checks – New Brunswick

Jurisdiction: Country: Canada | Province or State: New Brunswick

What is a Consent for Criminal and Vulnerable Sector Record Checks?

This form gives written permission to run a police records check on you. It also permits release of the results to a named party. It covers a standard criminal record check. It can also include a vulnerable sector check when your role requires it. The form authorizes collection, search, and disclosure of your personal information. It limits the use of that information to a specific purpose. It also documents your identity and your informed consent.

You use this form when an employer or organization asks for a police check. The most common uses are hiring, licensing, and volunteering. It is also used for student placements and professional registration. Many roles that deal with vulnerable people need a vulnerable sector check. That includes roles working with children, seniors, or people with disabilities. The vulnerable sector search is a specialized process. It looks for records related to sexual offences, as allowed by law. It also requires extra steps, including possible fingerprints.

The form is not the check itself. It is the authorization the police or an agency needs to process your request. The police conduct the search once they verify your identity. They then issue a result to you or to the named organization. The result is a point-in-time snapshot. It shows what exists in the records on the date of search.

You will see different levels of check. A basic criminal record check reports adult criminal convictions that can be disclosed. A broader check may include outstanding charges and certain court orders. A vulnerable sector check adds a search designed to protect vulnerable persons. Each level requires your explicit consent. Each level is tied to the purpose you state on the form.

Employers, volunteer coordinators, and licensing bodies use this form. Schools, daycares, care homes, sports clubs, and health providers also use it. Security companies and taxi licensing offices often require one. Non-profits that serve youth or seniors rely on vulnerable sector checks. They use the results to screen and manage risk.

You may need this form when you apply for a job offer that is conditional. You may need it for a clinical placement as a student. You may need it to renew a license or permit. You may need it to volunteer as a coach or mentor. You may also need it when your duties change and now include contact with vulnerable people.

Typical scenarios

• A teacher candidate starting a practicum.
• A nurse applying for a new hospital unit.
• A youth sports club onboarding a volunteer.
• A home support worker renewing a contract.
• A security guard applying for a provincial license.
• A taxi driver renewing a municipal permit.

In each case, the organization requests this form to proceed.

This consent is tailored to New Brunswick processes. You submit it to a local police service or approved agency. You provide identification, personal details, and your purpose. If a vulnerable sector check is requested, you also provide role details. You may need a letter from the organization, on letterhead, stating that purpose. You sign to confirm your consent and the limits on use and release.

When Would You Use a Consent for Criminal and Vulnerable Sector Record Checks?

You use this consent when a third party needs to know your police record status. This need must be tied to a legitimate purpose. Employment, volunteering, licensing, and education are the most common. A private curiosity is not a valid purpose. You can request a check for yourself. But the form still asks you to state why you want it. Most services will require a clear reason and a recipient.

An employer may include the check in a job posting. They may ask for it after an interview. Many employers wait until a conditional offer is signed. A signed offer letter is a common trigger to submit this form. You can then proceed without delay. You attach the letter if the police ask for proof of purpose.

Volunteer roles often require a check before you start. Youth programs and care settings almost always do. The organization tells you which check is needed. They also confirm if a vulnerable sector check is justified. If so, they describe the role and contact with vulnerable people. They may give you a letter to support the request. You submit that letter with the form.

Students use this form for placements that involve direct client contact. This includes health, education, social work, and community service. Schools will provide a placement letter. It outlines your duties and dates. You attach this to the form. The check then matches the level needed for those duties.

Regulated workers often need checks for licensing or renewal. This includes security guards, certain transportation roles, and care workers. The regulator will state the required check. The form will reflect the specific license or permit. The result may need to go directly to the regulator. You authorize that release in the form.

Landlords sometimes ask for checks. In practice, credit and references are more common. A police check for tenancy is rare and may not be appropriate. If requested, ask why it is needed. Use this form only if the purpose is valid and specific. The police can refuse requests that lack a legitimate purpose.

You may use this consent if you run a business and need to screen staff. You can direct your candidates to complete the form. You provide a role description and purpose. You request that results be sent to you. The candidate must still consent. You cannot force the scope beyond the role’s needs.

Sometimes a check done for one organization cannot be reused. Many organizations will not accept older results. They may set a time limit, such as six or twelve months. They may also require that results come directly from the police. If you change roles or duties, you may need a new consent and check.

Legal Characteristics of the Consent for Criminal and Vulnerable Sector Record Checks

This consent is a legal authorization. It allows the collection and disclosure of your personal information. It is not a contract for services. But it binds how your information can be used and shared. It signals that you understand the purpose and the limits. It also shows that you agree to the specific checks selected.

Enforceability depends on clear, informed, and voluntary consent. The form outlines what data will be searched. This includes national and local police databases. It may include court and judicial information where permitted. For a vulnerable sector check, it includes an enhanced search. The form restricts disclosure to the named organization and purpose. It asks you to confirm you understand these points.

Identity verification supports integrity. The police verify two pieces of government ID. At least one must include a photo. They record your full legal name and any other names. They record your date of birth and current address. They may request your address history for the last five years. These details help match or eliminate records. They reduce the risk of a false match.

The form often includes a self-declaration section. You can list any criminal convictions you have. The police verify your declaration against the search. This can speed up processing. It can also reduce fingerprint requests. False declarations can lead to a failed result. They can also lead to further action. Honesty is required.

Consent must be specific. It must name the organization that will receive results. It must state why the check is required. It must state the type of check requested. Open-ended or blanket consents are not acceptable. This protects your privacy and controls use. The form usually includes a “release to” section. You choose to receive the result or direct it to the organization.

Consent can be withdrawn before processing. You can contact the police service to cancel your request. Once the result is released, you cannot recall it. The organization may keep a copy as part of its records. It must protect and limit use of that copy. You can ask how long they keep it. You can ask how they will destroy it.

If you are under 18, a parent or guardian usually must consent. Some checks are not available to minors unless tied to a clear purpose. Youth volunteer roles can still require screening. In those cases, the form will include a parent or guardian signature line. The police may set extra rules for youth applicants.

A vulnerable sector check requires a legitimate role with vulnerable people. You need to describe the role and duties. The form may require a letter from the organization. The police must assess if the request meets the criteria. If it does not, they can decline the vulnerable sector search. They may still offer a standard check.

Your result is a snapshot. It is not a certification of future behaviour. It can become outdated quickly. Organizations may set renewal schedules based on risk. You should not alter or tamper with the result. The form will warn that tampering is an offence. The police can verify authenticity if asked.

The form will state fee and processing rules. Fees vary by purpose. Volunteer checks often have reduced or waived fees. You may need proof of volunteer status. Payment terms and timelines are set by the police service. The form may include a refund policy if you cancel early.

Fingerprinting may be required for two reasons. First, to confirm a possible match based on your name and birth date. Second, to complete a vulnerable sector check flagged by the system. The form covers consent to take and share fingerprints for identification. It does not create a criminal record. It is only used to confirm identity for this process.

How to Fill Out a Consent for Criminal and Vulnerable Sector Record Checks

Start by confirming which check you need.

• Ask the organization to specify the level. Clarify if a vulnerable sector check is required. Get a role description and purpose in writing. If you are a volunteer, request a letter on letterhead. Have that letter ready to attach to your form.

Gather your identification.

• Bring two valid government IDs. One must be photo ID. Common IDs include a driver’s licence and a passport. Ensure the names match your legal name. If your name changed, bring supporting documents. These can include a marriage certificate or a legal change of name document.

Complete the applicant information section.

• Enter your full legal name. Include all middle names. Add any other names used. List previous names, maiden or birth surnames, and common aliases. Provide your date of birth and place of birth. Provide your sex or gender information as requested. Enter your current address and contact details. If asked, list your addresses for the past five years. Include dates for each address.

Review the type of check section.

• Select the level requested by the organization. Choose a criminal record check for basic roles. Choose the broader criminal record and judicial check if asked. Choose the vulnerable sector check only if justified by the role. Do not select more than needed. Extra scope can delay processing.

Describe the reason for the check.

• Enter the position title and organization name. Describe your duties in plain language. If this involves vulnerable people, state the nature of contact. For example, “one‑on‑one mentoring of youth.” Attach the organization letter if you have one. This supports the purpose and scope.

Decide where to send the result.

• You can receive the result directly. Or you can authorize direct release to the organization. Enter the mailing or email address as requested. Confirm any secure pickup rules if required. Some results must be picked up in person. Bring ID if you pick up the result.

Complete the self-declaration section if present.

• List any adult criminal convictions you have. Include the offence name and date if known. If you have no convictions to declare, check the “none” box. Do not list charges that did not lead to conviction. Do not list youth records. Sign to confirm accuracy.

Read the consent and disclosure clauses.

• These clauses describe what databases will be searched. They describe what may be disclosed and to whom. They limit use to the purpose stated. They may include a warning about false statements and misuse. Read each clause slowly. Ask questions if anything is unclear.

Sign and date the applicant declaration.

• Sign in ink if on paper. If online, complete the e-signature steps. Your signature confirms your identity and consent. It confirms you understand the purpose and scope. It confirms you agree to the release terms.
• If you are under 18, obtain a parent or guardian signature. They must print their name and relationship. They must sign and date where indicated. Bring their ID if requested by the police service. Provide contact details for the parent or guardian if needed.
• If the form has an organization section, ask them to complete it. The organization may need to certify the role and purpose. They may need to confirm vulnerable sector criteria. They enter their contact person and address. They sign to certify the request is legitimate. This supports the police review.
• If fingerprinting is requested, complete the fingerprint consent. This authorizes the police to take your fingerprints. It authorizes sending them to the national fingerprint repository. It limits use to identity confirmation for this check. Schedule the fingerprint appointment. Bring ID and any reference numbers. Pay any additional fingerprint fee if required.

Attach required documents.

• Include copies of your IDs if requested. Include the volunteer or employment letter. Include your role description or offer letter. Include any address history sheet. Include the fingerprint form if applicable. Ensure documents are clear and legible.

Pay the fee.

• Confirm the amount and accepted payment methods. Some services accept debit or credit. Some accept cash in person. Some accept online payment during application. Save your receipt. You may need it to pick up your result.

Submit the form.

• Submit in person at the local police service if required. Some services accept online submissions. Some accept mail or courier. If you submit online, upload clear scans of documents. If you submit in person, bring originals. Follow any appointment rules.

Track processing.

• Ask for an estimated timeline. Standard checks are often faster. Vulnerable sector checks can take longer. Fingerprint-based checks add time. Plan ahead to meet your start date. Update the organization on the timeline.

Pick up or receive the result.

• If you pick up in person, bring ID. Check that your name and details are correct. Review the result for accuracy. It may show “clear” or list items. If you see an error, ask about correction steps. Do not alter or mark the document.

Share the result as authorized.

• If it is addressed to the organization, deliver it as instructed. If the police sent it directly, confirm receipt with the organization. Keep your copy in a secure place. Do not post or share it publicly.

Understand common outcomes.

• A “clear” result means no relevant records were found. A “not clear” result lists items as allowed by policy. A request for fingerprints means identity confirmation is needed. It does not mean guilt. Follow the fingerprint steps to complete the process.

Know the limits of reuse.

• Most results expire for practical purposes after a period. Many organizations require a recent check. If you change roles or duties, a new check may be needed. Keep notes on dates and types of checks completed. This helps you plan renewals.
• If you need to withdraw consent before processing, act quickly. Contact the police service and request cancellation. Ask about refund rules. If the result was already released, it cannot be withdrawn. Ask the organization how they will handle your withdrawal.
• If you operate an organization, set clear screening policies. Request only the level you need. Provide a role description. Keep results secure. Limit access to those who need to know. Set a renewal schedule based on risk. Train staff on proper handling and storage.
• If you are denied a vulnerable sector check, ask why. The role may not meet the criteria. You can often proceed with a standard check. Confirm with the organization whether that is acceptable. Do not inflate duties to fit the criteria. That can cause delays or refusals.

Before signing, pause and review.

• Confirm your personal details. Confirm the check type and purpose. Confirm the release instructions. Confirm all attachments are included. Sign and date in the right places. Small errors can cause big delays.

By following these steps, you submit a complete and accurate consent. You protect your privacy while meeting screening needs. You also help the police process your request without delay.

Legal Terms You Might Encounter

• Consent means you give clear permission to collect, use, and share your information. On this form, you confirm you understand what will be checked and who will see the results.
• Criminal record check refers to a search of national police databases for conviction information linked to your identity. On the form, you authorize that search and confirm your details are accurate.
• Vulnerable sector check adds a specific query to find possible matches to records for certain sexual offences. You only select this if your role involves trust with vulnerable persons. The form asks you to confirm the role and the reason.
• Identity verification is the process used to confirm you are who you say you are. The form records your legal name, date of birth, and other identifiers so the police can perform a reliable search.
• Non‑conviction information includes things like stays, withdrawn charges, peace bonds, and discharges. The form may ask whether you consent to disclosure of this type of information, depending on the check type requested.
• Record suspension means a previous conviction was set aside under law, often called a pardon. For vulnerable sector checks, the system may search for possible matches with certain suspended records. The form explains this and asks for your acknowledgement.
• Disclosure means sharing results with you and, if you agree, with a third party such as an employer. The form lets you authorize direct release and set limits on who receives the results.
• Third‑party authorization is your written permission for the police to send results to someone else. The form usually has a checkbox or line to name that organization.
• Retention and destruction describe how long your information and fingerprints are kept, and when they are destroyed. The form tells you how your data will be stored and asks you to acknowledge this.
• Accuracy and correction refers to your right to review results and ask for corrections. The form states that you must provide complete and accurate information and explains how to address errors.

FAQs

Do you need a vulnerable sector check for every role?

No. You only need it if your role involves direct trust or authority over vulnerable persons. If you do not work with that group, a standard criminal record check usually meets requirements. Confirm with the requesting organization before you select the vulnerable sector option.

Do you need fingerprints for a vulnerable sector check?

Sometimes. If the initial search suggests a possible match to a record that cannot be ruled out by name and date of birth, you may need fingerprints. This confirms whether the match is you or someone else. The form lets you consent to fingerprints if required and explains how they are used.

Do you have to give consent for the check?

Yes. Police cannot complete the check without your informed consent. You must understand what is being searched and who will receive results. If you do not consent, the request will not proceed, and the organization may not consider your application.

Do you need two pieces of ID to submit the form?

Yes, expect to show at least two acceptable IDs, including one photo ID. You must match your full legal name, date of birth, and current address to the form. Bring original IDs. The police will verify and note them.

Do you get a copy of the results?

You usually can. The form may let you choose to receive a copy and specify whether results are sent to you, the organization, or both. Keep your copy secure and avoid sharing it beyond the intended use.

Do you need to live in the community where you apply?

You typically apply through the police service for your current residence. This helps verify your identity and address. If you recently moved, bring proof of your new address. If you apply elsewhere, expect to provide extra proof.

Do you need a new consent form for each request?

Yes. Consent applies to the specific check and purpose named on the form. If a new employer or volunteer role asks for a check, you need to sign a new form. Results from one request are not automatically reusable.

Do you need to disclose all your names and addresses?

Yes. Include all legal names, maiden names, and previous names you have used. Provide recent address history as requested. This helps avoid false matches and prevents delays or repeat fingerprinting.

Checklist: Before, During, and After the Consent for Criminal and Vulnerable Sector Record Checks

Before signing

• Gather two valid IDs, including one government photo ID.
• Confirm your current address and bring proof, such as a bill or statement.
• List all previous names, including maiden or hyphenated names.
• Prepare your five‑year address history, or longer if the form asks.
• Get the organization’s letter if available. It should state the role and reason.
• Confirm whether the role meets the vulnerable sector criteria.
• Know the exact legal name of the organization receiving the results.
• Decide if you want results sent to you, the organization, or both.
• Understand the types of information that may be disclosed.
• Check how fingerprints may be requested and used.

During signing

• Verify your full legal name matches your ID exactly.
• Confirm your date of birth and current address are accurate.
• Tick the correct check type: criminal record or vulnerable sector.
• State the position title and whether it involves vulnerable persons.
• Name the organization that will receive results, if you authorize direct release.
• Read the consent language line by line.
• Acknowledge how your information may be collected, used, and disclosed.
• Review any section on non‑conviction information disclosure.
• Confirm whether the form allows you to receive a copy.
• Initial any special authorization boxes as required.
• Sign within the box and use today’s date.
• Ensure your handwriting is clear and legible in all fields.
• Ask how to submit the form and what supporting documents to include.
• Clarify how you will be contacted if fingerprints are needed.

After signing

• Submit the form as instructed by the police service.
• Keep a scanned copy of the signed form for your records.
• Store your copy in a secure folder or locked cabinet.
• Note the expected processing time in your calendar.
• Tell the organization you submitted the request and confirm their contact details.
• Track any fingerprint appointment requests and timelines.
• Review results immediately when you receive them.
• If you spot an error, contact the police service to discuss corrections.
• Ask about retention and destruction timelines for your fingerprints, if taken.
• Record the date of issue for future reference and renewal planning.

Common Mistakes to Avoid

• Selecting the wrong check type.

Don’t forget to confirm whether a vulnerable sector check is actually required. Choosing it when not needed can trigger fingerprinting and slow the process.

• Omitting previous names or address history.

Don’t leave out maiden or former names. Missing names or gaps in address history can cause false matches and extra verification.

• Authorizing the wrong recipient.

Don’t misname the organization or leave the recipient blank. Results could go to the wrong party or be withheld, causing delays.

• Using IDs that do not match the form.

Don’t submit with nicknames or mismatched initials. Your name should match your IDs exactly to avoid rejection.

• Skimming the consent section.

Don’t rush through the consent text. You need to understand what is searched, what may be disclosed, and how data is stored or destroyed.

What to Do After Filling Out the Form

1. Submit the form as instructed by your local police service. Include all required IDs and any employer letter. If you submit online, upload clear scans. If you submit in person, bring originals.
2. Confirm receipt. Ask for a file number or confirmation email. Record the date you submitted and the expected timeline. Set a reminder to follow up if you hear nothing by then.
3. Watch for fingerprint requests. If you get a notice of a possible match, book fingerprints promptly. Bring the required IDs to your appointment. Ask how your fingerprints will be stored and when they will be destroyed.
4. Review the results carefully. Confirm your name and birth date are correct. Check the check type listed. Read any disclosure notes. If anything looks wrong, contact the issuing police service and ask about correction steps.
5. Share results only as authorized. If you allowed direct release, confirm the organization received the report. If you plan to provide your copy, send it securely. Avoid posting or emailing to uncontrolled recipients.
6. Keep your copy secure. Store digital copies in a protected folder. Keep printed copies in a locked file. Do not alter the document. Keep the envelope if it shows tamper‑evident sealing, as some organizations expect it sealed.
7. Plan for renewals. Ask the organization how long they will accept the report. Many roles require periodic updates. Note the renewal date in your calendar.
8. Address changes or name changes. If your legal name or address changes before results issue, tell the police service. Ask whether you must submit an amendment or a new form.
9. Withdraw or limit consent if needed. If you want to change who receives results, contact the police service quickly. You may need to sign a new authorization.
10. Keep a paper trail. Save proof of submission, any email confirmations, and fingerprint receipts. This helps you respond to status questions and prevent duplicate requests.