Navigation Toggle Navigation Toggle Close

Emergency: 9-1-1
Non Emergency: (705) 949 – 6300

Information Services

The Information Services Bureau of the Sault Ste. Marie Police Service is responsible for the following services offered to the residents of Sault Ste. Marie and Prince Township:

From this point forward record check requests will only be accepted online.

Once completed, you will receive an email notification to download your results. If you are experiencing an issue with our online process please contact us by sending an email to saultstemarie@policesolutions.ca.

For more information, please select below:

From this point forward record check requests will only be accepted online. 

Once completed, you will receive an email notification to download your results. If you are experiencing an issue with our online process please contact us by sending an email to saultstemarie@policesolutions.ca.

Records Check Application Form

Self-Declaration Form (please complete this form if you have an existing criminal record only)

  • Please remember, two forms of government-issued identification, one of which must contain your photo, are required. Please see Appendix A for further acceptable identification.
  • Provide any other names (maiden name, legal name change, etc.)
  • You must be a resident of Sault Ste. Marie or Prince Township to have your records check completed - proof of residency may be required.
  • All record checks will be processed on a first-come, first-served basis. Currently our turn-around-time is three (3) business days.

{Please note applications during August-October may take approximately one week to process as this is one of our busiest seasons for record check requests.}

Please review the Frequently Asked Questions section at the bottom of this page for more information.

As per the Police Records Check Reform Act of Ontario, the Sault Ste. Marie Police Service offers three (3) types of police record checks:

  • Police Criminal Records Check (PCRC)
  • Police Criminal Records and Judicial Matters Check (PCRJMC)
  • Police Vulnerable Sector Check (PVSC)

Your employer and/or volunteer organization will confirm for you what type of police records check is required.

Police Criminal Records Check (PCRC) or the basic criminal record check for employment purposes - cost is $40.00 (includes HST) which is payable at the time of submitting your application. You must produce government-issued photo identification. (See Appendix A for acceptable identification.)

This check is intended for applicants who are involved as a volunteer, employee or in any situation where a basic PCRC is requested (i.e. immigration, general labour, truck driving, warehouse, retail, etc.). This check is NOT intended for applicants who are seeking to volunteer and/or be employed with vulnerable persons.

This search is based on a query of the Royal Canadian Mounted Police's National Repository for Criminal Records in Canada. It is based upon photo identification only and, therefore, is not confirmed by fingerprints. The completed check indicating the results of the criminal record search shall include the corporate seal of the Sault Ste. Marie Police Service as proof of authenticity.

If an applicant has a criminal conviction, this check can only be provided by the local Police Service where the applicant resides. If the person lives out of town and has a criminal conviction, again the check must be completed in the city in which they reside.

Police Criminal Records and Judicial Matters Check (PCRJMC - level two) is intended for applicants who are seeking to volunteer or be employed with agencies who require a PCRC (level one) along with a local police involvement and other systems/records where authorized - employment, volunteers, or student placement purposes where the position does not qualify for the vulnerable position screening:

Employment: cost is $40.00 (includes HST). This search is intended for individuals who will be employed in positions such as car sales, park wardens, Driver's Seat (as Designated Driver), firefighters, etc.

Volunteers and Students (placement purposes only): cost is $15.00 (includes HST).

Police Vulnerable Sector Check (VSC- level three) is restricted to applicants seeking employment and/or volunteering with vulnerable individuals. It includes student placements.

Employment: cost is $40.00 (includes HST). This search is intended for individuals who will be employed in vulnerable positions such as: day care centres, nursing, social workers, teaching, etc. This search is required when working with children (persons under 18 years of age), the elderly, sick, or infirm. This is available only to residents of Sault Ste. Marie and Prince Township. The Sault Ste. Marie Police Service does not provide record checks to people living outside of Canada. (For more information, please refer to our FAQ below.)

Volunteers and students (placement purposes only): cost is $15.00 (includes HST). This search is also for individuals who will be volunteering in vulnerable positions such as the: Children's Aid Society, Boy Scouts, Girl Guides, Meals on Wheels, boys and girls clubs, etc. This is required when volunteering with children (persons under 18 years of age), the elderly, sick, or infirm. This is available to residents of Sault Ste. Marie and Prince Township.

Volunteers who require fingerprints to confirm their identity as required by the R.C.M.P.: You must provide AN ACCOMPANYING LETTER from the organization in which you will be volunteering, otherwise your application will not be processed.

Students: If you are in Sault Ste. Marie attending school, and you are able to prove a Sault Ste. Marie or Prince Township residency, ie. a bill or lease document, you may have your search done here.

The Police Record Checks Reform Act 2015, came into force on November 1, 2018 and it establishes clear and consistent rules to govern police record checks in the province to protect public safety and strengthen individual civil liberties by removing unnecessary barriers to employment, education, and volunteer opportunities.  It prevents the disclosure of unnecessary information and standardizes the process by clearly defining three types of police record checks.

Additionally, you can download these documents to assist with the new requirements for these checks.

Public Education Document

PRCRA - Fact Sheet - Individuals

PRCRA - Fact Sheet - Requestors

Ministry of Community Safety and Correctional Services - Police Record Checks in Ontario

Most organizations are not legally obligated to request police record checks when screening individuals. If a record check is necessary for a position, it should only be done as the last step in the hiring process – after the standard screening tools have identified an individual as a suitable candidate for an employment or volunteer opportunity.

What other screening tools can an organization use?

  • Resumé
  • Personal reference checks
  • Interviews
  • Orientation sessions
  • Job shadowing
  • Follow up reviews
  • Feedback from clients

Other assessments as appropriate (e.g., some professions, such as policing and aviation, require medical examinations to assess physical and mental health).

Police Records Check for Employment or Volunteer Opportunities: The employer or volunteer agency plays an integral role in the initial stages of the hiring process and the records check should only be one piece of their recruiting process.

For further information on selecting employees or volunteers, please refer to the 10 Step Guideline and Screening Handbook at Volunteer Canada.

To reduce the risk of child sexual abuse and create safer environments for the children in your care, please go to the Canadian Centre for Child Protection to view and complete their free training.

By performing a Police Records Check, the Sault Ste. Marie Police Service is in no way making a recommendation on the suitability of the applicant for the position nor should any agency consider the existence of information to mean a compulsory disqualification of the individual. It is important to note information contained within a Police Records Check is based upon information provided by the applicant and the Sault Ste. Marie Police Service cannot guarantee it will identify all information pertaining to the individual.

Youth applicants or volunteers under the age of 18: As of November 1, 2018, community organizations, charities and sport groups will no longer be entitled to use police checks as a screening tool when considering youth for employment or volunteer work. In accordance with Ontario's Police Record Checks Reform Act and the Youth Criminal Justice Act, Police Services can only provide record checks to applicants who are under the age of 18 and applying for positions with municipal, provincial, or federal governments.

As a result, police are not permitted to provide record checks for youths seeking a position with non-government organizations, such as sports groups, not-for-profit agencies, charities, hospitals and school boards. This also includes organizations that may receive government funding but are not a government department.

This communication is intended to educate non-government organizations about changes to record checks pertaining to youth under the age of 18 as a result of the Police Record Checks Reform Act. Non-government agencies will now have to proceed with alternative application steps such as interviews and references for youths and not rely on a police records check as they may have in the past.

This request is for individuals requiring fingerprints for a Criminal Record Check only related to employment, volunteering and/or adoption/foster parent applications.

You must call the Front Desk of the Sault Ste. Marie Police Service, 580 Second Line East, Sault Ste. Marie, Ontario to book a fingerprint appointment between the hours of 8:00 a.m. and 6:00 p.m. - closed on statutory holidays. The Front Desk can be reached by calling 705-949-6300 ex. 326. Currently the Service offers these fingerprint services on a limited basis on Mondays and Thursdays.

The Service's administrative fee is $30.00 (includes HST) payable at the time of booking your appointment for individuals requiring fingerprints for a criminal record check. Further, dependent upon the reason for the fingerprints, there is an additional administrative charge of $25.00 that we must collect and remit to the Royal Canadian Mounted Police. Fees are payable by cash, debit or credit. The fingerprint appointment may only be booked by the requestor.

If you cancel your appointment 24 hours in advance, a refund will be issued provided you bring in your original receipt. Otherwise, no refund will be granted. Valid government-issued photo identification is required when you attend for your prints.

See the “Frequently Asked Questions” section for acceptable forms of identification.

Adults who have appeared in court and who have had a charge by the Sault Ste. Marie Police Service either withdrawn, dismissed, quashed or acquitted (absolute or conditional discharge) MAY apply to have their fingerprints destroyed. 

If charges were initiated by another Police Service, please contact them directly as we can only process charges generated by the Sault Ste. Marie Police Service.

Hours of Operation:
Monday to Friday
8:00 a.m. - 4:00 p.m.
(closed all statutory holidays)

Written Request: Individuals wishing to request information under the Municipal Freedom of Information and Protection of Privacy Act must do so by submitting a written Request Form. All requests must include the requester's name, full address, date of birth and telephone number. Identify the specific record(s) requested or provide sufficient details to enable your record to be identified.

Your request must be submitted to:
Information Services – F.O.I./R.O.I. Office
Sault Ste. Marie Police Service
580 Second Line East
Sault Ste. Marie ON  P6B 4K1

A $5.00 application fee (cash, certified cheque or money order) must accompany all requests.

The processing of this request will not begin until this fee has been received. In addition to the application fee, there is a legislated fee schedule for the processing of access requests, which includes photocopying, searching and preparing records.

Note: Information available through the report request procedures is not subject to the Municipal Freedom of Information and Protection of Privacy Act. Please see the Service’s Fee Schedule for these costs.

Access and Privacy Section for Access/Correction

General records: all records are subject to access requests, except records to which mandatory and discretionary exemptions apply under the Municipal Freedom of Information and Protection of Privacy Act. In addition to the application fee, there is a legislated fee schedule for the processing of access requests for general records (other computer-related fees may also apply).

Personal information records: information relating to the requester themselves is referred to as personal information. Similar to general records, mandatory and discretionary exemptions may apply.

Identification must be provided in order for the release of personal information. A charge ($.20 per photocopy) as well as other computer-related fees may apply.

Privacy

The Act has privacy protection provisions concerning the collection, use, disclosure, retention and disposal of personal information. Access to another individual's personal information may be restricted without consent from that person. If you are requesting information on behalf of someone else, or wish to obtain information about another person, you must supply the Sault Ste. Marie Police Service with signed authorization from that individual.

How to make an access/correction request:
Make your request in person to the F.O.I/R.O.I. Office.
Fill out the form provided as legibly as possible.
Pay the NON-WAIVABLE $5.00 fee. (Cash, certified cheque or money order accepted.)

PLEASE NOTE: IN ACCORDANCE WITH THE ACT, REQUESTS UNDER THE ACCESS AND PRIVACY SECTION MAY TAKE UP TO 30 DAYS TO PROCESS AND COMPLY UPON RECEIPT OF YOUR REQUEST.

Frequently Asked Questions

A police criminal records check search can be submitted online or in person.  It must be picked up by same. If you are attending in person, we encourage you to complete the records check form in advance.

At the Sault Ste. Marie Police Service or, you may print one from this website on letter-sized paper (8.5" x 11").  You will save time if you fill out the form prior to attending at the Sault Ste. Marie Police Service's building. Walk-in applications take longer to process and it may take a week for you to get your results during this busy Fall season.  Please check out our online process as detailed above.

Record Check Application Form 

Self-Declaration Form (please complete this form if you have an existing criminal record only)

The average turn-around time is 3 business days but during our busiest periods of operation/season it could take a week for you to get your results for walk-in applications. Priority will be given to online records check submissions.

Photo Identification Standards Primary Photo ID - must be valid and/or current year:
Driver’s Licence (issued by Canadian province or territory)
Foreign Driver’s Licence
Canadian Passport
Foreign Passport
Canadian Citizenship Card
Permanent Resident Card (PR)
Status Card Student Identity card from a foreign institute
Firearms Acquisition Certificate (FAC)
Canadian National Institute of the Blind (CNIB) identification card
Federal, Provincial, or Municipal identification card
Military Family identification card (MFID)
Nexus card
Student ID card (current year)
Health Card (with photo) *if presented by the applicant - we cannot ask for it or record the number

Secondary Identification - must be valid and/or current year:
Social Insurance Number or Health Card (without photo)
If presented by the applicant. We cannot ask for it or record the number

Criminal record searches can now be completed online by visiting our Online Records Check page.  Priority will be given to online applications. Once the search is completed, the results can be picked up at the Sault Ste. Marie Police Service's building, 580 Second Line East during business hours at this time.

We are located at 580 Second Line East, Sault Ste. Marie, Ontario.

We accept cash, credit, or debit.

If you live outside of Sault Ste. Marie/Prince Township and require a Vulnerable Position Screening done, we cannot do it. Arrangements can only be made to have the Basic Criminal Record Search done.

The Sault Ste. Marie Police Service does not provide record checks to people living outside of Canada. If you live out of the country and need confirmation that you do not have a criminal record in Canada, you may obtain a copy of your Canadian criminal record through the Royal Canadian Mounted Police (RCMP). Please visit the RCMP website for detailed instructions and costs.

Students can get a Vulnerable Sector Check done here if they are able to prove a Sault Ste. Marie / Prince Township, Ontario residence, ie. a bill or lease.

In exceptional circumstances, police contact or non-conviction records may be considered for release on a Vulnerable Sector Check. There may be specific, exceptional cases where the existence of these types of records gives rise to a concrete and compelling concern for the safety of vulnerable persons. The type of offences considered for release are listed in Appendix O: List of Offences in the LEARN Guideline and the victim must meet the definition of a vulnerable person.

The disclosure is based on the Police Services Act, Disclosure of Personal Information Regulation 265/98 rather than the applicant’s consent. All information in this process is released directly to the applicant; we do not disclose any information to employers or other persons.

Directory of General Records and Personal Information Banks

The Sault Ste Marie Police Services Board is responsible for the provision of adequate and effective police services in Sault Ste Marie and Prince Township. The Board is comprised of five members who are appointed, three by Sault Ste Marie municipal council and two by the Lieutenant Governor in Council. The Board retains a secretary to record its decisions. The duties of the Board include:

  • Appoint members of the Police Service
  • Set objectives and priorities with respect to services, after consultation with the Chief
  • Establish policies for the effective management of the Police Service
  • Recruit and appoint the Chief of Police and Deputy Chief of Police

The Sault Ste. Marie Police Service is responsible for the policing and maintenance of law and order in the city of Sault Ste. Marie and Prince Township. The chief of police is responsible for administering the police service and overseeing its operation in accordance with the objectives, priorities and policies established by the Police Services Board. The chief is also responsible for Corporate Communications, Planning and Research, Finance Services and Human Resources.

The Deputy Chief is responsible for Patrol Services, Investigation Services and Management and Support Services as well as overseeing all complaints against police and internal investigations as part of the Professional Standards Bureau.

The Inspector in charge of Support Services reports directly to the Deputy Chief. This division consists of; Property and Exhibits, Information Technology, Audits and Inspections, Court Services, Information Services, Central Emergency Reporting Board 9-1-1, Training Services and Building and Fleet Management.

The Inspector in charge of Patrol Services reports directly to the Deputy Chief. This division consists of; Community Patrol, Emergency Services Unit, Canine, Traffic Services, Community Mobilization, and the Alternate Response Unit).

The Inspector in charge of Investigation Services reports directly to the Deputy Chief. This division consists of; Major Crime, Crime Suppression, Drug Enforcement, Technological Crime, Domestic Violence, Fraud/Elder Investigations, Forensic Identification, Crime Analysis and Crime Stoppers.

To protect and enhance the quality of life in the City of Sault Ste. Marie and Prince Township through dynamic partnerships with community members and agencies.

 

LOCATION: Human Resources

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, telephone number, particulars of appointment and oath of office for Board Members.

USES: Administration of Police Services Board

USERS: Police Services Board, SSMPS Human Resources Members

INDIVIDUALS IN BANK: Current and Former Board Members

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Police Services Board

LEGAL AUTHORITY: Municipal Freedom of Information and Protection of Privacy Act.

INFORMATION MAINTAINED: Name, address, telephone number, date of birth, description of information requested or to be corrected, related correspondence and the requested records.

USES: Maintain a record of requests and to compile statistics. 

USERS: Information Services Supervisor

INDIVIDUALS IN BANK: Persons submitting requests for access/correction under the Act directly to the Police Services Board.

RETENTION & DISPOSAL: As per Records Retention Schedule.

LOCATION: Information Services

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, telephone number of the bicycle owner. Bicycle license number, and description of the bicycle.

USES: To identify owners of lost or stolen bicycles.

USERS: SSMPS Members

INDIVIDUALS IN BANK: Citizens who register their bicycles.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Support Services

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: List of clothing and equipment issued to employees.

USES: Control of issued equipment. Reference.

USERS: SSMPS Members

INDIVIDUALS IN BANK: SSMPS Personnel

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Information Services and Identification Services

LEGAL AUTHORITY: Identification of Criminals Act

INFORMATION MAINTAINED: Fingerprints, name and address of contributing agency, FPS number, RCMP Number. Charged person’s name, address, aliases, complexion, sex, hair colour, weight, peculiarities (marks, scars, tattoos, deformities), place of birth, next of kin, race, photograph, if foreign born - port and date of entry in Canada, date of arrest, young offender, court, investigating agency, date & place of sentence, charge, disposition.

USES: Investigate offences under the laws of Canada and Ontario. Detection and Prevention of crime. Provide positive identification of a person, policing and law enforcement. Photo line-up.

USERS: SSMPS Members, law enforcement agencies, other agencies involved in the administration of justice.

INDIVIDUALS IN BANK: Persons charged with indictable offences.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Information Services

LEGAL AUTHORITY: Municipal Freedom of Information and Protection of Privacy Act

INFORMATION MAINTAINED: Name, address, telephone number, date of birth of requester. Description of requested information or information to be corrected, correspondence and a copy of the requested records.

USES: To respond to access requests. To compile statistics.

USERS: SSMPS Members

INDIVIDUALS IN BANK: Individuals requesting access to information.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Information Services

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, date of birth, list of incidents involved with SSM Police Service.

USES: Query purposes to retrieve incident reports.

USERS: SSMPS Members

INDIVIDUALS IN BANK: Persons named in police incident reports.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Patrol Services

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, phone number, date of birth, FPS Number, File Number, Issuing board, Date Sentence Executed, Final Warrant Expiry Date, Release Date, Original Institution, Offence, Conditions, Parole Supervisor, Employer, Photograph, Sign-in Sheet, Copy of Release Document. Supporting records from Federal or Provincial Parole Office.

USES: To ensure compliance with reporting conditions of persons on parole and released on release documents. To provide documentary evidence to revoke parole/release if person breaches conditions.

USERS: SSMPS Members

INDIVIDUALS IN BANK: Present and past parolees residing or employed in Sault Ste Marie. Persons released from custody by the Court who are required to report to the Sault Ste Marie Police Service.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Human Resources

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, employee number, date of birth, telephone number, sex, marital status, dependant information, social insurance number, education, application forms, letters of commendation, training, disciplinary action, performance appraisals, absence reports, awards and honours, civil litigation, worker’s compensation, promotional exam records, transfers, application for job postings, employment history, oaths of office, fingerprints, photograph.

USES: Document employee work and training history and benefits information. Administer payroll and benefits package.

USERS: Human Resources Supervisor, Senior Management, SSMPS Members

INDIVIDUALS IN BANK: All Members of the SSM Police Service, Auxiliary Police, Students, and Police Services Board.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Information Services, Court Services, OPTIC Niche Records Management System

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Name, address, date of birth, telephone number physical descriptors, drivers license number, reports and statements, crown briefs, property and exhibit information, criminal records, officers’ notes, motor vehicle collision reports and warrants. Any other records required to assist the prosecution.

USES: Investigate and prosecute offences under the laws of Canada and Ontario and Municipal By-Laws. Detection and prevention of crime and the administration of justice.

USERS: SSMPS Members, law enforcement agencies, court, other agencies involved in the administration of justice.

INDIVIDUALS IN BANK: Individuals involved in investigations under the Criminal Code, provincial statutes, municipal by-laws, and individuals involved in motor vehicle collisions.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Professional Standards

LEGAL AUTHORITY: Police Services Act

INFORMATION MAINTAINED: Written complaint from individual, incident reports, witness statements, officer’s notes and duty reports, exhibits, summary of the investigation, decision letter indicating the results of the investigation into the complaint.

USES: To investigate public complaint, identify causes and develop remedial measures. Used in proceedings before tribunals or courts. To produce statistics.

USERS: Police Services Board, Chief of Police, Deputy Chief, Professional Standards Bureau, Office of the Independent Police Review Director (OIPRD)

INDIVIDUALS IN BANK: Individual making complaint, police service members involved in the complaint.

RETENTION & DISPOSAL: As per Records Retention Schedule

LOCATION: Information Services

LEGAL AUTHORITY: Current Municipal By-Law

INFORMATION MAINTAINED: Name, address, date of birth, driver’s licence number, telephone number, licence number, photograph, certificate of intent, Sault Ste Marie Police Service approval letter, results of police records search.

USES: Licencing

USERS: SSMPS Members, General Licencing Office City SSM

INDIVIDUALS IN BANK: Vehicle for Hire Drivers.

RETENTION & DISPOSAL: As per Records Retention Schedule