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Overview Summary
Police record checks – often called criminal record checks – are an essential part of safe, responsible hiring and volunteer screening in Canada. But with varying terms, different levels of checks, and overlapping legal rules, it’s not always clear what’s being searched or when each type is necessary.
Navigating these differences can be challenging, so this guide breaks down the three levels of police record checks, explains key legal distinctions like pardons, record suspensions, and Schedule 1 offences, and offers practical guidance to help you choose the right check for your needs.
In broad terms, there are three main tiers of police record checks in Canada. Although terms vary by province and police service, each level expands in scope and depth.
Often referred to as a “Standard” check for good reason, Level 1 is the most common background check tool for employers. This check searches for adult convictions under the Criminal Code that are listed in the RCMP’s Canadian Police Information Centre (CPIC) National Repository.
But don’t let the word “standard” fool you – it doesn’t include everything.
For example, it does not report:
So, while useful, a Level 1 criminal record check has real limitations.
Need something more comprehensive? That’s where Level 2 comes in.
Sometimes called a Police Information Check, Enhanced Police Information Check, or Judicial Matters Check, Level 2 searches include everything from Level 1 – plus additional local police data that may not be in the CPIC system. This can include:
This broader net means a Level 2 check might capture, for example, a recent drug trafficking charge still awaiting trial – something a Level 1 check would miss entirely.
Reserved for positions of trust, especially those involving vulnerable populations (children, elderly, disabled persons), Level 3 includes all components of Level 2, plus one critical addition: a search for pardoned or record-suspended Schedule 1 offences.
This is the type of police record check typically required for volunteers, teachers, coaches, and healthcare workers. But what’s a Schedule 1 offence? And what’s the difference between a pardon and a record suspension? Let’s dig deeper.
A pardon is a legal concealment for a conviction, granted before March 2012.
A record suspension removes a criminal record from public view, available after March 2012.
While functionally similar, the terms and criteria for granting them changed significantly in 2012 under the Criminal Records Act.
Schedule 1 of the Criminal Records Act lists a subset of mostly sexual offences, particularly those against children or other vulnerable individuals.
Surprisingly, many serious offences do not appear on Schedule 1, such as:
Someone with a conviction for any of those offences may still obtain a pardon or record suspension – and even a Level 3 vulnerable sector check wouldn’t report them.
Here’s where it gets even more nuanced.
Even when a Schedule 1 pardon or record suspension is found, disclosure isn’t automatic. The Minister of Public Safety must assess whether disclosure is justified based on:
One organization reviewed 200,000 screenings over three years and found just three disclosures of pardoned Schedule 1 offences – and each was ultimately deemed low-risk due to age, nature of the offence, and time elapsed since the offence was committed with no subsequent criminal activity.
If the offence occurred before March 2012, the person may apply for a pardon, regardless of the offence.
If the offence occurred after March 2012, they may only apply for a record suspension if all three criteria below are met:
This example shows how someone can qualify for a record suspension in certain Schedule 1 offence cases.
An 18-year-old shares intimate images of their 17-year-old ex – a Schedule 1 offence (distribution of child pornography). However, because there was no violence or coercion, they weren’t in a position of trust, and the age gap was under five years, the individual could apply for a record suspension after 10 years of no further offences.
Even then, if a Level 3 vulnerable sector check is conducted years later – for example, when they apply to coach their child’s soccer team – the Minister may decide the record isn’t relevant to disclose. Between 2012 and 2020, this type of record suspension was granted only 32 times across all of Canada.
Level 2 checks will catch:
Level 3 adds limited value, mostly surfacing old, select pardons – and even then, only rarely. The perception that Level 3 exposes “the worst of the worst” is simply inaccurate.
Only individuals born before March 12, 1994 could have received a pardon.
As of August 2025, the youngest possible pardon recipient is 31 years old, and this cutoff increases annually. Background check policies can use this to decide when a Level 3 check may be warranted.
If a Level 3 vulnerable sector check returns a “clear” result, repeating vulnerable sector queries (VSQs) may be unnecessary. Future concerns are likely to surface through periodic Level 2 checks, which are quicker, easier, and more cost-effective.
Each year, over 2.5 million VSQs are conducted in Canada – many unnecessarily. For example:
Misguided regulatory policies or insurer demands often drive these redundant checks, but they aren’t grounded in evidence or legal necessity.
Fact Check: There are no public sex offender registries in Canada. Any provider claiming to search one is either misinformed or misinforming clients.
Choosing the right criminal record check is key to building safe, trustworthy teams – without unnecessary costs or delays. The right policy ensures screening is evidence-based, legally sound, and proportionate.
If you’re rethinking your background check process or need guidance on Level 1, 2, or 3 checks, our experts can help you choose the most effective, compliant solution.
Get in touch today to learn more about our criminal record check services.
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