Annual Police Clearance Requirements for Clinical Placements | St. Clair College

As you may be aware, health care providers such as Hospitals, Long Term Care facilities, Public Health Units, Retirement homes, Community Nursing agencies, etc. all require their service providers to be screened for a vulnerable sector police check to minimize the risk to their vulnerable patients and clients. College and university students completing practicum placements in Ontario agencies and facilities are considered service providers and as such must undergo a current Vulnerable Sector Police Record Check at their local police service using the Royal Canadian Mounted Police (RCMP) Canadian Police Information Centre (CPIC) database before they can begin their placements.

This is normally an annual requirement for your participation in clinical placements for your program; however, some agencies require updated police clearances to be obtained every six months. For this reason, please do not obtain your Vulnerable Sector police clearance until after May 1st. (*If you are a first-year Collaborative BScN student your police clearance will have to be dated after August 1st as you don’t attend clinical sites until January.) Failure to obtain a clear vulnerable sector police clearance will prevent students from starting their clinical course and may impede or prevent successful completion of the course and the program. The costs and completion of this police clearance is the student's responsibility.

Information and forms for police agencies:

When you use a local police agency, you will require a letter to explain the need for the police clearance for vulnerable populations (please see the end of this document). Please refer to your local police agency website for the process of obtaining the vulnerable sector police check. Some agencies require online application and others may accept a hard copy application. Depending on where you live, police clearances can take from two weeks to three months to obtain. Please contact your local police agency or OPP station to determine the standard wait time to obtain your police clearance and be sure to submit your forms in adequate time to obtain your police clearance in advance of your required dates for non-medical clearance.

Windsor Residents*:
No letter is required for Windsor Police Services. Please note that the type of clearance required is a vulnerable sector check.

*NOTE: No letter is required for Windsor Police Services. Please note that the type of clearance required is a vulnerable sector check. Applicants under the age of 18 will no longer be provided with a police record check

For students obtaining their police clearance via the LaSalle Police Service, you must download and complete the following form as instructed to take to the station:

For students obtaining their police clearance in Sarnia, you must download and complete the following letter and form to take to the police station:

For students obtaining their police clearance via the Ontario Provincial Police (OPP) (such as Tecumseh, etc.), you must download and complete the form below as instructed and then take to your local OPP station.

For students obtaining their police clearance in Amherstburg, you must download and complete the following form to take to the Police Station:

For students obtaining their police clearance via the Chatham-Kent Police Services, you must download and complete the following letter and apply online at the link below:

For students obtaining their police clearance in London, you must download and complete the following letter and form to take to the police station:

For students obtaining their police clearance in Hamilton, you must download and complete the following letter and form to take to the Police Station:

For students obtaining their police clearance in Peel Region, you must download and complete the following letter to take to the police station. The applicant must be a resident of Mississauga or Brampton. (Residents of Caledon must contact Caledon East OPP). Proof of address must be produced. Vulnerable Sector Check forms are available in the lobby of Peel Regional Police Headquarters.

For all other police agencies (including Toronto): for the Windsor Campus, email yhowson@stclaircollege.ca and for the Chatham Campus, email  lquick@stclaircollege.ca with your name, student number and police station to which you will be going. We will then email you a specific letter to take to your local police agency. You may also pick up the letter in person at one of the nursing offices in either Windsor: (3rd floor, Centre for Applied Health Sciences, Room 3314) or Chatham: (2nd floor, Room 200)

Important information regarding your police clearance regarding the fingerprinting screen:

The RCMP has added additional safeguards for the vulnerable sector enhanced screening process. Some of you may be asked to arrange a fingerprinting screen when you receive your initial response to the police clearance. If you are in this situation, please enclose your most recent police clearance (if you have one) and the documentation showing that you are going through this fingerprinting when you bring your envelope of non-medical paperwork for clinical screening. This fingerprinting process may take additional weeks to obtain.

Students are expected to take responsibility for meeting all of the School of Nursing clinical placement policy requirements and for conforming to any additional agency-specific policies. Students may be denied access to a clinical placement site if they fail to be cleared for clinical placement. The School of Nursing is not responsible for providing an alternative clinical experience for students who do not meet these requirements.

If you have any questions, please contact the School of Nursing Offices in Windsor at 519-972-2727 ext. 4227 or in Chatham at 519-354-9100 ext. 3244.