Agencies must have a Head Office in Canada to be permitted to create an Agency account profile and utilize the ePIC system.
Agency representatives are required to register all detailed information regarding the Agency in order to create an Agency account profile. Agency representatives, referred to as ‘Contacts’, will have the capability to login with their unique credentials (email and password) and represent the Agency on the ePIC online system.
An Agency may have a minimum of 1 Contact to a maximum of 3 Contacts.
An Agency email will be required for each Contact person to successfully create an account.
The Agency name must be in the domain of the email address- generic email addresses will not be accepted.
Agencies will indicate if their Agency works with the Vulnerable Sector and if a Vulnerable Sector Search is required.
Agency account profiles will be approved by the Police Information Check prior to being available on the ePIC Online System. The account created for the Agency will not be activated until approved. An email notification will be sent to the Agency Contact(s) upon approval.
Returning Agency Contacts may login to the ePIC Online System by clicking on the Login With Existing Account option, to access the secure login prompt.
Agency profile and/or credit card information may be updated at any time by logging in to Agency Dashboard - Change Account Information icon.
Contacts –
Contacts will receive automated email notifications when a PIC application result is shared with the Agency.
Contacts may also view, save and print applicant results for a period of 12 months from date of completion.
If an Agency account has been inactive for 6 months the ePIC Online System will send an automated email notification to the Agency Contact(s) 14 days prior to the account being marked as inactive and archived in the system. Contacts will be able to continue with their Agency profile or delete the account. If no action is taken the account will automatically be deleted within 14 days from receiving the email notification.
The Volunteer Screening Program (VSP) is administered by Volunteer Alberta. As part of the financial assistance portion of VSP, eligible non-profit organizations may receive a Volunteer Screening Program Number (VSPN).
As of July 1, 2017, a Volunteer Screening Program Number (VSPN) is required to access the Fee Waiver.
Eligibility criteria applies! Visit the VSP website to see if your organization qualifies or to submit an application.
Interested in learning more about the program and how Volunteer Alberta can support your non-profit organization with volunteer screening? Please visit the program website for information and resources - https://volunteeralberta.ab.ca/for-organizations/volunteer-screening-program/
Agencies have the option to pay for their applicants’ PIC's. Credit card information will be required in order to link to the City of Calgary ePayment system. A Payment Card Inquiry compliant environment securely stores credit card information outside of the ePIC Online System.
Agencies working with volunteers or unpaid practicum students, will need to supply their applicants with a Volunteer or Unpaid Practicum Letter. This letter is to be uploaded onto the ePIC online system when an applicant applies for a PIC.
Letters must be on the agency's letterhead and include the following information:
Without a letter, applicants will be charged for a standard PIC.
Agencies have the option to view, print, or save applicant results for their intended purposes directly related to their Agency only. Note: Applicants are not able to print/email/save their PIC letter/results for security purposes.
Agencies cannot share Applicant results or disseminate to any other person or Agency. All information shall be destroyed after use or maintained in such a manner to prevent unauthorized access.
Applicants may share their own information directly with others or other Agencies. Information supplied by the Applicant cannot be altered in any manner.
If an Applicant chooses to share a PIC result, which was originally completed for another Agency, the onus will be on each Agency to decide if they wish to accept a shared PIC. Agencies will determine if the purpose of the PIC is relevant for their own purposes.
Applicant shared results which have not had a Vulnerable Sector Search completed will NOT be permitted to share with an Agency, whom has identified a Vulnerable Sector Search is mandatory for their Agency.
PIC's can only provide information found at the time of the check, based on information provided by the applicant. The Calgary Police Service does not guarantee completeness of the results and is limited to information available on search databases. The search does not include information found in any other jurisdiction’s local police information systems; nor does it include court information from any other provinces, except convictions registered on the National Repository for Canada, and information entered onto the Canadian Police Information Centre system. Checks are based on Canada-wide information only.
All Agencies utilizing the ePIC online system agree to indemnify and hold harmless the City of Calgary, the Chief of Police and the Calgary Police Service (CPS) from all manner of actions, causes of action, proceedings, claims, losses, damages, demands and expenses of whatsoever nature and kind which may be brought or made against the City of Calgary or the CPS or which the City, the Chief or the CPS may suffer, sustain, pay or incur as a result of, or in connection to, the search, collection and release of this information.
Agencies understand the Calgary Police Service is providing the ePIC online system as a service and is in no way commenting on the suitability of the Applicant for the position being sought.
Agencies understand, by means independent from the CPS, the implications of any law including, but not limited to the common law, the Youth Criminal Justice Act, the Alberta Human Rights Act, the Canadian Human Rights Act, or any other relevant statute, as it applies to hiring/approving volunteers and employees with particular respect to what information might constitute a “bona fide” reason for refusing to hire an Applicant or accept the Applicant as a volunteer.
PIC's are conducted in compliance with Criminal Records Act (CRA), Freedom of Information and Protection of Privacy (FOIP) Act, and Youth Criminal Justice Act (YCJA). All information will be retained in compliance with the Calgary Police Service Records Retention schedule.
The Calgary Police Service (CPS) is a public body as defined under the Freedom of Information and Protection of Privacy Act, (FOIPP) and is required pursuant to section 38 and section 40 of the Act, as well as any other legislation and CPS policy, to ensure appropriate collection, use and disclosure of personal information.
