ISC:  Protected B

POLICE INFORMATION CHECK - ePIC AGENCY FAQs

Does my agency have to be registered for my applicants to apply online?

No, your agency does not need to be registered. Applicants applying to non-registered agencies will receive a hardcopy letter.  

However, if you wish you to receive online notifications of shared results, have the option to pay on behalf of your applicants and view results through a convenient online portal, please register for an ePIC agency account. Registered agencies will also be able to accept shared results from other agencies, making it more convenient and time efficient for both applicants and agencies.

 

How many agency accounts can I register online?

You can register as many agency accounts as required.  You will need a unique agency email address for each registered account.

 

What is a VSPN number?

This is a number supplied by Volunteer Alberta.  The Volunteer Police Information Check Program allows eligible nonprofit/voluntary sector organizations to receive Police Information Checks free of cost for eligible volunteers.  When approved, organizations receive a Voluntary Screening Program Number (VSPN) to include on their Police Information Check forms to indicate that they should not be charged.

 

Can I pay for my applicant’s police checks?

Yes, as an Agency you can choose to pay for your applicant’s police checks.  When you register your Agency online, you will be able to stipulate if you would like to cover the cost associated with performing the check. 

 

What do I do if I do not want to pay for all my applicants, but I want to cover some? 

There are two options available:

Option 1:  You can set up two agency accounts and direct your applicants accordingly:

·  One agency name could be set up as - ‘XYZ Company-Paid’ and direct only those applicants in which you want to cover the cost.  

·  Second agency could be set up as ‘XYZ Company – Unpaid’ and direct applicants that need to cover payment themselves

Option 2:   You can create and manage only one agency name for paid applicants but direct applicants in which you do not want to pay to apply in person at any of the available locations to obtain their police check.

You may also have volunteers who qualify for the reduced fee or are covered under the VSPN number; you will not need to set up a separate account for them; unless of course it suits your needs to have two accounts.

 

What if my Agency does not have a credit card but would like to pay for my applicants’ police check?

In order to pay online for your applicant’s police check, you must have any one of the following types of cards:  VISA; Visa Debit; Master Card; Amex

 

Why is my Agency domain name required in my email address?

This is for security purposes to ensure results are returned to an actual agency and not a random individual’s email account.  

 

What happens if I have a VSPN account but some of my volunteers do not qualify under Volunteer Alberta?  Do I have to have a separate account for each method of payment?

No, you would simply not provide your volunteers who do not qualify with a letter containing your VSPN number on it. You will just provide them with a normal volunteer letter (without the VSPN number) which will provide them with the reduced fee of $15.

 

How can the Agency track when a Police Information Check has been started by an applicant?

This will be an internal process for each individual agency.  Some agencies are requesting applicants to forward them the reference number given to applicants once they have completed the application process online.  The first 8 digits of the reference number is the date in which an application was submitted online.

 

Can I find out what day the Police Information Check is processing?

Yes, on the top of this webpage will reflect the date being processed.

https://policeinformationcheck.calgarypolice.ca/

 

Do we receive a receipt for payment for each applicant? Or do we get billed once at the end of the month?

If you provide your email address when setting up your credit card, a receipt will be emailed to you each time an authorization has gone through.  Otherwise, you would be able to reconcile your payments with your credit card statement monthly.  There is no monthly billing.  You can also view transaction history by logging into your agency account. Select “provide credit card” and then “show transaction history”.

 

What do I need on my letter in which I provide to my volunteers or unpaid practicum students when they are applying for a Police Information Check?

Whether your applicants are applying online or at a Calgary Police Service district office the letter requires the following information for the reduced fee of $15 or for no charge under the VSPN program.

·  A letter is required for every person volunteering or entering an unpaid practicum program

 · Letters are to ensure reduced or waived PIC fee, verification of Agency, person and position

·  Letters are used for auditing purposes mandated by CPS, Volunteer Alberta (for VSPN Numbers – if applicable) and RCMP

·  Letters are also required to enable Police Information Check to waive the  fingerprint fee for the Vulnerable Sector; otherwise applicant must pay the RCMP fee of $25.  Waiver of fee relates to volunteer positions only.

 

What are the criteria for Volunteer and Unpaid Practicum letters?

All letters must have the following information to be valid and accepted:

·  Must be on Agency letterhead and dated within 6 months

·  Applicant’s name must be on letter typed or hand-written

·  Position and whether a volunteer/unpaid practicum

·  VSPN number must be on letter (if applicable)

·  Signed by authorized Agency Contact for their Designate; ink or electronic signature or the name of the authorized Agency Contact or their Designate on the letter

·  Agencies may email electronic letters to applicants

 

Why does the result letter have a “VOID” watermark when an Agency prints or saves the letter? 

This is a security feature as applicants can only share their results with agencies.  The VOID watermark is intended so the agencies cannot share this document for any other purpose.  Also, as with any electronic device, this hinders anyone from being able to tamper with the document.

 

I am not able to receive ePIC related emails. What should I do?

Check your spam/junk email folder.  If not there, you may need to give permission on your computer to receive emails from:  noreply@calgarypolice.esolutionsgroup.ca

 

Why can I not see where my applicants are in the process?

ePIC is Applicant driven; this means it is up to the applicant to share their results with the Agencies.  Agencies will NOT receive notification when an applicant applies, only when the applicant shares their result letter with them.  Agency will receive an email notification when an applicant shares their result letter.  Applicants must share their result with original Agency first before they can share result with any other agency that accepts shared results and provided Agency meets the same criteria.

 

My applicant has told me they received their results, but I cannot see it.  What can I do?

The onus is on the applicant to “SHARE” their results with the agency.  Contact the applicant to ensure they selected “share” and have stipulated your agency.  Once they complete this you will be able to log onto your agency account and view their results.