Frequently Asked Questions
1. I recently had a criminal record check (CRC) done for another agency. Do I need to do one for Rotary?
If the CRC was done through the Ministry of Justice Criminal Record Review Program (CRRP) and includes a vulnerable sector check, no you do not. You still apply but are given the option to share an existing CRC.
2. What is a vulnerable sector check?
It is an enhanced Criminal Record Check, created to protect children and vulnerable persons. They can verify if an individual has a record suspension (formerly pardon) for sexual offences. They include checks of national and local police databases.
3. If the CRC cannot be processed for whatever reason, does that exclude me from being a Rotarian?
No, but you must not work with youth or vulnerable adults as part of your Rotary service. However, usually a process problem will be resolved by verifying your identity through fingerprints.
No, but you must not work with youth or vulnerable adults as part of your Rotary service. However, usually a process problem will be resolved by verifying your identity through fingerprints.
4. How often must I complete a CRC?
Rotary District 5040 policy is currently 4 years. Your Rotary Member profile in ClubRunner shows if you have a valid CRC with Rotary, and when it expires. You and your club can access that, so you know when to re-apply.
Rotary District 5040 policy is currently 4 years. Your Rotary Member profile in ClubRunner shows if you have a valid CRC with Rotary, and when it expires. You and your club can access that, so you know when to re-apply.
5. I have been a Rotarian and volunteered for many years and have never had to do a CRC. Must I now complete one?
You are strongly encouraged to do so. This allows you to volunteer for any activity that comes your way as a Rotarian. Some clubs expect every Rotarian to have a valid CRC.
You are strongly encouraged to do so. This allows you to volunteer for any activity that comes your way as a Rotarian. Some clubs expect every Rotarian to have a valid CRC.
6. How does my club keep track of my status?
Each member profile in ClubRunner shows whether you have a CRC. There is currently no automatic notification if a member is not current. Club secretaries can run reports on all their members to confirm who is and is not in compliance. Clubs and their members are responsible for keeping CRCs current.
Each member profile in ClubRunner shows whether you have a CRC. There is currently no automatic notification if a member is not current. Club secretaries can run reports on all their members to confirm who is and is not in compliance. Clubs and their members are responsible for keeping CRCs current.
7. Is there a cost for this process?
No, since we are volunteers. If fingerprints are required to confirm identity, there may be a charge. Your club may reimburse that cost.
No, since we are volunteers. If fingerprints are required to confirm identity, there may be a charge. Your club may reimburse that cost.
8. How long will the CRC take to complete?
The online application might take less than 10 minutes to complete. The time for results to come back varies with the provincial program’s volume, and adequacy of staffing.
The online application might take less than 10 minutes to complete. The time for results to come back varies with the provincial program’s volume, and adequacy of staffing.
9. What is the deadline for completing the check?
There is no deadline, but you must have one to work with youth or vulnerable adults.
There is no deadline, but you must have one to work with youth or vulnerable adults.
10. How is the approval information returned to the applicant?
Rotary receives an email notification from the province when an applicant is cleared. We send an email to the applicant. We update their Rotary profile in ClubRunner. The file number on the notification is the same file number that is in the email an applicant gets directly from Victoria to confirm their application.
Rotary receives an email notification from the province when an applicant is cleared. We send an email to the applicant. We update their Rotary profile in ClubRunner. The file number on the notification is the same file number that is in the email an applicant gets directly from Victoria to confirm their application.
11. Will I be told if anything shows up on my record?
The application is between the individual and the Ministry of Justice. No third party including Rotary receives anything but an approval. If the CRC finds an offense relevant to working with youth or vulnerable adults, a letter will be sent only to you from the Ministry of Justice explaining the adjudication process. You may be invited to provide a written submission with more information. If you do not respond, a decision will be made based on the information available to the CRRP. If the application is denied, Rotary will be advised only that the file is closed. Rotary only receives “go” or “no go” information about your application, nothing else.
The application is between the individual and the Ministry of Justice. No third party including Rotary receives anything but an approval. If the CRC finds an offense relevant to working with youth or vulnerable adults, a letter will be sent only to you from the Ministry of Justice explaining the adjudication process. You may be invited to provide a written submission with more information. If you do not respond, a decision will be made based on the information available to the CRRP. If the application is denied, Rotary will be advised only that the file is closed. Rotary only receives “go” or “no go” information about your application, nothing else.
12. Who else may request or be given information regarding my CRC?
If you wish to share your CRC status with another organization registered with the Ministry of Justice, you can apply through that organization’s access to the Justice system and authorize the sharing.
If you wish to share your CRC status with another organization registered with the Ministry of Justice, you can apply through that organization’s access to the Justice system and authorize the sharing.
13. How is confidentiality respected?
District Compliance Officers are bound by the confidentiality required by District and the Ministry of Justice. The Ministry of Justice system is operated on a secure server and is fully encrypted. Disclosure is only done by request of the individual involved, not by Rotary or the District Compliance Officers or any third party organization, unless required by law.
District Compliance Officers are bound by the confidentiality required by District and the Ministry of Justice. The Ministry of Justice system is operated on a secure server and is fully encrypted. Disclosure is only done by request of the individual involved, not by Rotary or the District Compliance Officers or any third party organization, unless required by law.
If I have any questions, who can I contact?
Please send an email to rotarycrc@rotary5040.org.
Please send an email to rotarycrc@rotary5040.org.