Security Clearance (CPIC)
CANADIAN POLICE INFORMATION CHECK - THE PROCESS
Security Clearances are valid for three years from date of issue. You can apply at the office of the Calgary Minor Soccer Association, and once cleared, are able to volunteer as a coach, assistant coach, and/or team manager for a period of three years. All Team Officials listed on a CMSA team roster [Coaches, Managers, Assistant coaches, U10-U18 (outdoor) and U6-U18 (indoor)] require a current and valid security clearance.
If you reside outside Calgary you must obtain a security clearance from the police agency in the jurisdiction where you live. If you reside within the Calgary city limits you must complete the Calgary Police Service (CPS) Consent to Search and Disclosure of Personal Information form and must also supply two pieces of identification from the following lists (at least one must be photo ID):
· Driver’s License
· Citizenship Card
· Firearms Card
· Military Identification
· Native Status Card
· Provincial Photo Identification
· Permanent Residency Card
· Birth Certificate
· Health Care Card
· Immigration Document
· Marriage Certificate
· Social Insurance Card
Only the above identification is acceptable. There are no exceptions (no college identification, no credit cards, no hospital cards, no police identification, etc.).
Once the Consent to Search and Disclosure of Personal Information form has been completed, then the individual will be considered in process and eligible to act as Team Official. If on the form, question 14 (Have you ever been fingerprinted for a Criminal Offence in Canada for which you have not received a pardon?) is checked off as ‘Yes’, then the individual will be ineligible to coach until the Police Information Check Certificate Letter has been received and reviewed by CMSA Discipline Committee.
If question 14 is answered as ‘Yes’, then the individual will have the option of completing the Self-Declaration for Police Information Check form. Completing this form will waive the fingerprint confirmation requirement to allow the CPS Police Information Check Unit to disclose this information directly to the applicant. If an individual completes this document at the CMSA office, the form will be submitted in a sealed envelope and sent directly to the CPS.
- WHEN A SUCCESSFUL BACKGROUND CHECK IS COMPLETE…Once background checks are completed, a confidential letter will be issued to CMSA by the CPS indicating that you are cleared to volunteer within the Calgary Minor Soccer Association. This process can take between 6-8 weeks. Individuals may request a photocopy of the security clearance from CMSA for their reference and/or club.
- WHEN CPS IS UNABLE TO ISSUE A SECURITY CLEARANCE…If the Calgary Police Service (CPS) is unable to issue a security clearance based on the information provided, the pertaining individual will be notified that it is necessary to attend in person at the Security Clearance Unit. The applicant is required to contact the City of Calgary 3-1-1 to set-up an appointment to attend the Police Information Check Unit, within 30 days from the date on the Consent to Search and Disclosure of Personal Information Agency Summary letter. Failure to attend within 30 days will result in a fee of $30.00 being charged by the CPS to complete the security clearance. Appointments will be made on Tuesday or Wednesday between 7:30am to 3:30pm and Thursday between 10:00am to 3:00pm. The Police Information Check Unit is located at Westwinds Campus, 5111-47 St NE. Please note that the security clearance is considered incomplete until the required action has been taken and the clearance form given to you by the police is returned to the CMSA office. Failure to provide CMSA with a valid security clearance will result with the immediate removal from the CMSA roster. There will be no grace period.
- WHEN CPS ISSUES A POLICE INFORMATION CHECK CERTIFICATE LETTER… If the Calgary Police Service (CPS) issues a Police Information Check Certificate Letter directly to the applicant, the onus is on the individual to submit this letter directly to CMSA for the Discipline Committee to review. Please note that the security clearance is considered incomplete until the required action has been taken and the clearance form given to you by the police is returned to the CMSA office. Failure to provide CMSA with a valid security clearance will result with the immediate removal from the CMSA roster. There will be no grace period.
- WHEN THERE IS A CRIMINAL HISTORY… In circumstances where a volunteer security check shows a criminal history of any kind, that volunteer will be informed by the discipline committee (in the form of a letter via email and regular mail) whether or not they are eligible to volunteer within CMSA. The letter will be sent to the affiliated club and the volunteer. A copy of the police check will also be sent to the volunteer. The CMSA Discipline Committee issues letters of Volunteer Termination based upon the Offences listed in appendix 1.Under certain conditions, the discipline committee may place restrictions on the individual based upon the result of the Police Information Check Certificate letter.