Mandatory electronic fingerprints

Validity period of the criminal record check results

The results of the criminal record check and the associated document control number (DCN) sent to the CSP will both be valid for 1 year from the date the fingerprints were taken.

Within that year, as long as the DCN was generated for a personnel security screening processed through the CSP, the same DCN can be reused for another security screening request such as:

• new
• updates (renewals)
• upgrades

Cost of fingerprinting

The RCMP does not charge a processing fee for fingerprints taken taken as part of the criminal record check for federal employment or contracts. The fingerprints applicant request form clearly indicates that fingerprints are for a government personnel security screening and that the results are to be sent directly to the CSP. Although the RCMP does not charge a processing fee, the third-party fingerprint service provider will charge an applicant the market rate, for their processing services.

The fee charged may vary from one provider to the next. The CSP does not receive funds from providers and does not profit from their services. Applicants who require a personnel security screening are responsible for absorbing all costs associated with these fees.

Protecting the applicant's identity

The CSP does not receive copies of applicants' fingerprints. The third-party service provider submits the fingerprints electronically to the RCMP. The RCMP uses the fingerprints to search their criminal record database and provides the CSP with the results of that particular search.

The RCMP does not retain copies of the fingerprints in their system. Once the criminal record check results are produced and shared with the CSP, these results are deleted from the RCMP system. At no time are copies of civil fingerprints kept in the RCMP database.

Matching the applicant’s criminal record check results

The RCMP will send the criminal record check results directly to the CSP. The program will use the DCN and the date of birth supplied by the applicant to match the personnel security screening request with the results supplied by the RCMP. All these need to be accurate and correctly matched to proceed with a security screening request.

The CSP recommends that applicants request a copy of the RCMP submission results electronic (SRE) transaction record, which identifies the applicant's DCN and confirms the destination to where the criminal record check results will be sent. These documents help validate the DCN associated with the applicant's criminal record check results and help the CSP identify any potential matching issues.

If there is a matching issue, the CSP will contact the company security officer (CSO) or alternate company security officer (ACSO) with instructions on how to address the issue and prevent further processing delays.

New requests

All new personnel security screening (reliability status, Secret or Top Secret clearance) requests require mandatory fingerprints.

Upgrade requests

Electronic fingerprints are also required for upgrade requests.

An upgrade request is when an individual is requesting a higher level of personnel security screening.

Signal Intelligence requests

The criminal record check process does not affect special access Signal Intelligence (SIGINT) requests. SIGINT requests always require electronic fingerprints.

Reactivation requests

Electronic fingerprints are required to reactivate a personnel security screening that has been inactive for more than 1 year.

A reactivation request pertains to employees who previously held a security screening with a private sector organization registered in the CSP.

A personnel security screening request is considered inactive when a termination has been submitted for that employee to the CSP.

Update (renewal) requests

Electronic fingerprints are required for update (renewal) requests, except in cases where an applicant has already undergone a criminal record check through the CSP within 1 year of the date the update (renewal) request was submitted.

Transfer requests

Electronic fingerprints are not required for transfer request unless the applicant's personnel security screening is due for an update (renewal).

A transfer request is used when an organization must transfer the employee's personnel security screening held by another Government of Canada department or agency.

Duplication requests

Electronic fingerprints are not required for duplication request unless there is a change of circumstance.

Consult Annex A: Guidelines on company security officer and alternate company security officer responsibilities—section VI.D Change of circumstances of the Contract Security Manual to learn more about a change of circumstance.

A duplication request is used when an organization must duplicate the employee's personnel security screening held by another private sector organization.

Learn more about the duplication process.

North Atlantic Treaty Organization and Control of Secret Material in an International Command Top Secret^{Footnote 1} special access requests

Fingerprints are not required if an applicant requesting North Atlantic Treaty Organization (NATO) and Control of Secret Material in an International Command (COSMIC) special access already holds a valid Secret or Top Secret clearance, as these requests do not constitute an upgrade.

Step 1

The CSO or ACSO determines if the employee needs mandatory electronic fingerprints for their personnel security screening.

Step 2

The CSO or ACSO provides the employee (applicant) with a fingerprints applicant request form.

Step 3

The applicant brings the fingerprints applicant request form and 2 pieces of valid government-issued identification (ID) to an accredited fingerprint company, which has been certified and accredited by the RCMP to submit fingerprints electronically.

At least 1 piece of ID must be photo ID.

The following types of Canadian government issued ID are accepted:

• valid passport
• citizenship card
• driver's license
• permanent resident card
• other piece of government-issued ID, issued in Canada and containing the employee's date of birth

Step 4

The fingerprint service provider takes the electronic fingerprints. A confirmation DCN is generated and identified on the service provider's receipt. The service provider must record the 20-digit DCN on the fingerprints applicant request form.

It is very important that the applicant receives either a copy of the original fingerprint receipt with the DCN or a copy of the fingerprints applicant request form with the DCN recorded.

The CSP recommends that applicants request a copy of the RCMP SRE transaction record, which identifies the applicant's DCN and confirms the destination to where the criminal record check results will be sent.

Please retain copies of all documents associated with fingerprint until the applicant's personnel security screening request has been completed.

Step 5

The applicant's electronic fingerprints are forwarded to the RCMP by the service provider electronically.

If an applicant works in a remote location in Canada, their fingerprints can be taken on paper at any RCMP remote location office. The applicant will send copies of his paper and ink fingerprints to a service provider central site. Please make sure that the fingerprints applicant request form is attached to the fingerprint paper and ink form being sent to the central site. The service provider will scan and submit them electronically to the RCMP.

If an applicant is given that option, the DCN generated from the fingerprint submission must be included on the personnel security screening form(s).

Step 6

The applicant gives a copy of either the fingerprints applicant request form or the receipt to the CSO or ACSO. The CSO or ACSO then proceeds with the personnel security screening request electronically via the online industrial security services (OLISS) portal.

Step 7

The CSP reviews the personnel security screening request, proceeds with the remaining checks and verifications and determines if the request can be granted. If the request is granted, the CSO or ACSO is notified and asks the employee (applicant) to read and sign the briefing certificate.

Ensuring the timely processing of personnel security screening requests

Depending on the nature of the DCN matching issue identified, the CSO or ACSO will have to follow the instructions below to reduce further processing delays.

Any information or supporting documents required must be sent to the CSP by email: ssidsfpformulaires-.isspssdforms@tpsgc-pwgsc.gc.ca.