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Conduct security screening in the B.C. Public Service

Last updated on August 19, 2024

Learn when and how to conduct security screening and what happens during screening.

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Find out if screening is required

A position's security screening designation says if security screening is required, and what type.

Security screening is required for:

  • New employees (successful in a job competition)
  • Auxiliary employees moving to regular positions 
  • Current employees taking on temporary assignments, acting assignments and substitutions, or changing or transferring positions (including lateral transfers or moving to Order in Council positions)
  • Rehired employees, including returning retirees
  • Secondees coming to the government, if an employee occupying the same position would be subject to screening 

Security screening is not required in the following situations, provided that the employee has already passed the appropriate screening:

  • To cover short-term absences (for example, 4 to 6 weeks)
  • When the employee moves to another designated position with similar duties and risk factors

Auxiliary employees

Auxiliary employees must be screened if they:

  • Have never had security screening or
  • Have lost their service seniority or
  • Are recalled into a different job

Auxiliary employees don't need to be screened if they:

  • Have previously passed security screening and
  • Have service seniority and
  • Are being recalled, converted or hired into exactly the same job

When to conduct screening

Required screenings must be completed before confirming an offer of employment.

A security screening check can only be done for the successful applicant who has received a conditional offer of employment. If they don't consent to the screening, they can't be offered the position.

Under the Human Rights Code, it's illegal to discriminate against a person in employment because of a criminal conviction that is unrelated to the requirements of the position. The results of a security screening check can't be used to short-list candidates.

Rechecks

Positions requiring Enhanced Security Screening or a Criminal Records Review Act check require a recheck every five years. Supervisors are responsible for ensuring rechecks are completed. They are also required to submit the type of recheck and the date it was completed to AskMyHR.

How to conduct security screening

The Personnel Security Screening Office (PSSO) in the Ministry of Public Safety and Solicitor General (PSSG) conducts all Criminal Record Checks and Enhanced Security Screening in the B.C. Public Service. The Criminal Records Review Program (CRRP) with PSSG conducts Criminal Record Review Act checks.

All screening must be done centrally through the PSSO or CRRP. Screening can't be done through a local police or RCMP detachment.

Centralizing the administration of security screening fully protects the privacy of applicants, safeguards their personal information and makes the process:

  • Less expensive
  • Faster
  • More reliable
  • More secure

The BC Public Service's security screening process

  1. A hiring manager confirms an existing position has an up-to-date security screening designation form or completes one and gets approval from their organization’s deputy minister
  2. The job, including any security screening requirements, is posted
  3. The hiring manager makes a conditional offer of employment to the successful applicant, subject to the successful completion of the required security screening
  4. The applicant consents to, or declines, screening
  5. With the applicant’s consent, the hiring manager follows the appropriate processes below to initiate the type of required checks
  6. Without the applicant’s consent, no security screening is conducted, and the applicant cannot be confirmed in the position

The position's security screening designation indicates what screening type is required.

Start a Criminal Record Check (CRC)

  1. The hiring manager logs into the PSSO system to send the successful applicant an invitation to complete an online CRC
  2. The applicant logs in and enters their information and provides consent for the check
  3. If the applicant uses the B.C. Services Card Login, they can verify their identity and submit the check
  4. If the applicant does not use the B.C. Services Card Login, the hiring manager will receive an email requesting that they verify the applicant’s identity and confirm before the check can proceed
  5. The hiring manager can monitor the progress of the check through the online system

Adding delegates

For Criminal Record Checks, delegates can be added to view a CRC’s status and receive results. As applicant privacy is paramount, if a delegate no longer requires access to that CRC they must be removed as a delegate in the PSSO system.

Start a Criminal Record Check

Start a Criminal Record Review Act (CRRA) check

  1. The hiring manager provides the successful applicant with their organization’s unique access code and a secure link to the CRRA check application via email. This unique access code should not be shared publicly.
  2. The applicant follows the link to the online CRRA check application. If the applicant uses the B.C. Services Card Login, they can verify their identity and submit the check.
  3. If the applicant does not use the B.C. Services Card Login, the organization’s email on file will receive a request for them to verify the applicant’s identity and confirm before the check can proceed.

Start a Criminal Record Review Act check

Start an Enhanced Security Screening (ESS) check

  1. The hiring manager uses their IDIR to log in to the ESS Screening Request Form and fills out the required information, including uploading the applicant’s resume and their conditional offer letter.
  2. The PSSO reaches out to the applicant to provide them with the ESS consent form and instructions on how to proceed.
  3. The applicant submits the completed form and any other required supporting documents back to the PSSO.

Start Enhanced Security Screening

ID verification

The online CRC and CRRA forms use the B.C. Services Card Login option to verify an applicant’s identity.

When an individual does not have a BC Services Card, or chooses not to use the B.C. Services Card Login, they can still submit their security screening check form securely online. Once the applicant has completed their CRC application, the hiring manager will receive a notification to log into the PSSO system to complete the ID verification requirement. If the individual does not use their B.C. Services Card Login to submit a CRRA check, the email on file for the organization will receive a request to verify the applicant’s ID. They will need two pieces of government-issued ID to verify their identity. 

Organizations should be checking that CRRA Authorized Contacts are updated regularly.