Faculty of Health SciencesPolice Records Check
The Faculty of Health Sciences (FHS) requires incoming candidates and returning students to provide a Police Records Vulnerable Sector Check (VSC). International or Visa students are required to provide a Police Certificate from each country or territory they have resided for more than six months consecutively for the past five years.
NOTE: this does not apply to postgraduate medicine students who supply their police check directly to the CPSO.
Vulnerable Sector Checks (VSC) are required to be updated on an annual basis and must remain valid for the entire duration of each placement. VSCs are considered valid for one calendar year from date of issue from Police Services. Students may be asked to complete the VSC process more frequently than annually, if required by a clinical site. Failure to do so may result in a student being unable to participate in or complete a clinical placement which can result in delays or inability to complete their program.
For additional information please refer to the Police Records Check Policy — Faculty of Health Sciences.
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Incoming Students
As a condition of continued registration, you must provide a Police Records Vulnerable Sector Check (VSC). An original copy dated after May 1st of your incoming year must be received by the FHS Professionalism Office by July 31 before the start of your program.
Police Services will not issue a Police Records VSC to anyone under the age of 18 years of age. Students under the age of 18 as of May 1st of their incoming year do not need to submit a VSC by July 31st. Rather, these students must advise the FHS Professionalism Office of their birth date so that next steps can be provided.
Returning Students
As a condition of continued registration, you must provide an original copy of your Police Records Vulnerable Sector Check (VSC) to the FHS Professionalism Office on an annual basis and prior to your current check expiring. If you fail to do so you may be considered in breach of the Police Records Check Policy and FHS Professionalism Behaviour Code of Conduct.
How to request your VSC (for McMaster Students only)
The process for obtaining and submitted your check is as follows:
- Print a McMaster Request for VSC letter to take with you to your local Police Services. Many Police Services require you to submit your application in person. Be sure to check their website for information and to determine what form of payment they will accept. NOTE: incomplete forms and incorrect payment forms/amounts may result in your application being returned for correction and a subsequent delay in obtaining a Vulnerable Sector Check.
- If you are going to Toronto Police Services you will need an Agency Code specific to McMaster University. Email fhsprof@mcmaster.ca with your name, home address and program to request this code then visit www.tps.to/police-checks to apply online for a VSC.
- If you are going through OPP or your Police Services requests a letter from McMaster which includes your name and details of the vulnerable population you will be in contact with please email fhsprof@mcmaster.ca.
- Processing times fluctuate due to volume and time of year so please submit your application as soon as possible. Turnaround time at many Police Services can be up to 12 weeks so submit your request early. Be sure to get a receipt for your request.
- Vulnerable Sector Checks must be specific to the institution requesting the VSC therefore we are unable to accept a VSC issued to another agency (eg. can not submit a VSC used for a summer job).
- If you are an upper year student and have lived in Hamilton during the past school year(s) you may request your VSC from Hamilton Police Services. You will need some form of official documentation (e.g. utilities bill) with your name and Hamilton address. Please contact Hamilton Police Services for more information.
How to submit your VSC
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If your Police Services issues an electronic copy of your VSC please submit via Sharefile** (secure document collection) using the following link and label as "last name, first name, Name of Program, VSC":
** Email fhsprof@mcmaster.ca with the password if your VSC is password protected**
- If your Police Services issues a paper copy of your VSC you can submit your original copy by:
A) Mail (record your name, Program and year on the envelope) directly to our office at:
McMaster University
FHS Professionalism Office
1280 Main St. West, HSC 3H46
Hamilton, Ontario L8S 4K1
Att: Patricia Hartnett
B) Or you can drop off your original VSC in person to our office at McMaster Children's Hospital, 3rd floor Room HSC 3H46. Note we also have a dropbox for after our submissions.
Please include a self addressed stamped envelope (SASE) when sending in your VSC so that we can return your original VSC to you. When you attend placement you may need your original VSC. A SASE is an envelope with a stamp in the upper right hand corner and your name and home address on the front (click HERE for an example). This SASE will be used to mail your original back to you. NOTE: VSCs are not returned to students if a SASE is not included in their submission.
Submission Due Dates
Submissions must be received by midnight July 31 for incoming students or, if a returning student, prior to your current check expiring.
It is up to you, the student, to ensure you always have a current VSC on file with the Professionalism Office. Be sure to submit your renewed police check to the Professionalism Office a minimum of 2 weeks before your current one expires (one year after date of issue).
Be advised that your VSC must be valid for the entire duration of a placement. This means you may have to request a new VSC earlier than anticipated (sooner than the expiry date of the VSC currently on file) to ensure your VSC does not expire during a clinical placement. Failure to do so may result in a cancelled placement.
Not Clear VSC
Inform the Professionalism Office immediately if your VSC is 'Not Clear', so that we may work with you to determine next steps.
Questions?
Please visit our Police Records Check FAQ page.
**Citrix ShareFile uses industry-standard efforts to safeguard the confidentiality of information; note that no method of transmission over the internet is fully secure. For more information, see:
