Agencies must have a Head Office in Canada to be permitted to create an Agency account profile and utilize the ePIC system.
Agency representatives are required to register all detailed information regarding the Agency in order to create an Agency account profile. Agency representatives, referred to as ‘Contacts’, will have the capability to login with their unique credentials (email and password) and represent the Agency on the ePIC online system.
An Agency may have a minimum of 1 Contact to a maximum of 3 Contacts.
An Agency email will be required for each Contact person to successfully create an account.
The Agency name must be in the domain of the email address- generic email addresses will not be accepted.
Agencies will indicate if their Agency works with the Vulnerable Sector and if a Vulnerable Sector Search is required.
Agency account profiles will be approved by the Police Information Check Unit prior to being available on the ePIC Online System. The account created for the Agency will not be activated until approved. An email notification will be sent to the Agency Contact(s) upon approval.
Returning Agency Contacts may login to the ePIC Online System by clicking on the Login With Existing Account option, to access the secure login prompt.
Contacts will receive automated email notifications when a Police Information Check 'PIC' application result is shared with the Agency.
Contacts may also view, save and print applicant results.
Agencies will also have the option of paying for their applicants' Police Information Checks by purchasing Credits, which can be done by calling our Finance Division at 204-986-4150, attending our Customer Service Unit at 245 Smith Street (Graham Street Entrance) Monday to Friday from 8:00 a.m. to 3:30 p.m., or sending a cheque made payable to the "City of Winnipeg" to P.O. Box 1680, Winnipeg, Manitoba, R3C 2Z7.
Verification of identification will be through ‘Equifax eIDverifier’. Applicants under the age of 18 or individuals who have not lived in Canada for more than 1 year will not be eligible to submit a Police Information Check application through the ePIC online system. Those individuals must attend Police Headquarters, 245 Smith Street (Graham Avenue Entrance) and complete a paper application.
Equifax eIDverifier provides an online identification method by comparing secured personal information, provided by applicants’ against their credit records. It is NOT a credit check and does NOT affect credit scores or ratings. Applicants are asked a series of questions based on their credit record and must be successful in answering before verification can be confirmed. Applicants will upload 2 pieces of Government issued ID, one being a photo onto the ePIC online system, for further Identification Verification. If an applicant is not able to correctly answer their credit record questions, their identification verification will be unsuccessful and they will be required to attend Police Headquarters, 245 Smith Street (Graham Avenue Entrance) to apply for a Police Record Check.
Agencies have the option to view, print, or save applicant results for their intended purposes directly related to their Agency only. Note: Applicants are able to print and save their Police Information Check results, however for security purposes it will have a water mark with the word VOID.
Agencies cannot share Applicant results or disseminate to any other person or Agency. All information shall be destroyed after use or maintained in such a manner to prevent unauthorized access.
Applicants may share their own information directly with others or other Agencies. Information supplied by the Applicant cannot be altered in any manner.
If an Applicant chooses to share a Police Information Check result, which was originally completed for another Agency, the onus will be on each Agency to decide if they wish to accept a shared PIC. Agencies will determine if the purpose of the PIC is relevant for their own purposes.
Applicant shared results which have not had a Vulnerable Sector Search completed will NOT be permitted to share with an Agency, whom has identified a Vulnerable Sector Search is mandatory for their Agency.
Police Information Checks can only provide information found at the time of the check, based on information provided by the applicant. The Winnipeg Police Service does not guarantee completeness of the results, and is limited to information available on search databases.
All Agencies utilizing the ePIC online system agree to indemnify and hold harmless the City of Winnipeg, the Chief of Police and the Winnipeg Police Service (WPS) from all manner of actions, causes of action, proceedings, claims, losses, damages, demands and expenses of whatsoever nature and kind which may be brought or made against the City of Winnipeg or the WPS or which the City, the Chief or the WPS may suffer, sustain, pay or incur as a result of, or in connection to, the search, collection and release of this information.
Agencies understand the Winnipeg Police Service is providing the ePIC online system as a service and is in no way commenting on the suitability of the Applicant for the position being sought.
Agencies understand, by means independent from the WPS, the implications of any law including, but not limited to the common law, the Youth Criminal Justice Act, the Canadian Human Rights Act, or any other relevant statute, as it applies to hiring/approving volunteers and employees with particular respect to what information might constitute a “bona fide” reason for refusing to hire an Applicant or accept the Applicant as a volunteer.
Police Information Checks are conducted in compliance with Criminal Records Act (CRA), Freedom of Information and Protection of Privacy (FIPPA) Act, and Youth Criminal Justice Act (YCJA). All information will be retained in compliance with the Winnipeg Police Service Records Retention schedule.