Criminal Record / Vulnerable Sector Check Policy

The British Columbia Archery Association takes our role in the development of children and vulnerable people very seriously. This policy is intended to assist clubs, coaches, judges and club administrators in ensuring they are providing a safe place for everyone in their community to participate in our sport. BCAA strongly urges all clubs in BC to have anyone who works with youth undergo these checks. These should be kept by the club and renewed every 2 years.


A criminal record check can be requested at any police station in BC. They can also be requested from the Corps of Commissionaires for a fee (this service is also much faster). If the applicant has a letter indicating that they volunteer for an organization such as an archery club, then there will be no fee. If the applicant is applying so they can teach privately, then there will be a fee.

There are actually 2 types of checks:

  • Criminal Record Check (CRC) – this is just a check of the person’s criminal record and does not require fingerprinting.
  • Vulnerable Sector Screening (VSC) – this is required by anyone who would be working with the vulnerable sector (a vulnerable person is defined is defined as a person who, because of their age, a disability, or other circumstances, whether temporary or permanent are (a) in a position of dependence on others or (b) are otherwise at a greater risk than the general population of being harmed by a person in a position or authority or trust relative to them. This type of screening is required for the following types of positions: teacher, social worker, taxi driver, day-care worker, adoptive parents, sport coaches, etc).

If someone has applied for a Criminal Record Check and the check shows that they share a birthday with someone convicted of a crime in this area, then they will be notified and it is their choice to continue on with the fingerprinting process or just let the file die.

Therefore, the CRC does not apply to BCAA, as anyone who would be working with children and/or vulnerable citizens would require a VSC anyway.

Who Sees the Information After Completion?

Once completed the applicant is given a formal record check document. The document is private and confidential and will not be disclosed to anyone other than the applicant and officers of the court. So, it is incumbent upon the applicant to provide a copy of the document to the club, who can keep a confidential copy or make a note that the check was seen and was clear. If the club keeps a copy, the club must protect it and not disclose it to anyone without the consent of the applicant.

How long is the check good for?

The Checks will cover all the time from the completion of the document backwards, so it is up to the organization as to how often they wish these checks completed. BCAA recommends every 3 years.

Application Procedure

The applicant must apply in person to any police station or Corps of Commissionaires office in BC with a letter from their club (sample attached at Annex A). The Corps is faster, but there is a cost. Make it clear that a CRC and a VSC are both required (it is a good idea to find out what day they do fingerprinting as applying on that day could save some time. From there you will be informed when your record check is completed and you can go back and pick up the documents. Once the documents are collected, then it is the applicant’s choice of who they show the reports to.

Sample letter request

Club letterhead


Police Checks for Instructors [Insert Club Name]

To Whom it may concern.

Please accept this letter to show that [name] is a volunteer instructor of archery programs for the [name of club].

A police record check is required for him to perform these duties.

Yours very truly,


[Name], President