Starting a new job is an exciting milestone, but before you can begin your first day, you will likely need to complete a pre-employment screening. In Canada, one of the most common providers for this service is Sterling (formerly known as Sterling Backcheck). If your prospective employer has requested a background check through this platform, you may have questions about how the process works and what information you need to provide.
A Sterling background check is a standard procedure designed to verify your identity, employment history, and criminal record status. Completing the process accurately and promptly is essential to ensuring your hiring process moves forward without delays. This guide provides a straightforward, step-by-step walkthrough of how to complete your Sterling background check in Canada.
Understanding the Sterling Background Check Process
Sterling acts as a third-party intermediary between you and your employer. They collect your information, verify it against official records, and provide a report to the hiring company. In Canada, these checks must comply with federal and provincial privacy laws, such as the Personal Information Protection and Electronic Documents Act (PIPEDA).
The specific components of your background check will depend on the role you are applying for. Most Canadian employers request a combination of a Criminal Record Check, Employment Verification, and Education Verification. For roles involving financial responsibility, a Credit Inquiry may also be included. Understanding that this is a routine part of professional hiring can help ease any anxiety you might feel about the process.
Step 1: Receive and Accept the Invitation
The process typically begins with an email invitation. This email is sent directly from the Sterling platform, often using a sender name like “Sterling” or “Backcheck.” It is important to check your inbox—and your spam folder—regularly after you have been told a check is being initiated.
Inside the email, you will find a secure link to the Sterling online portal. This link is unique to your application and will expire after a certain period, usually 48 to 72 hours. To avoid delays, click the link as soon as possible to begin the data entry process. You will be asked to create a password-protected account to ensure your personal data remains secure throughout the screening.
Step 2: Provide Your Personal Information
Once you have logged into the portal, you will be guided through a series of forms. You will need to provide basic identifying information, including your full legal name, date of birth, and current residential address. If you have lived at your current address for less than five years, you may be required to provide a history of your previous addresses.
Accuracy is critical during this stage. Ensure that your name matches exactly what is listed on your government-issued identification. Even small typos in your birth date or address can lead to discrepancies that may flag your report for manual review, slowing down the entire hiring process.
Step 3: Submit Employment and Education History
If your employer has requested verification of your past experience, you will need to list your previous employers and the dates you worked there. Sterling typically verifies the last five to ten years of employment. You should have the following details ready:
- Company names and locations
- Your job titles
- Start and end dates (Month/Year)
- Contact information for HR departments or former supervisors
For education verification, you will need to provide the name of the institution, the degree or diploma earned, and the year of graduation. In some cases, Sterling may ask you to upload a digital copy of your transcript or degree to speed up the verification process if the school is slow to respond.
Step 4: Complete Identity Verification
Identity verification is a mandatory step for Canadian criminal record checks. Sterling offers two primary ways to verify your identity: electronic verification or in-person verification.
Electronic ID Verification (eIDV)
This is the fastest method and is completed entirely online. The system will ask you a series of “out-of-wallet” questions based on your Canadian credit file. These are questions only you should know the answer to, such as “Which of the following banks do you have a mortgage with?” or “What was your monthly payment for a specific loan in 2021?” These questions do not affect your credit score; they are simply used to confirm you are who you say you are.
In-Person Verification via Canada Post
If you cannot pass the electronic verification or prefer not to use it, you will be directed to the Canada Post ID verification process. The Sterling portal will generate a form with a barcode. You must print this form and take it to a designated Canada Post location along with two pieces of valid, government-issued identification. A postal clerk will scan the barcode, verify your IDs, and electronically notify Sterling that your identity has been confirmed.
Step 5: Consent and Criminal Record Check
After your identity is verified, you must provide digital consent for Sterling to perform a criminal record check. In Canada, this is usually an Enhanced Police Information Check (E-PIC). This check searches the National Repository of Criminal Records maintained by the RCMP and may also include searches of local police databases for any outstanding charges or court orders.
You will be asked to disclose any prior criminal convictions for which a pardon (record suspension) has not been granted. It is vital to be honest here. A criminal record does not automatically disqualify you from employment, but failing to disclose a record that is later found by Sterling often results in the withdrawal of a job offer due to a lack of transparency.
Required Documents for Canadian Applicants
To make the process as smooth as possible, gather your documents before you start the online form. You will generally need:
- Primary ID: A valid Canadian Driver’s License, Passport, or Permanent Resident Card.
- Secondary ID: A Birth Certificate, Citizenship Card, or a secondary piece of government ID.
- Social Insurance Number (SIN): While often optional, providing your SIN can help differentiate you from others with the same name, potentially speeding up the check.
- Proof of Education: A scan of your degree or diploma if requested.
How Long Does a Sterling Background Check Take?
In most cases, a Sterling background check in Canada is completed within one to five business days. Electronic criminal record checks are often the fastest, sometimes returning results in as little as 24 hours. However, certain factors can extend this timeline. If you have lived in multiple provinces or spent significant time living outside of Canada, the process may take longer as Sterling must coordinate with different jurisdictions.
Delays can also occur if your former employers or educational institutions are slow to respond to verification requests. If Sterling encounters an issue, they will usually contact you through the portal or via email to request additional documentation. Responding to these requests immediately is the best way to keep your application on track.
Checking Your Status and Final Steps
You can log back into the Sterling portal at any time to see the status of your background check. Once the report is finished, it is sent directly to your prospective employer. Depending on the company’s policy, you may also receive a copy of the final report for your own records.
If you believe there is an error in your report, you have the right to dispute the findings. You should contact Sterling’s customer support team directly to provide evidence of the error and request a correction. Employers are required by law to give you an opportunity to explain any negative information found in a background check before they make a final hiring decision.
Completing a Sterling background check is a straightforward process when you have the right documents prepared. By following the instructions in the email invitation and ensuring all provided information is accurate, you can move through the screening quickly and focus on starting your new career. If you found this guide helpful, consider exploring our other articles on navigating the Canadian job market and professional documentation requirements.