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Background check for external resources

Within the framework of certain contracts, external resources must undergo a background check before gaining access to:

  1. Hydro‑Québec buildings and installations: spaces occupied by the company, generally defined by a fence or the building envelope;
  2. Confidential Hydro‑Québec documents: any company document considered to be confidential;
  3. Hydro‑Québec computer systems: company software and applications requiring prior creation of an account.

Partnership with Mintz Global Screening

Hydro‑Québec has mandated Mintz Global Screening to conduct this verification process. Their secure, user-friendly platform simplifies and accelerates the process that replaces the Vérification de la fiabilité et de l’intégrité des personnes (VFIP) [personal reliability and integrity background check (PRIBC)] form.

Procedure

Your company must take the following steps to conduct a background check on a resource requiring access privileges.

The external resource must fill out sections 1, 2 and 3 of the External resource record [DOCX 133 kB - in French only] document.

1. Fill out the external resource record

The following must be taken into account when filling out the record:

  • The email address provided must be personal and used for work purposes. Only the external resource can have access to it (it cannot be a shared mailbox such as info@entrepriseABC.com).
  • Email addresses associated with email service providers such as Hotmail or Gmail are accepted.
  • The email address must be added to the form in a legible manner to ensure that the invitation email from Mintz can be received.

Remember

Hydro‑Québec uses the information on the record to create or update the external resource’s file and gain their consent, which authorizes Hydro‑Québec to send their first and last names and email address to Mintz Global Screening.

The email address also allows Hydro‑Québec to communicate with the external resource, namely to obtain access to a variety of required training sessions as part of the resource’s duties.

2. Return the record to Hydro‑Québec

The record must be returned to the designated resource person at Hydro‑Québec (contract administrator, contract management advisor, etc.).

Hydro‑Québec then creates or updates the external resource’s file before sending the information to Mintz Global Screening so the required checks can be carried out. This process typically takes three (3) business days once the supplier has submitted the duly completed external resource record has been duly completed by the supplier.

3. Respond to the invitation email from Mintz Global Screening

One day (24 hours) after the external resource’s file has been created, Mintz Global Screening will send an email containing a unique invitation number and a link to a secure platform.

  • The external resource must check their emails regularly, including their spam folder. If necessary, they can add @mintzglobal.com to their list of trusted senders.
  • To avoid delays, the external resource must respond to the invitation email quickly.

4. Access the secure platform and send the requested information

The platform can be accessed by computer, tablet or smart phone.

External resources must:

  • fill out the e-forms themselves on the secure platform.
  • provide consent to Mintz so that they can perform the following checks:
    • Confirmation of the external resource’s identity; identification may be required.
    • If the external resource is subject to one or more charges, domestic or foreign, for one or more criminal or penal offences.
    • If the external resource has been convicted, in Canada or abroad, of one or more criminal or penal offences.
    • The scope includes all of the resource’s residency locations for the past seven years.

It is important to note that the scope includes all of the resource’s residency locations for the past seven years.

Il est important de noter que les vérifications visent tous les lieux de résidence de la ressource externe au cours des sept dernières années.

Remember

Hydro Québec reserves the right to request additional verifications depending on the nature of the external resource’s duties.

5. Be informed of the result

In most cases, once the external resource has filled out the online form on the secure platform, the results will be sent to Hydro‑Québec within three business days. This is why it is important to respond to the invitation quickly.

Each result will be analyzed by Hydro‑Québec and the presence of a positive result does not automatically lead to the rejection of an application.

Remember

The supplier must allow for a duration of six (6) business days for the entire process to be completed (steps 1 to 5).

The supplier is solely responsible for allowing for sufficient time to complete these requirements in order to ensure the proper performance of the contract.

Allow for more time when international checks are required.

If everything is in order, Hydro‑Québec will provide the resource with the necessary access privileges.

6. Renewing a PRIBC

The PRIBC is valid for five years. The renewal process will be launched automatically before the end of the five-year period. The email sent by the external partner will be cancelled after 10 days if it remains unanswered.

The renewal process must be completed promptly so that the PRIBC is renewed before it expires. Otherwise, the external resource’s physical and computer access will be withdrawn.

Please note

The PRIBC will be cancelled following a break in service of six consecutive months or a change in the external resource’s duties. .

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