Requesting Records
Hamilton Child and Family Supports (HCFS) provides access to information and disclosure to records pursuant to the Child, Youth and Family Services Act and related Regulations.
Access to Information/Disclosure
If you are currently receiving services from HCFS or have in the past, and would like access to your personal information, please send your request in writing to informationrequestCW@hamiltoncfs.ca
You must attach one copy of valid government issued photo identification along with your request.
Please note, the written consent of any person 16 years and older is required to release their information and must be included with your request.
A person with decision making authority for a child under the age of 16 may request the personal information of that child, subject to some exceptions. In some circumstances, you may be asked to provide documents confirming your authority to make the request in place of the child.
Record Correction
If you have previously been provided with access to a record of your personal information and believe that the record is inaccurate or incomplete, please submit your request for a correction to informationrequestCW@hamiltoncfs.ca.
You must attach one copy of valid government issued photo identification along with your request.
The type of corrections that can be made are limited to factual/non-subjective information, and do not include professional opinions (assessments) or observations that were made in good faith about the individual.
Child Welfare Record Check
If you require a Child Welfare Record Check for employment, please fill out the Child Welfare Record Check form‘and send the form to informationrequestCW@hamiltoncfs.ca
You must attach one copy of valid government issued photo identification along with your request.
- All sections of the form must be completed legibly – this includes the section regarding the name of your potential employer, and your parent(s)/caregiver(s). Please use N/A for sections that do not apply rather than leaving blank spaces.
- All alternate names must be included in the Past/Other names section – this includes abbreviations, nicknames, maiden name, etc.
- One piece of identification – government issued photo ID – is required to verify identity. This document may be scanned or photographed with a phone and needs to be clearly visible and legible.
- Completed applications and identification can be emailed to informationrequestCW@hamiltoncfs.ca with subject heading: Record Check Request
- Record Check Requests may take up to 10-30 days to be processed after all documents are received and are processed in order of receipt. We ask that applicants refrain from inquiring about the status of their requests during this waiting period.
- Please do not submit your application until you have ensured your consent form is legible and complete – including your signature and one copy of identification. Errors/missing information cause unnecessary delays.
Adoption Disclosure
If you were adopted or related to someone who was adopted through HCFS and you would like to request non-identifying information, please call us at (905) 522-1121.
If you are a descendant of an adult adoptee who is deceased, a copy of the death certificate will be required. You must include one copy of valid government issued photo identification along with your request.
For copies of birth registration and adoption orders for all adoptees, you must apply to the Ministry of Community and Social Services at Service Ontario or toll free at 1-800-461-2156.
For more information, visit Adoption Disclosure.
