KDMHA’s Criminal Record Check Policy requires all KDMHA Volunteers to have a valid VSC (required every 3 years) and all volunteers must upload their current VSC via the OHF Portal. Volunteers must also annually complete the Declaration within the OHF Portal.
The centralization of all Vulnerable Sector Checks will be conducted by HEO and OWHA for all Team Officials and Team Personnel every season to;
- Ensure all screening is being done.
- Reduce the number of screenings where individuals are changing and/or participating in multiple Associations.
- Provide a safe hockey environment.
Eligibility to Volunteer - It is imperative for all Team Staff to ensure their VSC is completed as Team Staff on OWHA and HEO teams.
- Team Staff including head coaches, assistant coaches, trainers, assistant trainers, managers, staff, skills coaches, dressing room monitors and third-party skills coaches.
- Rosters will not be approved until VSCs are submitted via the new screening process.
Royals References
HEO VSC Process and FAQs
Creating HCR Number in Spordle
Storm References
OWHA memo on VSC Requirements (link)
HOW TO SUBMIT YOUR VSC DOCUMENT TO OWHA (updated link June 13, 2025)
Step 1 – Review VSC Status
- Look up your VSC status in HCR/Spordle profile by looking under Background Checks on your profile. If your VSC has not expired or expiring in current season please go to Step 3.
- If your VSC has expired or you are a new volunteer please submit your VSC application immediately. Please follow Step 2
- Turnaround times for background checks to be returned by the OPP portal is 6 to 8 weeks – it is imperative volunteers request their VSC as soon as possible.
Step 2 – Police Record Check
Residents within North Grenville or serviced by OPP (excludes Ottawa residents)
- Visit https://www.opp.ca/index.php?id=147
- Select "Apply for a Record Check"
- Complete the preliminary questionnaire and select applicable service/area offering
- When prompted, complete remainder of the questionnaire, ensuring all sections are filled completely and accurately
- Upload completed KDMHA Volunteer/Police Check Cover Letter (Jan 2026)
- NOTE: You MUST Download and fill in your NAME and select Bench Position before you attach to application
- When all applicable information and documentation has been provided, hit "submit".
- You will receive and email confirmation from the OPP – please save this email as a PDF as you will need to upload the confirmation into the OHF portal – this is required to be approved on bench while you wait for the official VSC
Once you receive the completed/approved Police Check form from the OPP ensure you download the PDF and SAVE to your device/computer as the link expires within a short period of time email please proceed to Step 3 once received.
For volunteers living inside of the City of Ottawa, this screening is provided by the Ottawa
- Visit https://www.ottawapolice.ca/en/contact-us/Police-Record-Checks.aspx and select "Apply Now"
- If you have an account, select "Login." If you do not have a pre-existing account, select "Create Account."
- After entering your login credentials, enter the Login Code that will be sent to the email address associated with your login credentials.
- Complete the same as above for OPP submissions
Step 3 – Upload of PDF email confirmation or received PDF VSC into Ontario Screening Submission Portal
- Locate your HCR number and your Primary Organization (either Kemptville DGHA (Storm) or Kemptville MHA (Royals)) in HCR/Spordle
- Access the Ontario Screening Submission Portal
- Please select the Ontario Member your HCR profile is as Primary Organization (i.e. Royals = Hockey Eastern Ontario - HEO and Storm = Ontario Hockey Federation OWHA)
- Select Yes upload VSC/Email Confirmation and follow the link provided. Please follow the instructions as outlined
- Volunteers will receive 2 emails - OHF Screening Submission Received and OHF Screening Notification once updated to your HCR Profile
Please NOTE: It is not required to upload your VSC into Spordle/HCR – it must be done in the Ontario Screening Portal to be approved by the Screening team – KDMHA does not have the ability to do this for volunteers as the screening team is a third party organization.
Step 4 – Declaration
Step 5 – Received OPP/OPS VSC
- Once you receive your VSC confirmation from Police Record Checks you will receive a link – please download and save the VSC from this link as the link will expire.
- Repeat step 3 above to upload your VSC – please note uploading to Spordle/HCR is not required, it must be uploaded to the Screening portal and your Background Check on your Spordle profile is changed from pending to completed. You will receive an email confirmation once completed.
KDMHA Rosters require a valid VSC and Declaration completed to approve rosters – HEO/OWHA will provide a preliminary approval for VSC Pending and Declaration Completed. To get final roster approval volunteers must upload the current VSC once received.
Those without the handed-in Police Records Check or required certified courses will be removed off the list of bench staff and not able to participate, either on- or off-ice, until they are completed.
If they are not submitted by the October 31st roster deadline (UCMHL late roster fine ($150/team) will be charged to any team(s) who do not have an approved roster by the due date), they will not be permitted on the roster after this date without KDMHA approval.
We thank all Volunteers for getting the above completed as quickly as possible.
Code of Conducts (updated April 2024)
Concussions and Injury Reporting/Return to Play (updated November 2025)
HEO and OWHA guidelines must be followed whenever a player is injures on of off the ice.
- Collect and carry player medical forms at all times HTCP Medical Info Sheet
- Complete an injury report for any player escorted off of the ice due to injury who is unable to return to play and for any symptoms pertaining to concussion during or following a game or practice
Royals: HEO/Hockey Canada Injury Report Form
Storm: OWHA/Hockey Canada Injury Report Form
- Significant injuries (e.g fractures, laceration or anything that does not allow the player to partake on ice for a period greater than one week) or Concussion requires assessment through the appropriate Return to Play process
Significant Injury: Significant Injury Report to Play Process
Concussions:
Hockey Canada Concussion Protocol
Inform KDMHA Risk and Safety immediately of all significant injuries and concussion symptoms. All return to play approvals must go through Risk and Safety.
Concussion Resources:
Royals (HEO)
Storm (OWHA)
Other Resources:
Government of Ontario Concussion Awareness Resource E-Booklet
This e-booklet will help you learn more about concussions so you can keep yourself and others active and safe — whether you’re an athlete, student, parent, coach, official or educator.
You can download and print a copy for reference.
Ages 10 and Under
Ages 11-14
Ages 15 and Up
Hockey Canada - Facts and Prevention
CHEO – Concussions in Hockey
OWHA Safety Resources
Hockey Canada Insurance Booklet
Gender Diversity
Dressing Room Safety and Conduct
KDMHA Dressing Room Policy
OWHA Two Deep Policy
Ontario Dressing Room Policy
Dressing Room Room FAQs
Portable Digital Devises Policy
OWHA Camera Phones & PDA's Facility Alert (from OWHA Member Handbook)
Bullying, Abuse, Harassment, Fair Play
HEO 6.3 Maltreatment, Bullying and Harassment Protection and Prevention Policy (January 2022)
Hockey Canada "Safety Requires Teamwork & Safety for All"
Spectator Zero Abuse Policy
Bullying
Cyberbullying
Examples of Cyberbullying for Kids, Teens and Adults
Steps to Prevention
OWHA Harassment, Abuse, Bullying and Misconduct Policy
OWHA Inclusion Policy
HEO Social Media Guidelines
- Travel to the US- Hockey Canada What you need to know and Ontario Women's Hockey What you need to know
- Hockey Canada's insurance coverage is secondary only
- Families must have primary insurance
- confirm what coverage you have and consider purchasing travel insurance
- Wondering about other team activities? Check the relevant insurance guide!
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