Risk & Safety

On this page:
Police Records Check	Dressing Room Policy
Injury Reporting/Return	Bullying, Abuse, ...
Concussions	Privacy/Information
	Complaints

NEW for 2025/26 season - KDMHA is no longer requesting CRC for in between years. Volunteers will be required to have a valid VSC in HCR/Spordle that has not expired or expiring in the current season. KDMHA will be following the centralized VSC Screening Process for all Royals and Storm Volunteers.

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

Storm References
OWHA memo on VSC Requirements (link)
HOW TO SUBMIT YOUR VSC DOCUMENT TO OWHA (updated link June 13, 2025)

ALL VSC DOCUMENTS MUST BE SUBMITTED AND VERIFIED THROUGH THE SCREENING SUBMISSION PORTAL.

Note: If you submitted your VSC via this new process last season, please verify your VSC has not expired. If still valid only the Attestation via the portal is required.

Step 1 - Review VSC status

Look up your VSC status in HCR/Spordle profile by looking under BackGround Checks on their profile. If your VSC has not expired 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 week.

Step 2 - Police Record Checks (where required)

All volunteers (coaches, assistant coaches, managers, trainers, on-ice helpers, dressing room monitors, and executive) require VSC every 3 years or new to KDMHA.

Please follow either process depending on where you live, outside the city of Ottawa (OPP) or within the city of Ottawa (OPS)

A (OPP):

1.Visit https://www.opp.ca/index.php?id=147 and complete steps 1 to 3

2. Select "Apply for a Record Check"

3. Complete the preliminary questionnaire and select applicable service offering

NEW KDMHA Volunteers (or VSC has expired in HCR) require Vulnerable Sector Check

4. When prompted, complete remainder of the questionnaire, ensuring all sections are filled completely and accurately

5. Upon completion of the questionnaire, volunteers will be required to provide the following:

i. KDMHA Volunteer/Police Check Cover Letter You MUST Download and fill in your NAME and select Bench Position before you attach to application

SAVE and upload an electronic version of your completed form to your police record check application when prompted

6. When all applicable information and documentation has been provided, hit "submit" and retain your confirmation code (a confirmation email will be sent to the email address provided)

7. 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.
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For volunteers living inside of the City of Ottawa, this screening is provided by the Ottawa Police Service (OPS) :

B(OPS):

1. Visit https://www.ottawapolice.ca/en/contact-us/Police-Record-Checks.aspx and select "Apply Now"

2. If you have an account, select "Login." If you do not have a pre-existing account, select "Create Account."

3. After entering your login credentials, enter the Login Code that will be sent to the email address associated with your login credentials.

4. When prompted, select the applicable service offering

NEW KDMHA Volunteers (or VSC has expired in HCR) require Vulnerable Sector Check

5. When prompted, complete the questionnaire, ensuring all sections are filled completely and accurately

6. During the application process, volunteers will be required to provide the following:

i. KDMHA Volunteer/Police Check Cover Letter You MUST Download and fill in your NAME and select Bench Position before you attach to application

(PDF fillable - download, use Adobe Reader on Windows/Mac)

SAVE and upload an electronic version of your completed form to your police record check application when prompted

7. When all applicable information and documentation has been provided, hit "submit" and retain your confirmation code (a confirmation email will be sent to the email address provided)

8. Once you receive the completed/approved Police Check form from OPS ensure you download and save the PDF

Step 3 - Uploading VSC and Declaration

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
Select Yes if you need to upload your VSC and follow the link provided. Please follow the instructions as outlined and ensure you continue after the upload to complete the declaration.
If your VSC is valid continue with the declaration.
Volunteers will recieve 2 emails - OHF Screening Submission Recieved and OHF Screening Notification once updated to your HCR Profile.

KDMHA Rosters will NOT be approved without ALL Bench Staff having their completed Police Records Checks. 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 President approval.

Get your Police Records Checks done early for the upcoming season!

Code of Conducts (updated April 2024)

Concussions

Royals (HEO)

Storm (OWHA)

OWHA Rowan's Law - Code of Conduct and Acknowledgement Form (STORM: complete form using RAMP ... see info HERE)
Rowan's Law - Background (summary)

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