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
HOW TO SUBMIT YOUR VSC DOCUMENT TO OWHA (updated link June 13, 2025)

• 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.

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 (April 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

• After you have uploaded your email confirmation or your VSC – access the  Ontario Screening Submission Portal again and complete the Declaration – this is a two step process

• 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.
  

• 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!
• HEO Insurance Guide (Royals)
• OWHA Insurance Guide (Storm)
• Teams must be aware that team activities are not automatically covered by Hockey Canada insurance and organizers may require additional insurance
• Things like parades, outdoor skating, even dryland activities