Vulnerable Sector Process and OWHA Volunteer Checklist

BEFORE YOU VOLUNTEER!

Lightning VOLUNTEERS include; Head Coaches, Assistant Coaches, Trainers, Assistant Trainers, Staff, Den Moms, Managers and any and all helpers on the ice, on the bench or around the players!! If that’s YOU then there are important items you MUST complete before you can VOLUNTEER with us. 

COLGHA has no control over these items. The OWHA, OHF and Hockey Canada have made these items mandatory in order to Volunteer. We appreciate the time it takes to become a Volunteer. While we wish there was an easier path, there is no way around these tasks. If you cannot complete them, we cannot roster you to a team or program. 

COLGHA VOLUNTEER TASKS TO COMPLETE:

1. Register with COLGHA for the 2026-27 season through RAMP registration as COACH/STAFF. HERE

2. Submit an up to date VSC through the Centralized Screening Portal HERE. If you need a COLGHA letter to request a VSC please email collingwoodgirlshockey@outlook.com 

3. Sign the VSC Declaration for the new season in your Spordle account. HERE

4. Complete the NEW Hockey Canada Course; The Shift Forward Program HERE. If you are a returning Volunteer, please check the expiry on your Respect in Sport for Activity Leaders. RIS will be honoured until 2027-28. If your RIS has expired, you must take the NEW Hockey Canada Program- The Shift Forward. 

5. Complete the Gender Identity and Expression certification. HERE

6. Obtain all certifications required for your position. Staff Qualifications for 2026-27. HERE

7. Email collingwoodgirlshockey@outlook.com with your full name, team(s) you are helping with (ie. U9 Silver), position with the team (ie. Head Coach, Manager, Staff) and an update on your completed TASKS!

HELPFUL TIP: If you are submitting for a new VSC, once you receive the OPP confirmation email (that they have received your request), please use that confirmation and upload it to the OHF Screening Portal, HERE. VSC’s are taking 8-10 weeks. By uploading the OPP receipt, you will be granted a conditional approval while you wait for your VSC. 

All of your updated information, ie. Coach courses, VSC approval, signed declaration, Respect in Sport for Activity Leaders expiration date, Gender I&E and NEW- The Shift Forward Program, can be found in your SPORDLE account. You will need to access your Spordle account to confirm you have completed all requirements. COLGHA cannot access your Spordle account, we rely on you to update us. OWHA will remove volunteers from team rosters if all requirements have not been met. 

COLGHA Volunteers

COLGHA is no longer responsible for accepting and housing Vulnerable Sector Checks. We are however responsible in making sure ALL Lightning VOLUNTEERS have completed the new centralized process. Any delay in VSC Submission will result in DENIED ROSTERS and an extreme delay in season startup. If you are thinking of becoming a volunteer for the 2026-27 hockey season, we strongly encourage you to begin and complete this process over the summer. 

VOLUNTEERS include; Coaches, Assistant Coaches, Trainers, Den Moms, On ice Helpers, Off ice Helpers, Executive Board Members and Managers. 

Please read the following message from the OWHA and read through the instructions document (link available) at the bottom of this message.

If you are unsure what year of your VSC you are in, and think it may still be valid, you can log into your Spordle account to view all documents. From Members, click on View Profile and then Background Checks.

If you require a COLGHA Lightning Volunteer Request Letter please reach out to our Registrar, collingwoodgirlshockey@outlook.com

The process for the Vulnerable Sector Checks will be Centralized for all Team Staff for the 2026-27 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 Coach

It is imperative for all Team Staff to ensure their Vulnerable Sector Check is completed to be eligible as a Team Staff on an OWHA team and to participate in programs both on and off the ice. This includes having a valid Vulnerable Sector Check and the Screening Declaration Form.

The following individuals who are associated with the OWHA must adhere to the OWHA Screening Policy:

• ALL Staff including head coaches, assistant coaches, trainers, assistant trainers, managers, staff, skills coaches, dressing room monitors, third-party skills coaches, and board members.

All VSC Documents must be submitted and verified through the Screening Submission Portal

• If the Team Staff is deemed ineligible through review of their VSC or Screening Declaration form, they will be notified.

Before entering the Screening Submission Portal

You will need your:

• Hockey Canada Registry (HCR) Number; AND
• Vulnerable Sector Check (PDF) OR a receipt from your local Police station, showing your request for your Vulnerable Sector Check (PDF)

Please Note: All documents must be in PDF format to be accepted. Pictures, images and other formats are not accepted.

HOW TO CREATE / ACCESS YOUR HCR 3.0 PROFILE

1. Go to: https://hcr3.hockeycanada.ca/
2. On the log in page, click “Sign Up”
3. Sign up with the email you wish to use for your account.
4. The system will prompt you to complete your account information - please complete all the required fields, then click “Sign Up”
5. The system will require a 6-digit verification code. You will receive an email with this code. (NOTE: Please check your Junk Mail for an email form HCR Hockey Canada, if you do not see this email in your inbox)
6. Once you have completed the set up, you should be able to log into your account by entering your email address and password you created. If you have any questions, pertaining to this information, please email screening@ohf.on.ca

 INSTRUCTIONS HOW TO SUBMIT YOUR VSC