The centralization of all Vulnerable Sector Checks will be conducted by Hockey Northwestern Ontario (HNO) for all Team Officials and Team Personnel every season to:

• ensure all screening is being done.
• reduce number of screenings where individuals are changing and/or participating in multiple Associations.
• provide a safe hockey environment.

Screening of all On-Ice Officials has been in place the past number of years. Minor Hockey Associations will continue to screen Staff and Board Members that are not involved in on-ice programming.

The following individuals who are associated with HNO, Members, Hockey Leagues, Hockey Clubs and/or Associations must adhere to the HNO Screening Policy and submit to Hockey Northwestern Ontario

• Team officials (including but not limited to head coaches, assistant coaches, safety person, managers and at large team officials);
• On-ice officials; and
• Anyone else, included but not limited to on-ice volunteer, skills coaches, third party skills coaches and dressing room supervisors, through their duties on behalf of HNO, a Member, a Hockey Club or Association.

1. Request a VSC through your local police services. A formal letter may be required.
2. Police Services may send your completed VSC document via e-mail. Please note that this email could be directed to your junk or spam folder and there will be an expiry date to download the document. Police services tend to take several weeks to process your VSC. It is your responsibility to check your email folders. HNO does not have the ability to help in getting access to an expired document. You will need to work back with Police Services if this occurs.
3. Once you have your completed VSC document from your police services, begin the Screening Submission process.
4. For step-by-step instructions on how to get a VSC from either your Local Police Department or your OPP Detachment. Click here for an example. 

Required Documents

Before entering the Online Submission Portal, please ensure you have the following information to complete your submission:

1. Hockey Canada Registry number; AND
2. Vulnerable Sector Check (a receipt for the VSC to show it’s in progress can be uploaded after August 1^st, 2025). If you already have a valid VSC or Criminal Record Check from 2023 or 2024, only the declaration must be completed using the online screening process.

Once your check has been submitted, you will receive an email that it has been received.  You will receive another email on the status of your submission once it has been reviewed by a Record Check Inspector. This could take up to 3 business days.

PLEASE NOTE:

Should your returned Vulnerable Sector Check from your police service be password protected, please send it through the online submission portal anyway as they are aware on how to access the document.

For step-by-step instructions on how to get a VSC from either your Local Police Department or your OPP Detachment. Click here for an example. 

HNO is committed to respecting and protecting the privacy of our Members, their Associations, individual members, their families, and our employees. The information collected on this form will be used for the sole purpose of administering the Rules, Regulations and By Laws HNO and/or for the purpose of registering the individual in the program for which they have enrolled and may be used to provide them with the information necessary for participation.

1. Who is this for?

Anyone who, through their duties on behalf of HNO, a Member, Senior, Junior and Minor Hockey. (Associations, Teams, Clubs, Accredited Schools) work with children (included but not limited to on-ice volunteer, skills coaches, third party skills coaches and dressing room supervisors).

2. How do we manage our organization’s staff and board members?

All Members and Senior, Junior and Minor Hockey (Associations, Teams, Clubs) will continue to screen Staff and Board members that are not involved in on-ice programming.

3. What is the minimum age required to complete the screening?

18 – Under the age of 18, that individual will still need to take the courses required to be on the bench.

4. When does this start?

Effective June 1, 2025, for the 2025-2026 hockey season. HNO will accept copies of a VSC that has been completed in the six (6) months prior to submission.

5. What offences would disqualify an individual?

The details are in the HNO Screening Policy 

1. What is the turnaround time?

One-three business days.

2. Will you decline an application if there are errors, or will you email the individual with instructions on what to rectify?

HNO will communicate if there are any errors with your submission, or you will receive an automatic email back if the system detects errors. Communication will also be provided for those submission that have been approved.

3. Will HCR profiles show that an individual has submitted their VSC within the HNO online submission portal and that it is pending?

Yes, the HCR profile will show a pending status if an individual loads their receipt that a Vulnerable Sector Check is in process with their police service. The pending status will change based on the uploading of the final check once it is received. HNO is accepting receipts starting August 1st.

You are still eligible to participate while awaiting results in Pending status.

4. If someone disagrees with a decision, is there an appeal process or further review?

Yes, there is an appeal process is someone is deemed ineligible based on their screening. Please see HNO’s appeal policy 

5. How does an Association or the individual know the process is complete?

Communication will be given directly to the applicant once the process is complete. HNO does not communicate this to the association.  The association will need to check an individual’s HCR profile once the process is complete

1. Can individuals use their workplace police checks if it is a vulnerable sector one?

Yes, as long as the VSC has been completed six months prior to submission.

2. Does the Association or HNO provide a letter for VSC?

Yes – Here is the link to the letter (attach hyperlink to HNO letter)

1. We have a Third Party that comes in for Player Evaluations. Would everyone need to do a screening before getting on the ice?

Anyone who, through their duties on behalf of HNO that works with children (included but not limited to on-ice volunteer, skills coaches, third party skills coaches and dressing room supervisors).

2. If a team hires a Third-Party Instructor without the Association’s knowledge, how do we know that they have been screened?

Please ensure your teams are aware of the process so that Third-Party Instructors are properly screened.

3. How will registrars know if an individual has been approved?

Associations will be able to see on an individual’s HCR profile whether their VSC or Declaration has been approved.

4. Will HNO contact the organization if they reject a volunteer (for whatever reason)?

We will let the Individual and the Organization know of the rejection.

5. Someone requests a VSC, and they are flagged for fingerprints with RCMP. The process could take up to three months. Can individuals still help during that time?

Yes, they can submit a receipt as of August 1st for the Vulnerable Sector Check AND complete the Declaration through our online submission portal in the meantime.