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FAQ for Volunteering
Volunteering with South End Minor Hockey Association
Frequently Asked Questions
How do I volunteer with my child/children’s team?
You must confirm your interest in volunteering by Registering as a volunteer through the SouthEnd Website. https://southend.goalline.ca/register.php?reg_form_id=36355 as soon as you register your child/children. As a volunteer you will have several mandatory requirements depending on the position you hope to fill.
Do I need to do anything in particular to volunteer?
Each volunteer position has specific certifications/requirements that must be in place for the start of the season. Please see “Volunteer Requirements” to determine your list of requirements.
What if I want to help but don’t skate or have hockey knowledge?
There are several tasks that require support beyond a bench staff position (Coach, Assistant Coach, Trainer). You can provide support as a trainer, manager, timekeeper or scorekeeper, or even Convener.
Why do I have to have a police check?
It is a mandatory requirement for all individuals working with minors to have a security clearance completed and submitted. This is recorded and tracked for all bench & ice staff (Coaches, Assistant Coaches, Trainers, Managers, On-Ice Helpers).
What kind of Police Check do I need?
Volunteers require a Vulnerable Sector Check (VSC - Level 3 clearance). This is a mandatory security check for individuals who will be volunteering or working with vulnerable populations.
Often, this is confused with a Criminal Reference Check (CRC -Level 2 clearance). A CRC is not acceptable.
Hockey Canada will only accept a VSC for volunteers over the age of 18 years old.
Individuals under 18years who wish to help as an on-ice helper will require a CRC. It is not possible to get a VSC for someone under 18years.
How long is a Police Check (VSC) good?
Hockey Canada requires that all individuals submit new VSC documents every three (3) years.
Volunteers should submit an electronic or hard copy to the Risk & Safety Director and Registrar upon receipt.
Do I have to have my Police Check to go on the ice?
It is expected that all volunteers will have a complete and current VSC in place prior to working with the players.
How do I get a Vulnerable Sector Check?
You can apply for a VSC or CRC (only for volunteers under 18yrs) online or in person.
To apply online:
- You will need the SouthEnd Minor Hockey Assocation (SEMHA) Volunteer Letter. An updated letter is posted on the SEMHA website at the start of the new year at: http://www.southendminorhockey.com/files/prc_semha_letter_2017-18.pdf
- Potential volunteers need to download, sign and then scan to upload to your Ottawa Police Application.
- It is recommended that you apply online as it is a very efficient and time-saving process. Ottawa Police Services online application may be accessed at: https://olbc.ottawapolice.ca/
To apply in person:
- You will need the SouthEnd Minor Hockey Assocation (SEMHA) Volunteer Letter. An updated letter is posted on the SEMHA website at the start of the new year at: SEMHA Volunteer Letter
- Potential volunteers need to download, sign and bring your letter with your Ottawa Police Application to the Ottawa Police Services Centre at 2670 Queensview Drive.
- Applicants need to fill-out one of the Ottawa Police application forms and bring it along with them.
- In addition, you must bring two pieces of current government-issued identification (one containing a photo).
- One piece of identification MUST contain a photograph
- Social Insurance Number cards are not accepted for in-person submissions
- Please Check Ottawa Police Website for accepted forms of identification
- Proof that you reside within the city of Ottawa/Gatineau-Hull if applying for a Vulnerable Sector Check or a Criminal Record is required.
When you apply on line or in person you may have one of several outcomes:
- VSC cleared and you will have received an electronic document stating your cleared status.
- VSC dependent on proof of ID – The online application is partially complete. You must provide proof in person of who you are. This must be done within 30 days of your application to remain valid or you must repeat the process. Once additional photo identification has been provided, the Ottawa Police will process your VSC at that same time.
- VSC dependent on fingerprinting – The online application is partially complete. You must go to the Ottawa Police (Queensview office) in person to have fingerprinting done. This must be done within 30 days of your application to remain valid or you must repeat the process.
I just completed a VSC for another sport, can I just use that one instead of reapplying?
If the VSC has been completed in the last 6 months it may be submitted to SEMHA however it is preferred that a separate VSC be completed detailing your participation with SEMHA and using the SEMHA Volunteer Letter.
Once I have submitted my name to volunteer and started my police security clearance what do I do?
Each volunteer position has specific training requirements that must be in place for the Registrar to sign off on the team roster and submit it to Hockey Canada.
Why is it important to do all the certifications as soon as possible?
Hockey Canada will not release team rosters if all bench staff do not have the appropriate certifications in place.
How long do I have to complete my certifications?
All certifications should be done as soon as possible. Most are available online except for some of the coaching courses. Rosters need to be complete and submitted to Hockey Canada by October 31st of the hockey season and this include Bench Staff certifications.
What certifications do I need?
Depending on your position with the team, there are several different requirements.
In short, all Bench Staff (Coach, Assistant Coach, Trainer, Manager) & On-Ice helper volunteers must complete the following:
- VSC Police Check
- Gender Identity and Expression / Confidentiality & Dressing Room Policy Course
- Respect in Sport Leader
Coaches will require a combination of Hockey University ½, Intro to Coaching and Advanced Coaching course.
Do I have to pay for all my certifications?
Most certifications are free and only proof of completion is submitted to the Risk & Safety Director and/or the Registrar.
The Respect in Sport Leader, Trainer Courses and Coaching courses require the volunteer to pay up front and then submit their receipt and proof of course completion to the SEMHA Treasurer, Registrar and Risk & Safety Director if they wish to be reimbursed.
Note: There is a maximum of funded volunteer positions per team each year.
How do I get started?
Every volunteer will need to set up their own Hockey Canada Profile. This profile will house all the individual’s certifications and dates of completion and expiry. It is mandatory for all volunteers to have a HC profile.
You may set up your Hockey Canada (HC) Profile at:
(https://ehockey.hockeycanada.ca/ehockey/Account/AccountExplanation.aspx).
You will need to provide an email address and set a password. You can then add your son/daughter to your profile.
Why do I need a Hockey Canada profile? Doesn’t my child have one?
In order to log in and submit your certifications you will need your own profile. Your child/children’s profiles will be a record of their participation and related information.
What is the difference between Respect in Sport-Leader (RIS-L) and Respect in Sport-Parent(RIS-P)?
Respect in Sport-Leader
This is a separate course that evolved from the “SpeakOut” program that was previously in place. All volunteers must complete RIS-L to be on the roster or ice. Course completion is registered on the individual volunteer’s HC Profile. Volunteers would pay for the course registration and submit the receipt and proof of completion.
Respect in Sport-Parent
All players must have at least one parent/caregiver complete the RIS-P to be able to be on the team roster and play during the hockey season. RIS-P is a ‘free’ course whereby, SEMHA will share a Handout with a registration code to be used to complete the course. Course completion will be attached to the player’s HC profile. Once completed, multiple children can be linked to the course through the e-hockey portal.
Once I have taken the course, is that the only time I must take it?
The Trainer’s course requires recertification every three years.
RIS-L, RIS-P, The Gender Course – only require to be completed once
Coaching Courses currently also do not expire.
Why do I have to take a Gender Identity & Gender Expression Course?
Hockey Ontario implemented this mandatory course in 2017 in response to a recent Ontario Court Judgement. All Bench Staff & On-Ice Helpers are required to complete the course.
There are two courses which will educate team officials on this important topic - Understanding Discrimination based on Gender Identity and Gender Expression and A Guide to the Dressing Room Policy and Confidentiality Statement.
All coaches/trainers are required to speak with the parents and players at the start of the season to review key messages from the training.
How do I register for the Gender Identity & Expression course?
Registration involves a Three step process.
Step 1: Register for the course through Hockey Eastern Ontario (HEO) at: http://www.hockeyeasternontario.ca/pages/safety/gender-identity-training.htm
Step 2: Go to a separate website: www.ohfhnoheo.com.
Step 3: You indicate you are with SouthEnd and it will link to your Hockey Profile account.
We just moved here, used to play competitive or with another association. What do I need to do?
If your child previously played with another association and you are in your first year with SEMHA, it is important to share this information with the Registrar. The Registrar will be able to search Hockey Canada Data base and arrange for your child’s profile to be changed to link with SEMHA.
Similarly, if a parent/caregiver volunteered with another association, they should indicate this in an email to the Registrar @ seregistrar@outlook.com . The Registrar can use this information to find your Hockey Profile and link it to SEMHA. It will allow the Registrar and Risk & Safety Director to verify your certifications to prevent any need to retake a course.