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For more information about the screening process, click this link. The Online Submission portal is now live for the 2025-26 season. Please click on the "Start the VSC Screening Process" button below to complete your screening. Please note that the video instructions reference OHF, but are also applicable to HEO as this is an Ontario wide initiative. You MUST have your VSC/receipt & declaration submitted to be rostered on a team.
Start the VSC Screening Process Video Instructions
Process for Returning Individuals with an HEO validated VSC from 2023 or 2024
Team Officials, On-Ice Officials, or Third-Party Instructors, etc. that are returning for the 2025-26 season, and had their screening approved by HEO this past season with a Vulnerable Sector Check (VSC) from 2023 or 2024, will only be required to complete the online declaration through the online submission portal for the upcoming season. The declaration must be renewed/resubmitted on a yearly basis. The 2024-25 will expire on May 31, 2025.
Process for New Individuals or returning individuals with a 2022 VSC
New Individuals must register with their Association in the HCR prior to submitting their screening to HEO. If you are unsure how to register on HCR, please contact the local association you are registering for.
New Team Officials, On-Ice Officials, or Third-Party Instructors, etc. or those with a VSC from 2022 or earlier will be required to submit a new VSC and complete the online declaration for this season. Both are done through the online submission portal.
Receipts
While individuals wait for their VSC to be completed by their local police services, they can submit a receipt and declaration in the meantime. However, HEO will not be accepting any receipts for a VSC between the periods of June 1 and July 30, 2025. The police services generally take 6-8 weeks to process an application, so anyone who is required to submit a VSC should start the process with their police service as soon as possible. They can then submit their completed VSC to HEO via the submission portal and complete the online declaration once they have had it returned to them by police services.
The Vulnerable Sector Checks Process for coaches / volunteers / on-ice Officials
- Request a VSC through your local police services (i.e. OPP). A formal letter may be required. Here is the link to HEO’s letter.
- 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. HEO 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.
- Once you have your completed VSC document from your police services, begin the Screening Submission process.
Required Documents
Before entering the Ontario Screen Submission Portal, please ensure you have the following information to complete your submission:
- Hockey Canada Registry number (for details about creating an HCR #, click here; AND
- Vulnerable Sector Check (a receipt for the VSC to show it’s in progress can be uploaded after August 1st, 2025). If you already have a valid VSC 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 portal anyway as we are aware on how to access the document.
Rationale
The centralization of all Vulnerable Sector Checks will be conducted by Hockey Eastern Ontario (HEO) 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 HEO, Members, hockey leagues, and/or Associations must adhere to the HEO Screening Policy and submit to Hockey Eastern Ontario:
- Team officials (including but not limited to head coaches, assistant coaches, trainers, 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 HEO.
Frequently Asked Questions (FAQ)
General
Anyone who, through their duties on behalf of HEO, a Member, Junior, and Minor Hockey (Associations, Teams, Clubs) work with children (included but not limited to on-ice volunteer, skills coaches, third party skills coaches and dressing room supervisors).
All Members and Junior, Minor (Associations, Teams, Clubs) will continue to screen Staff and Board members that are not involved in on-ice programming.
18. Under the age of 18, that individual will still need to take the courses required to be on the bench.
Effective April 1, 2025, for the for the 2025-2026 hockey season. HEO will accept copies of a VSC that has been completed in the six (6) months prior to submission.
The details are in the HEO Screening Policy.
Process
One-three business days.
HEO will communicate if there are any errors with your submission, or you will recieve an automatic email back if the system detects errors. Communication will also be provided for those submission that have been approved.
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. HEO is accepting receipts starting August 1st.
You are still eligible to participate while awaiting results in Pending status.
Yes, there is an appeal process is someone is deemed ineligible based on their screening. Please see HEO’s appeal policy.
Communication will be given directly to the applicant once the process is complete. HEO does not communicate this to the association. The association will need to check an individual's HCR profile once the process is complete.
Documents
Yes, as long as the VSC has been completed six months prior to submission.
Yes – Here is the link to the letter.
Coach and Official Eligibility
Anyone who, through their duties on behalf of HEO that works with children (included but not limited to on-ice volunteer, skills coaches, third party skills coaches and dressing room supervisors).
Please ensure your teams aware of the process so that Third-Party Instructors are properly screened.
Associations will be able to see on an individual's HCR profile whether their VSC or Declaration has been approved.
HEO will let the Individual district/association/league know of the rejection.
Yes, they can submit a receipt as of August 1st of the Vulnerable Sector Check AND complete the Declaration through our online submission portal in the meantime.
Video Instructions
Privacy
HEO 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 HEO 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.