SMHA Requirement for Police Record Checks

***​Please note that this season there will be a deadline to have all necessary certifications.  If volunteers do not have a valid PRC completed by November 1st they will no longer be allowed on the ice with their teams.***

Background

SMHA takes protecting the safety of our players very seriously.  One way in which we do that is to require that volunteers coming in incontact with players obtain a Police Record Check (PRC).  This is a point-in-query against police databases to ensure there's nothing within a volunteer's background that may suggest risk to children.  Additiion information clarifying the SMHA's policies on PRCs is provided in the following sections.

Who Needs a Police Record Check?

A PRC is MANDATORY for any active volunteer of SMHA requires a completed PRC.  In the context, of SMHA minor hockey, an active volunteer refers to anyone who has volunteered for a position that puts them in direct contact with players.  This includes coaches, assistants, trainers, managers, and on-ice volunteers.

How Frequently are PRCs Required?

Starting with the 2017-18 hockey season, new PRCs may be utilized for 3 SMHA seasons.  These may be partial or full seasons.  This is much different from indicating that a PRC is good for three years.  For instance, if a PRC is obtained at the onset of a season, the PRC is valid for that season and the subsequent two.  However, if a PRC is obtained mid-season it is still only valid for that seaon (the remainder of it) and for the next two subsequent seasons. 

How ar e PRCs Obtained?

PRCs are performed by Ottawa Police Services and obtained with a small cost. Their policy is to perform the service free for volunteer organizations, such as SMHA. In order to prove an individual's association with the SMHA, a volunteer letter is provided by the association.  

The steps required to obtain a PRC are:

• ​Obtain an SMHA Volunteer Letter by requesting it from any of the following members of the SMHA Management Council

Your Division Convenor

VP Support Services

Director - House

Director - Development

Click here to obtain contact details.

• The Police Record Check (Level 3 - Vulnerable Sector Check) can be completed online or in person.  Please go to the following link to complete this process using the Ottawa Police Service online tool:

https://www.ottawapolice.ca/en/contact-us/Police-Record-Checks.asp

• Alternatively you can visit an Ottawa Police Station and present the completed form and letter (along with a piece of photo ID)

Questions about PRC?  Click here to learn more from the Ottawa Police.

• Receive the PRC results via email if done online or by mail if done in person (note:  they may take several months to arrive if done in person)

• Present the result form to the SMHA (see below)

Note:  Because of duration of the PRC process, potential volunteers are encouraged to begin the process during the summer.

What Do I Do With a PRC?

Once you have received your electronic or paper copy (via mail), please send a scanned copy to the SMHA Risk and Safety officer: riskandsafety@stittsvilleminorhockey.com where it will be safely secured and your date of issue will be tracked. This information is then recorded with Hockey Eastern Ontario.