Vulnerable Sector Checks

VSC Process is open for the 2026-2027 season

Process for Returning Individuals with an HEO validated VSC from 2025 or 2026

Team Officials, On-Ice Officials, or Third-Party Instructors, etc. that are returning for the 2026-27 season, and had their screening approved by HEO this past season with a Vulnerable Sector Check (VSC) from 2025 or 2026, will only be required to complete the online declaration through the online submission portal for the upcoming season. Ensure that on the first question, you select HEO as your Ontario member. The declaration must be renewed/resubmitted on a yearly basis. 

Process for New Individuals or returning individuals with a 2026 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 2023 or earlier, must obtain a new VSC from their local police. The HEO letter can be used to cover cost. They will then be required to submit their new VSC and complete the online declaration for this season. Both are done through the online submission portal. Ensure that on the first question, you select HEO as your Ontario member.

Receipts

While individuals wait for their VSC to be completed by their local police services, they can submit a receipt/confirmation received from the police and declaration in the meantime using the same process as they would to submit an approved VSC. Their HCR account will then be marked with a "pending" VSC. Those who submit a receipt/confirmation for a VSC will have until December 31, 2026, to re-submit their approved VSC that the police return to them so that their VSC is considered approved and they can remain on the roster.

The Vulnerable Sector Check Process for Coaches / Volunteers / On-ice Officials

  1. Request a VSC through the Ottawa Police Services website, linked here. A formal letter will be required. Here is the link to HEO’s letter. Add in your personal details and submit as the proof of your volunteerism to ensure your Level 3 VSC is at no charge.
  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. 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.
  3. Once you have your completed VSC document from your police services, begin the Screening Submission process through the online submission portal linked above.

Required Documents

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

  1. Hockey Canada Registry number (for details about creating an HCR #, click here; AND
  2. Vulnerable Sector Check (a receipt for the VSC to show it’s in progress can be uploaded after August 1st, 2026). If you already have a valid VSC from 2024 or 2025, 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.