The OWHA has updated their Team Staff Qualification Requirements: 
2025-2026 Team Staff Qualifications Requirements
All 2025-2026 season Team Staff must complete the documentation and certifications listed below to meet these requirements.
Step 1. Apply to be a WGHA Staff Member
Head Coaches only must apply via the Head Coach application links below:
Head Coach Application - HL, DS and LTPD Programs
- This is an Excel fillable spreadsheet. You may need to Enable Editing.
- If you cannot open this, you can print the pdf version and fill out manually.
- Save As and add your name and Ux and email to [email protected]
The Head Coach application for Rep is currently being updated.
All other team staff, including Third Party Instructors, must apply via the Team Staff application link below:
WGHA Team Staff Application - Microsoft Forms
All staff must complete the required application to be approved by both the WGHA League Management Committee (LMC) and Board of Directors (BOD) to be rostered.
Step 2. Register in RAMP as a WGHA Staff Member
All staff must be registered in RAMP to be placed on a roster and insured by the OWHA. To register in RAMP, click on the link below:
RAMP Login
A staff member may have to create an account if their profile doesn't already exist. Once logged in, select 'Coach/Staff Registration' and follow the prompts.
Staff only have to register in RAMP once, even if they plan to be rostered on multiple teams or serve in multiple roles.
Step 3. Submit a Vulnerable Sector Check and complete the Declaration via the OHF Screening Portal
Effective the 2024-2025 season, the Ontario Hockey Federation has mandated a new, centralized process for submitting and approving Vulnerable Sector Checks via the OHF Screening Submission Portal. WGHA no longer provides volunteer letters or declaration forms.
The status of a staff member's Vulnerable Sector Check (VSC) will determine the submission process that needs to be followed. Please review the following to determine next steps:
Vulnerable Sector Check - Process Options for Team Staff
Based on the process identified above, you may need to complete the following:
New Staff Without a Hockey Canada Registry (HCR) Number:
The instructions to create a number can be found here: Instructions To Create A HCR #
The link for Waterloo GHA registrants to create their number in Spordle can be found here: Create HCR Number - Waterloo GHA
New Staff Without a VSC or Returning Staff Needing a New VSC
OHF Volunteer Letter required to apply for a VSC: OHF Volunteer Letter
Link to apply for a VSC via Waterloo Region Police Services: Apply for a VSC - WRPS
When completing the volunteer letter, enter Ontario Women's Hockey Association in the Member field and Waterloo Girls Hockey Association in the Association/Club field. Note that a VSC must be saved as a PDF to submit to the screening portal.
You can find instructions for the following via this link: VSC Instructions and Links
How To Locate Your HCR Number
Check Your Screening Status
Linking Your Spordle Account to your HCR Profile
Submitting Your VSC and Online Declaration via the Portal
Submitting Your Online Declaration via the Portal
Check the Expiration Date of your Screening
Staff under 18 years of age as of 12/31/2025 do not need to upload their VSC or complete the Declaration. Vulnerable Sector Checks are valid for 3 years. Please note that WGHA does not reimburse for Vulnerable Sector Checks.
Once submitted, an email communication will automatically be sent to the submitter by the OHF to confirm that it was received, then approved or deemed incomplete. When deemed incomplete, the email will describe the issue or what is still required.
For any technical issues with the Screening portal, please reach out to [email protected].
Once approved, please email proof of approval (a Spordle screenshot of the approval or the OHF approval email) and a copy of your VSC to [email protected].
Step 4. Complete the Respect In Sport for Activity Leaders Certification
The OWHA mandates that all staff complete the Respect In Sport for Activity Leaders course. Staff that previously completed the
Speakout program do not need to complete the
Respect In Sport for Activity Leaders course but must provide proof of completion. Please note that a Respect In Sport for Parent certification is not accepted by the OWHA.
WGHA has prepaid for a number of licenses for the Respect in Sport for Activity Leaders course so that staff do not have to pay upfront. Please email [email protected] for the prepay code and instructions on how to complete the course.
This course only needs to be completed once.
Once any required certification/documentation is completed, please email a copy/screenshot to [email protected]. If you have already submitted your certificate in a previous season, there is no need to submit it again as WGHA keeps all staff certifications on file.
Step 5. Complete the Gender Identity and Expression Certification (New for 2025-2026)
The OWHA mandates that all staff complete the Gender Identity and Expression course.
The link to complete the course can be found here:
Gender Identity and Expression Course
You will be taken to a link to register for the course on the OWHA Clinics page. Once registered, you can select your initials/photo in the top right corner of the OWHA Clinics page then select My Account to be taken to your individual Spordle account. Under Events, the course should be available to complete.
This course only needs to be completed once.
Staff that had previously completed the course do not need to complete it again.
Once completed, you should see the following in your Spordle account, under the Members tab:
Once any required certification/documentation is completed, please email a copy/screenshot to [email protected]. If you have already submitted your certificate in a previous season, there is no need to submit it again as WGHA keeps all staff certifications on file.
The following staff require additional certifications:
Head Coaches
In addition to completing the steps noted above, Head Coaches must also have the required level of coaching certification for their division and tier/level to be rostered and approved by the OWHA. For coaches needing to register for a coaching clinic, please click on the following link to access the available coaching clinics and courses:
OWHA Coaching Clinics
WGHA will reimburse
approved coaches that complete a required clinic. Reimbursement information can be found at the bottom of this page. If you have any issues registering for a clinic, please email
[email protected] for support.
Once any required certification/documentation is completed, please email a copy to [email protected]. If you have already submitted your certificate in a previous season, there is no need to submit it again as WGHA keeps all staff certifications on file.
Assistant Coaches (FUNdamentals, U7 and U9 Only)
In addition to completing the steps noted above,
Assistant Coaches for FUNdamentals, U7 and U9 must also have the Hockey Canada Coach 1 (formerly known as Coach 1 - Intro To Coach) certification. For assistant coaches needing to register for a Hockey Canada Coach 1 coaching clinic, please click on the following link to access the available coaching clinics and courses: OWHA Coaching Clinics
WGHA will reimburse approved coaches that complete a required clinic. Reimbursement information can be found at the bottom of this page. If you have any issues registering for a clinic, please email [email protected] for support.
Once any required certification/documentation is completed, please email a copy to [email protected]. If you have already submitted your certificate in a previous season, there is no need to submit it again as WGHA keeps all staff certifications on file.
Trainer/Assistant Trainer Certification:
In addition to completing the steps noted above, all trainers and assistant trainers must be at least HTCP Level 1 certified. To register for the course or the refresher course, please click on the link:
HTO Hockey
WGHA will reimburse
approved trainers.
For reimbursement information, see below. The trainer certificate is good for 3 years and will always expire on August 31st of the third year.
Once any required certification/documentation is completed, please email a copy to [email protected]. If you have already submitted your certificate in a previous season, there is no need to submit it again as WGHA keeps all staff certifications on file.
Reimbursement Requests
WGHA will reimburse approved staff for the following:
Coaching Clinics to meet OWHA certification and roster approval requirements
Trainer certification/re-certification
Respect in Sport for Activity Leaders (if a staff member did not use a prepaid code to register)
Please download and complete the following form:
Certification Reimbursement Form
Once completed, email to [email protected] along with proof of payment and proof of course/certification completion. Once verified, WGHA will reimburse via cheque (please allow 2-4 weeks for reimbursement).
Thank you for volunteering with WGHA!