All 2025-2026 season Team Staff must complete the requirements listed below. Staff can complete them in any order. These requirements are based on the OWHA Team Staff Qualification Requirements found here: OWHA TEAM STAFF REQUIREMENTS
Note: WGHA does not have access to staff Spordle accounts or to the Hockey Canada Registry (HCR). When proof of completion is required, please email it to [email protected].
COMPLETE STAFF APPLICATION (required every season)
All team staff, excluding Head Coaches, must apply via the Team Staff application link: WGHA Team Staff Application
Once a staff member applies, WGHA is automatically notified of the application. If a staff member is applying for multiple teams and/or roles, they must ensure to apply for each.
Head Coaches, please refer to the Head Coaches section at the bottom of this page for application information.
REGISTER IN RAMP (required every season)
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, log in, then select the Coach/Staff registration option:
RAMP Login
A staff member may have to create an account if their profile doesn't already exist. O
nce a staff member registers, WGHA is automatically notified of the registration. Staff only have to register in RAMP once per season, even if they plan to be rostered on multiple teams or serve in multiple roles.
CREATE HOCKEY CANADA REGISTRY (HCR) # AND SPORDLE ACCOUNT (new staff - one time only)
To upload Vulnerable Sector Checks or to register for any clinics or courses, staff must have an HCR # and a Spordle account. A staff Spordle account will be linked to the Hockey Canada Registry (HCR) and will contain a listing of all courses and certifications completed by the staff member.
To create an HCR # and create a Spordle account, click here: Create HCR # - Waterloo GHA
Already have a Spordle account but can't find your HCR #? Click here: How to Locate Your HCR #
VULNERABLE SECTOR CHECK (VSC)/DECLARATION WAIVER
Vulnerable Sector Checks (VSC) are reviewed and approved by the Ontario Hockey Federation (OHF). Team staff must upload a valid Vulnerable Sector Check every 3 years and must complete the OHF Declaration every year via the OHF Submission Portal.
The Portal can be accessed via this link: Vulnerable Sector Check - Online Submission Portal
For staff applying for a new VSC requiring a Volunteer Letter, please use this: OHF Volunteer Letter
To apply for a VSC via Waterloo Region Police Services, click here: 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.
VSC Receipt Option: For those waiting for a VSC, a VSC receipt can be uploaded and approved by the OHF in lieu of the actual VSC. Once the VSC is received, it will need to be uploaded, as well.
For more information, please click on the link: VSC Instructions and Links
Once submitted, an email 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].
RESPECT IN SPORT FOR ACTIVITY LEADERS (one time only)
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. Staff that have already completed Speakout do not need to take the Activity Leaders course.
Once 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 complete the course or submit it again as WGHA keeps all staff certifications on file.
GENDER IDENTITY AND EXPRESSION (one time only)
The link to complete the course can be found here:
Gender Identity and Expression Course
Once 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 complete the course or submit it again as WGHA keeps all staff certifications on file.
The following staff require additional certifications and documentation:
HEAD COACHES
To apply as a Head Coach for a team, use this application:
WGHA Head Coach Application
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 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 complete the course or 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 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 complete the course or submit it again as WGHA keeps all staff certifications on file.
TRAINERS:
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 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 complete the course or submit it again as WGHA keeps all staff certifications on file.
REIMBURSEMENT REQUESTS
WGHA will only 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)
WGHA does not reimburse for Vulnerable Sector Checks.
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).
Need help? Feel free to email [email protected].
Thank you for volunteering with WGHA!