The OWHA has updated their Team Staff Qualification Requirements: OWHA Team Staff Qualification Requirements (Updated June 2024
All Team Staff must complete the documentation and certifications listed below to meet these requirements.
WGHA Team Staff Application Form (via Google Forms)
Note that, as of the 2024-2025 season, HL, DS, LTPD and Third Party staff must also complete the staff application form above. 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. If NCCP # is requested and a staff member doesn't have one, enter NA. 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 Valid Vulnerable Sector Check and Declaration Form via the OHF Screening Portal
Effective the 2024-2025 season, the Ontario Hockey Federation has mandated a new, centralized process for requesting, submitting and approving Vulnerable Sector Checks and Declaration Forms via the OHF Screening Submission Portal. WGHA no longer provides volunteer letters or declaration forms.
Please have the following completed and available prior to entering the portal:
1. Hockey Canada Registry (HCR) #. If you don't already have an HCR #, you will need to create a Spordle/HCR account to be assigned an HCR #. If you already have an HCR#, skip to Step 2 below.
To create a Spordle/HCR account, click on this link: Spordle Login/Account Creation
Select the 'Don't have an account? Sign up' option and create an account. Once you have created the account, you will be able to find your HCR# by logging back in and looking under the Members tab. You will see 2 sets of your initials. One is your Spordle account and one is your HCR profile. Under your HCR profile, you will see a long number listed which is your HCR number. Write down/log the number as it is required later.
2. A copy of a valid Vulnerable Sector Check (VSC) saved as a PDF or a copy of a VSC receipt saved as a PDF. If you do not have a VSC or if it is expired, you will need a volunteer letter to apply for a VSC. Please download, complete and save as a PDF the OHF volunteer letter found here: ohf-letter-requesting-vulnerable-sector-check.pdf
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.
Staff residing within the Region of Waterloo, can apply for a new VSC and upload the completed OHF volunteer letter via the Waterloo Region Police Services website here: WRPS VSC Application
As it may take time for the VSC application to be reviewed and approved, the OHF will allow a VSC receipt to be submitted in lieu of the actual VSC.
3. A completed copy, saved as a PDF, of the OHF Screening Declaration Form found here: ohf-screening-declaration-form
This requires your HCR #.
Once the above documents are completed and saved as PDFs, please refer to the following instructions on how to submit them via the portal. Note that if you have all required documents ready to upload, you can skip to page 6 of the instructions.
How_to_Submit_your_VSC_Document_(June_19).pdf
Please note that a new VSC must be submitted and approved every 3 years, however the OHF Declaration Form
must be submitted and approved every year. All VSC documentation must be submitted via the portal prior to a staff member being added to a team roster. If a staff member is added to a roster that hasn't successfully submitted all required documents, the OWHA will reject that member.
To verify if the OHF has approved your VSC submission, log in to your Spordle account and look for the following:
Once approved, please email proof of approval and a copy of your VSC to your team manager and [email protected].
If you have any issues, please email [email protected]
Note that WGHA does not reimburse for Vulnerable Sector Checks.
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 to your team manager or coach and [email protected]. 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 your team manager and [email protected]. 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 your team manager and [email protected]. 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.
Once any required certification/documentation is completed, please email a copy to your team manager and [email protected]. 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!