Police Background Check Information

According to BWHA and OWHA Policy: all team staff who will be behind the bench, on the ice, or in the dressing room - or in contact with players at any other times or locations - needs to submit a clear police records check, including vulnerable sector screening. This includes all coaches, assistant coaches, trainers, managers, and dressing room supervisors. Any team staff member without a current police records check and vulnerable sector screening will be prohibited from being in the dressing room, behind the bench, or on the ice. The ONLY exception to this rule is for those staff members who have submitted a police check request and are awaiting the results.
A new Police Background Check with Vulnerable Sector Screening must be completed every 3 seasons. Once submitted, your police check is good for the current season (or the season about to begin), plus the next two seasons. If your police check is still valid, a new Criminal Offense Declaration must be submitted before each season.

For the 2022-2023 Season:

  • If your police check was submitted in the 2021-2022, or 2020-2021 season - submit a new Criminal Offense Declaration only.
  • If your police check was submitted in the 2019-2020 season or before - a new Police Record Check with Vulnerable Sector Screening is required.  


Barrie Residents:

Barrie residents must request a records check through Barrie Police Services. Follow this link for more information and to start the process: https://www.barriepolice.ca/services/records/

NOTE: as of January 1, 2020 the Barrie Police Service no longer provides police record checks for free to volunteers. Volunteers who require a police records check of any kinds - including vulnerable sector screening - will be charged $20 for in-person requests, or $12+HST for online requests. You can find more information at https://www.barriepolice.ca/services/records/

Innisfil / Bradford Residents:

Innisfil residents need to request a records check through South Simcoe Police Service. For more information on the process click here: https://southsimcoepolice.on.ca/records-check/

Residents of Other Municipalities:

If you reside in Clearview, Essa, Orillia, Oro-Medonte or Springwater, you will need to pursue your police check through the Ontario Provincial Police. The OPP have a new online request service for police checks and VSS - please visit: https://ontario.tritoncanada.ca/v/public/landing/ontarioprovincialpolice/home. For more information please call 1-888-310-1122 (toll free, non-emergency line).



Some police jurisdictions may require you to provide a letter confirming your role as a volunteer, and stating why a Criminal Records Check / Vulnerable Sector Scan is required. While this is not currently true for the City of Barrie, it a Volunteer Confirmation Letter is required for the South Simcoe Police, and the Ontario Provincial Police. If your police check request must go to one of these areas, please contact info@bwha.ca.


  • Please submit your completed police check to the BWHA office by doing one of the following steps:
  • Upload the SCANNED version of your completed police check to to your volunteer profile on the Ramp Registration system. The scan must clearly show both sides of all pages. If your police check includes an embossed seal, the seal must be visible on the scan. If you submit a scanned version of your police check you must keep the original and be willing to immediately provide the original document to the Association upon request.
  • Mail or drop off the original police check document to the BWHA office. Check the website for current office hours and the address.
  • Unfortunately pictures of your police check cannot be accepted.
  • If you have questions, please contact registrar@bwha.ca


Police checks submitted to the BWHA are valid for 3 seasons - the season in which they were submitted for, and the next two seasons. For example, if you submitted a police check ahead of the 2016-17 season, it is valid for the 2017-18 and 2018-19 season as well.

After the first year, an annual Criminal Offense Declaration is required to be completed and signed before the second and third season. Once you have completed the Criminal Offense Declaration, you can drop it off at the BWHA office, or send a scanned copy to info@bwha.ca 


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