Screening Policy
|
Effective date |
November 9, 2025 |
|
Archived date |
- |
|
Date last reviewed |
- |
|
Scheduled review date |
- |
|
Replaces and/or amends |
Hockey Saskatchewan Screening and Criminal Record Checks. |
|
Approved by and date |
Hockey Saskatchewan Board of Directors, November 9, 2025 |
|
Appendix(-ces) to this Policy |
Appendix A – Screening Requirements Matrix |
Preamble
1. Hockey Saskatchewan understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice amongst sport organizations that provide programs and services to the Canadian sport community, and specifically within Hockey clubs and associations.
Application of this Policy
2. This Policy applies to all individuals whose position with Hockey Saskatchewan is one of trust or authority which may relate to, at a minimum, finances, supervision, or Vulnerable Participants.
3. Not all individuals associated with Hockey Saskatchewan will be required to obtain a criminal record check or submit screening documents. Individuals will be subject to the screening requirements described in the Screening Requirements Matrix found in Appendix A of this Policy and shall comply with the screening application requirements as detailed therein. For information on how to obtain an E-PIC or a VSC, please consult the Hockey Saskatchewan Safe Sport webpage.
Screening Committee
4. The implementation of this Policy is the responsibility of an independent individual appointed by Hockey Saskatchewan that will function as the Screening Committee for all screening applications received pursuant to this Policy. This independent individual (hereinafter referred to as the “Screening Committee”) will possess the requisite skills, knowledge and abilities to accurately assess screening documents and to render decisions under this Policy.
5. The Screening Committee will carry out its duties in accordance with the terms of this Policy.
6. The Screening Committee is responsible for reviewing all documents submitted with a screening application and, based on the review, making decisions regarding the related appropriateness of individuals filling positions within Hockey Saskatchewan. In carrying out its duties, the Screening Committee may consult with independent experts including lawyers, police, risk management consultants, volunteer screening specialists, or any other person.
Screening Requirements
7. A Screening Requirements Matrix is provided as Appendix A. All individuals must comply with the requirements detailed therein when first engaged by Hockey Saskatchewan and shall respect the renewal requirements indicated in Section 21 below.
8. If an individual subsequently receives a charge, conviction for, or is found guilty of an offense they will report this circumstance immediately to Hockey Saskatchewan. Additionally, the individual will inform the relevant organization of any changes in their circumstance that would alter their original responses in their Screening Disclosure Form.
9. If Hockey Saskatchewan learns that an individual has provided false, inaccurate, or misleading information, the individual will immediately be removed from their position and may be subject to further discipline in accordance with the Discipline and Complaints Policy.
Procedure
10. Individuals must submit the screening documents indicated in Appendix A, according to the category in which they fall, to the Screening Committee. If an individual is uncertain of which category they fall into, they may contact Hockey Saskatchewan for assistance. Any information submitted shall be subject to Hockey Saskatchewan’s usual policies and practices regarding private and/or confidential information, will only be viewed on a need-to-know basis, and will be protected in accordance with the relevant and applicable privacy legislation.
11. An individual who refuses or fails to provide the necessary screening documents, or makes an incomplete application, will be ineligible for the position sought. The individual will be informed by the Screening Committee that their application and/or position will not proceed until such time as the screening documents are submitted.
12. Hockey Saskatchewan understands that there may be delays in receiving the results of an E-PIC or a VSC. At its discretion, the organization may permit the individual to participate in the role during the delay, provided that the individual demonstrates that they have initiated the E-PIC or VSC application process. This permission may be withdrawn at any time and for any reason.
13. Hockey Saskatchewan recognizes that different information will be available depending on the type of screening document that the individual has submitted. For example, an E-PIC may show details of a specific offense, or not, and/or a VSC may be returned with specific information or simply a notification indicating ‘cleared’ or ‘not cleared’. The Screening Committee will use its expertise and discretion when making decisions based on the screening documents that have been submitted.
14. The Screening Committee will review all Level 1 and Level 2 screening applications, including any supporting documents and shall make a decision as indicated in Section 15 below. For Level 3 screening applications, the Screening Committee will only review cases where the individual has made a declaration in their declaration form that may impact whether they can participate in the desired position.
15. Following the review of any Level 1 and Level 2 screening applications, the Screening Committee will decide whether:
a. The individual has passed screening and may participate in the desired position;
b. The individual has passed screening and may participate in the desired position with conditions;
c. The individual has not passed screening and may not participate in the desired position; or
d. More information is required from the individual.
16. In making its decision, and where relevant, the Screening Committee will consider the type of offense, date of offense, and relevance of the offense to the position sought.
17. A satisfactory E-PIC review is either:
- confirmation from the police or third-party provider that no criminal records and/or charges exist; or
- that any existing convictions and/or charges are not relevant to the position, as determined by Hockey Saskatchewan.
In determining whether any convictions and/or charges are relevant to the position, Hockey Saskatchewan may gather information by means which may include, without limitation, a telephone or personal interview with the individual and/or other persons or agencies.
Hockey Saskatchewan, in making the final decision, will consider the following:
a. Relationship of the offence(s) to the nature of the position;
b. Number and nature of the charges an /or convictions;
c. When the offence(s) occurred; and
d. What the individual has done since the date of the offence.
If after the review Hockey Saskatchewan determines that the individual poses a risk and is not an appropriate candidate for the position, Hockey Saskatchewan will immediately notify the individual in writing as to their status with the organization.
Hockey Saskatchewan will not necessarily refuse a position to an individual because they have been charged with or convicted of an offence of a type which does not pose a risk to the members of Hockey Saskatchewan, considering the duties of the position the person is seeking to occupy.
Relevant Offenses
The following is a list of non-exhaustive examples that are considered to be relevant offenses:
- Any offense involving the possession, distribution, or sale of any child‐ related pornography
- Any sexual offense
- Any offense involving theft or fraud
- Any offense for trafficking and/or possession of drugs and/or narcotics
- Any offense involving conduct against public morals
- Any crime of violence including but not limited to, all forms of assault
- Any offense involving a minor or minors
- Any offense involving the use of a motor vehicle, including but not limited to impaired driving
Criminal Convictions
A conviction for any of the following Criminal Code offenses (non-exhaustive list) could result in removal from designated positions, competitions, programs, activities and events.
- Any offense of physical or psychological violence
- Any crime of violence including but not limited to, all forms of assault
- Any offense involving trafficking of illegal drugs
- Any offense involving the possession, distribution, or sale of any child‐related pornography
- Any sexual offense
- Any offense involving theft or fraud
Conditions and Monitoring
18. Excluding the incidents above which, if revealed, would cause the individual to not pass screening, the Screening Committee may determine that incidents revealed on an individual’s screening documents may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee may apply and remove conditions at its discretion and will determine the means by which adherence to conditions may be monitored.
Minors
19. When screening Minors, Hockey Saskatchewan will:
- Not require the Minor to obtain a VSC or E-PIC; and
- In lieu of obtaining a VSC or E-PIC, require the Minor to submit up to two (2) additional references.
20. Notwithstanding the above, Hockey Saskatchewan may ask a Minor to obtain a VSC or E-PIC if the organization suspects the Minor has an adult conviction and therefore has a criminal record. In these circumstances, the organization will be clear in its request that it is not asking for the Minor’s youth record. Hockey Saskatchewan understands that they may not request to see a Minor’s youth record.
Renewal
21. Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, individuals who are required to submit an E-PIC, Screening Disclosure Form, Vulnerable Sector Check (VSC), or Screening Renewal Form, are required to submit the documents as follows:
- An E-PIC every three years
- A Screening Disclosure Form every three years
- A Screening Renewal Form every year
- A Vulnerable Sector Check once for individuals born prior to March 12, 1994
22. The Screening Committee may request that an individual provide any of the above documents at any time. Such request will be in writing and reasons will be provided for the request.
Orientation, Training, and Monitoring
23. The type and amount of orientation, training, and monitoring will be based on the individual’s level of risk, at the discretion of Hockey Saskatchewan.
24. Orientation may include, but is not limited to: introductory presentations, facility tours, safe sport policy training, equipment demonstrations, parent/Athlete meetings, meetings with colleagues and supervisors, orientation manuals, orientation sessions, and increased supervision during initial tasks or initial period of engagement.
25. Training may include, but is not limited to: certification courses, online learning, mentoring, workshop sessions, webinars, on-site demonstrations, and peer feedback.
26. At the conclusion of orientation and training, the individual will be required to acknowledge, in written form, that they have received and completed the orientation and training.
27. Monitoring may include but is not limited to: written or oral reports, observations, evaluations, tracking, electronic surveillance, and site visits.
Records
28. All records will be maintained in a confidential manner and will not be disclosed to others except as required by law, or for use in legal, quasi-legal, or disciplinary proceedings. This includes protecting all records in accordance with the relevant and applicable privacy legislation.
29. The records kept as part of the screening process include but are not limited to:
- An individual’s Vulnerable Sector Check
- An individual’s E-PIC (for a period of three years)
- An individual’s Screening Disclosure Form (for a period of three years)
- An individual’s Screening Renewal Form (for a period of one year)
- Records of any conditions attached to an individual’s registration by the Screening Committee
- Records of any discipline applied to any individual by Hockey Saskatchewan, Hockey Saskatchewan’s National Sport Organization, by another Member, or by another sport organization
Privacy
30. The collection, use and disclosure of any personal information pursuant to this Policy is subject to Hockey Saskatchewan’s usual policies and practices regarding private and/or confidential information.
31. Hockey Saskatchewan or any of its delegates pursuant to this Policy (i.e., Screening Committee) shall comply with Hockey Saskatchewan’s usual policies and practices regarding private and/or confidential information in the performance of their services under this Policy.
Appendix A – Screening Requirements Matrix
|
|
Description |
Requirements |
Examples |
|
Level 1 |
Individual that holds a decision-making position, involved in high risk assignments, occupies position of trust and/or authority, has a supervisory role, directs others, involved with finances, and who have frequent or unsupervised access to Vulnerable Participants |
|
Organizational staff, Case Managers, full-time coaches, coaches that travel with athletes, coaches that could be alone with athletes; Including but not limited to: Officials Supervisors, Officials who are the age of majority, Sask First Coaches, Minor Hockey Executive, Sask Hockey Staff and Board of Directors, Camp/Academy directors and coaches. |
|
Level 2 |
Athletes and individuals with direct athlete contact, individuals involved in medium risk assignments who may be in a supervisory role, may direct others, may be involved with finances, and/or who may have limited access to Vulnerable Participants |
|
Athletes, coaches, training staff, Athlete support personnel, Non-coach employees or managers, Directors, treasurers, coaches who are typically under the supervision of another coach, officials, Event organizing committee
|
|
Level 3 |
Individuals with no direct contact with athletes, involved in low risk assignments who are not in a supervisory role, not directing others, not involved with finances, and/or do not have unsupervised access to Vulnerable Participants |
|
Parents, youth, or volunteers who are helping out on a non-regular or informal basis; tournament or special event organizing volunteers, fully supervised contractors.
|