Screening

Hockey Alberta’s Minimum Screening at a Glance
Hockey Alberta’s Minimum Screening establishes the minimum requirements that Minor Hockey Associations must follow when screening individuals involved in their programs.

These requirements support consistent screening practices, participant safety, and accountability across the province.

Key requirements include:

• Criminal Record Check (CRC) and Vulnerable Sector Check (VSC): Required for applicable individuals based on their role and the timelines established in the policy.
• Annual Disclosure: Individuals must complete an annual written disclosure and report new charges or relevant incidents as required by the policy.
• Annual Policy Acknowledgement: Applicable individuals must review and acknowledge the relevant policies each season.
• Screening Records: Associations are responsible for tracking screening completion and expiry information, including maintaining applicable records in the Hockey Canada Registry (HCR).
• Association Accountability: Associations must meet Hockey Alberta’s minimum requirements and make their screening expectations accessible to members.

Associations may establish additional screening requirements beyond Hockey Alberta’s minimum requirements based on their local needs.

For complete requirements, applicable roles, timelines, and responsibilities, refer to Hockey Alberta’s Minimum Screening Policy.

Risk Assessment

An important part of screening is understanding the responsibilities and potential risks associated with each volunteer or staff position.

Associations should review the roles within their organization and consider the level of access individuals have to minors and vulnerable persons, particularly where supervision or positions of trust are involved.

Risk classifications may include:

• High Risk: Positions involving direct access to, responsibility for, or unsupervised supervision of minors or vulnerable persons. Examples may include coaches, team officials, or individuals responsible for transporting participants.
• Medium Risk: Positions involving indirect or occasional contact with minors or vulnerable persons, without responsibility for unsupervised supervision.
• Low Risk: Positions involving no direct contact with minors or vulnerable persons, or limited, one-time activities where individuals remain supervised and do not have responsibility for participants.

Other Considerations

Associations should also consider additional risks associated with specific positions, such as access to confidential information, handling funds, managing food, or having authority to make decisions on behalf of the organization. These responsibilities may require additional safeguards beyond those related to participant contact.

Individuals serving in multiple roles should be assessed based on their full range of responsibilities. When someone moves into a new position, associations should review whether additional screening or safeguards are appropriate.

Hockey Alberta’s Minimum Screening establishes the required screening measures for applicable roles. Risk assessments help associations identify where additional screening, supervision, or other safeguards may be appropriate and do not replace the minimum requirements outlined in the policy.

Position Descriptions

Clear position descriptions help associations establish expectations, define responsibilities, and identify the screening and training requirements associated with each role.

They also support effective recruitment, volunteer accountability, and consistent management of positions within the association.

Associations are encouraged to develop and maintain position descriptions for both volunteer and paid roles. A position description should clearly outline what the individual is responsible for, who they report to, and any specific qualifications or requirements associated with the position.

A position description may include:

• Position title and purpose
• Key duties and responsibilities
• Reporting relationships and accountability
• Individuals or groups the position works with
• Term or duration of the position
• Required qualifications, training, and experience
• Applicable screening requirements under Hockey Alberta’s Minimum Screening
• Any additional expectations or safeguards specific to the role

Position descriptions should be reviewed periodically to ensure they continue to reflect the responsibilities and expectations of the role.

Resources

Hockey Canada Sample Position Descriptions:

Executive Member >

Head Coach >

Assistant Coach >

Safety Person/Trainer >

Team Manager >

These sample descriptions are provided as general reference tools and may not reflect current Hockey Alberta policies, screening requirements, or certification standards. Associations should review and adapt them to align with current requirements and their local organizational needs.

Recruitment

Finding the Right Person

Effective recruitment helps associations find individuals with the skills, experience, and commitment needed to support their programs.

Recruitment should be guided by the association’s values, expectations, and the responsibilities of each position. Having a clear and fair recruitment process helps ensure volunteers and staff understand their roles and are appropriately suited to them.

Associations are encouraged to:

• Start early: Allow sufficient time to recruit, select, and complete the required screening before individuals begin their responsibilities.
• Communicate expectations: Use clear position descriptions to outline responsibilities, qualifications, time commitments, and screening requirements.
• Use fair and consistent processes: Establish appropriate recruitment and selection practices for positions throughout the association.
• Look beyond existing volunteers: Encourage participation from new families, former players, community members, and individuals who may bring different skills and experiences.
• Develop future volunteers: Create opportunities for mentorship and leadership development, including encouraging older youth players to become involved.

When and Where to Recruit

Recruitment can take place throughout the season, including during registration, parent meetings, and preseason or postseason planning.

Associations may promote opportunities through their websites, social media, email communications, arena postings, community networks, and direct outreach.

RESOURCES:

Hockey Canada Recruiting Coaches >

Volunteer Canada Recruitment and Selection Checklist >

Volunteer Canada Recruiting Youth >

Application & Disclosure Process

An application and disclosure process helps associations understand an individual’s experience, qualifications, and suitability for a role while establishing clear expectations and supporting consistent screening practices.

Under Hockey Alberta’s Minimum Screening, individuals seeking a volunteer or employee position must complete the applicable application and disclosure requirements.

New Positions

Individuals seeking appointment to a new position within an association must complete:

• Application: Information outlining their relevant experience, qualifications, and interest in the role.
• Screening Disclosure: A written disclosure of relevant charges, convictions, or legal proceedings, as required by the policy.
• Policy Acknowledgement: Signed confirmation that they have read and understand applicable Hockey Canada, Hockey Alberta, and association policies and procedures.

A new application is required whenever an individual seeks appointment to a different position within the association.

Returning Individuals

Individuals returning to the same position do not need to complete a new application each season. However, they must annually:

• Complete the required screening disclosure.
• Sign an acknowledgement confirming they have read and understand applicable Hockey Canada, Hockey Alberta, and association policies and procedures.

Individuals are also responsible for disclosing new charges or relevant legal proceedings as required by Hockey Alberta’s Minimum Screening throughout their involvement.

Tracking & Recordkeeping

Until screening tracking functionality becomes available within the Hockey Canada Registry (HCR), associations are responsible for tracking completion of application, disclosure, and policy acknowledgement requirements.

Associations must maintain appropriate records and supporting documentation, ensuring personal information is stored securely and managed in accordance with applicable privacy and record retention requirements.

Application Best Practices
Associations should ensure their application and disclosure process:

• Collects information relevant to the position and its responsibilities.
• Clearly communicates screening requirements and expectations.
• Avoids requesting unnecessary personal information.
• Provides a confidential and secure process for submitting and maintaining screening documentation.

RESOURCES:

Hockey Canada Coach Application >

Hockey Canada Volunteer Application >

These templates are provided as general reference tools and may not reflect all current requirements. Associations should review and adapt them to align with Hockey Alberta’s Minimum Screening, including the disclosure and policy acknowledgement requirements.

Interviews & Reference Checks

Interviews and reference checks help associations better understand an applicant’s experience, qualifications, and suitability for a volunteer or staff position.

These steps provide an opportunity to clarify expectations, learn about an individual’s approach to their responsibilities, and gather additional information to support fair and informed selection decisions.

Interviews

An interview allows associations to learn more about an applicant while giving the individual an opportunity to understand the position and its expectations.

Effective interview practices include:

• Using a consistent set of questions based on the responsibilities and qualifications of the position.
• Asking open-ended questions that encourage applicants to share relevant experiences and examples.
• Exploring skills such as communication, teamwork, judgment, and problem-solving.
• Providing a respectful and comfortable environment for discussion.
• Clearly explaining the role, screening requirements, and expectations.
• Asking appropriate follow-up questions when clarification is needed.

Associations may adjust the interview process based on the nature of the position, including when an existing volunteer is moving into a different role.

Reference Checks

Reference checks provide an opportunity to verify relevant experience and gather additional perspectives on an applicant’s suitability for a position.

Effective reference check practices include:

• Obtaining the applicant’s consent before contacting references.
• Using consistent, position-related questions.
• Confirming the identity and relationship of the person providing the reference.
• Explaining the responsibilities of the position, particularly where it involves working with children or vulnerable persons.
• Asking for specific examples of the applicant’s experience, reliability, judgment, and ability to work with others.
• Considering information from multiple sources rather than relying on a single comment or reference.

Associations should document relevant information appropriately and maintain confidentiality throughout the selection process.

Interviews and reference checks are recommended screening practices that can help associations make informed decisions. They do not replace the requirements established under Hockey Alberta’s Minimum Screening.

Interview RESOURCES:

Hockey Canada Coach Interview Questions

Hockey Canada Vulnerable Person Interview Questions

Reference check resources:

Hockey Canada Volunteer Questions

Criminal Record & Vulnerable Sector Checks

Criminal record and vulnerable sector screening are important parts of protecting participants and ensuring individuals are appropriately suited to their roles.

A completed criminal record or vulnerable sector check does not mean an individual has been fully screened. These checks are one component of Hockey Alberta’s Minimum Screening, alongside application, disclosure, policy acknowledgement, and other applicable requirements.

Minimum Screening Requirements by Role

Roles with Direct Contact with Minors or Vulnerable Persons

Individuals who have direct contact with minors or vulnerable persons, such as coaches, bench staff, and other team officials, must complete, at minimum:

• Upon first appointment: A Vulnerable Sector Check/Verification (VSC), or equivalent, and a Local and National Police Information Check (CRC).
• Every subsequent three-year period: An updated Local and National Police Information Check (CRC).
• When changing positions: Screening requirements must be reviewed for the new role, and any additional required checks must be completed.

Screening confirmations for these roles must be tracked and kept current in the Hockey Canada Registry (HCR).

Roles Without Direct Contact with Minors or Vulnerable Persons

Individuals who do not have direct contact with minors or vulnerable persons, including those with access to the field of play and members of boards of directors, committees, or work groups, must complete, at minimum:

• Upon first appointment and every three years thereafter: A Local and National Police Information Check (CRC).
• When changing positions: Screening requirements must be reviewed and any additional required checks completed, including a VSC if moving into a role involving direct contact with minors or vulnerable persons.

Associations are responsible for tracking completion of these requirements until screening tracking functionality is available for these roles within the HCR.

Additional Screening Responsibilities
All applicable individuals must also complete annual screening disclosures and policy acknowledgements, as outlined in the Application and Disclosure Process tab.

Individuals must report new charges or relevant legal proceedings throughout their involvement, in accordance with Hockey Alberta’s Minimum Screening.

Individuals under 18 who cannot obtain the required criminal record or vulnerable sector checks must complete the applicable alternative screening requirements and follow the supervision requirements outlined in the policy.

Reviewing Screening Results
A criminal record or disclosed concern does not automatically mean an individual is ineligible for a position.

Where relevant information is identified, associations should assess the circumstances fairly and confidentially, considering the nature of the information, its relevance to the position, and the responsibilities and potential risks involved.

Screening decisions must be made in accordance with applicable policies and legal requirements.

Tracking & Confidentiality
Associations are responsible for verifying screening completion, maintaining appropriate records and supporting documentation, and ensuring screening information remains current.

• HCR-tracked roles: Screening completion and expiry information must be accurately recorded in the Hockey Canada Registry.
• Other roles: Associations must maintain their own screening tracking records until the required HCR functionality becomes available.
• Supporting documentation: Associations remain responsible for securely maintaining screening documentation and managing records in accordance with applicable privacy and record retention practices.

Associations may establish additional screening requirements or more frequent renewal timelines beyond Hockey Alberta’s minimum requirements.

For complete requirements, refer to Hockey Alberta’s Minimum Screening Policy.

Orientation & Training

Orientation and training help volunteers and staff understand their responsibilities, the association’s expectations, and how to carry out their roles safely and effectively.

Associations should provide appropriate orientation and ongoing training based on the responsibilities of each position. This may include:

• Reviewing the association’s policies, Code of Conduct, and expectations for appropriate behaviour.
• Explaining role-specific responsibilities, reporting relationships, and communication procedures.
• Ensuring required Hockey Canada and Hockey Alberta training and certifications are completed.
• Reviewing participant safety, supervision, and reporting procedures.
• Providing opportunities for questions, mentorship, and ongoing learning.

Orientation and training also provide opportunities for associations to reinforce expectations, identify areas where additional support may be needed, and ensure individuals remain appropriately suited to their responsibilities.

Screening is an ongoing process. Associations should continue to support, supervise, and assess volunteers throughout their involvement, rather than treating screening as complete once an individual begins their role.

RESOURCES:

Hockey Canada Recommended Training/Orientation >

Hockey Canada Team Manager Manual >

Supervision, Evaluation & Follow-Up

Screening is an ongoing responsibility that continues throughout an individual’s involvement with an association.

Appropriate supervision, regular feedback, and follow-up help associations maintain safe environments, reinforce expectations, address concerns early, and support volunteers and staff in their roles.

The level of supervision should reflect the responsibilities and potential risks associated with each position. Roles involving direct contact with minors or vulnerable persons may require additional oversight and safeguards.

Supervision & Evaluation
Effective practices include:

• Establishing clear expectations: Use position descriptions, association policies, and Codes of Conduct to guide responsibilities and performance.
• Providing ongoing support: Check in with volunteers and staff, particularly when they are new to a position.
• Offering constructive feedback: Recognize strengths, identify opportunities for improvement, and address concerns respectfully and promptly.
• Documenting concerns when appropriate: Maintain relevant records of significant feedback, performance concerns, or actions taken.
• Reviewing suitability: Where concerns arise, assess whether additional training, supervision, or other appropriate measures are needed.

Participant & Volunteer Follow-Up
Associations are encouraged to maintain regular communication with participants, families, and volunteers to understand their experiences and identify opportunities for improvement.

Follow-up activities may include:

• Gathering feedback from participants and families about their experiences.
• Checking in with volunteers about the support, training, and resources available to them.
• Observing team activities or volunteer responsibilities where appropriate
• Reviewing whether supervision practices and safeguards remain effective.
• Using feedback to improve recruitment, screening, training, and volunteer support.

Follow-up should be a normal and transparent part of an association’s operations, rather than something that occurs only when concerns arise.

Recognizing and thanking volunteers for their contributions is also an important part of maintaining a positive and supportive volunteer environment.

RESOURCES:

Hockey Canada Feedback >

Hockey Canada Sample Survey >

Hockey Canada Participant Follow Up>

Hockey Canada Sample Coach Evaluation>