Police Checks FAQ

What individuals must be screened?

Per the OVA Screening Policy any and all individuals applying to volunteer or work in or with the OVA or its programs, activities, or members must participate in the OVA’s screening process and fully cooperate with the Screening Committee.

Without limiting the generality of the foregoing, the following individuals shall be required to participate in the screening process:

  1. all individuals in paid staff positions;
  2. all board members;
  3. all coaches;
  4. all officials;
  5. all persons affiliated with provincial teams, whether paid or volunteer;
  6. all persons involved in the delivery of developmental programs including camps and clinics;
  7. any persons appointed to accompany an OVA team to an event or competition whether as a coach, manager, chaperone, driver or official in another role; and
  8. any other position or role that in the discretion of the OVA constitutes a position or trust or authority.

What screening documentation is required?

The above referenced individuals must obtain a Police Records Check (“PRC”), and Vulnerable Sector Screening (“VSS”) from their local police service every three (3) years. The cost of the PRC and VSS is to be borne by the applicant. The above referenced individuals must also complete an OVA Screening Disclosure Form annually and in the case of a transfer from out of province or country, provide a letter of good standing from the applicant’s previous volleyball organization.

What is the Clubs responsibility for screening?

Clubs are required to follow the OVA Screening Policy for any individuals involved in Club activities that meet the above definition.  Examples are (but not limited to):  Club Staff, Coaches, Volunteers, Executives and Board Members.

These individuals must obtain a Police Records Check (“PRC”), and Vulnerable Sector Screening (“VSS”) from their local police service every three (3) years. The cost of the PRC and VSS is to be borne by the applicant. The above referenced individuals must also complete an OVA Screening Disclosure Form annually and in the case of a transfer from out of province or country, provide a letter of good standing from the applicant’s previous volleyball organization.

Each Club is responsible for insuring that the appropriate screening documents have been obtained prior to allowing an individual to participate in its programs or activities.  Please note that by law, Clubs are not permitted to keep originals or copies of PRC/VSS forms on file for staff/volunteers/members of their club, so forms should be returned to the owner upon viewing. 

Clubs are required to keep a list of names of all of the PRC/VSS forms that have been submitted and reviewed, the dates they were issued, the club representative who reviewed the forms and any other pertinent information as a result of the screening.  The Club must also keep a copy of the above individuals’ OVA Screening Disclosure Forms.

If there are any incidents noted on the PRC/VSS document or the OVA Screening Disclosure Form the Club must immediately forward the forms to screening@ontariovolleyball.org for review by the Screening Committee.

How do I obtain a Police Records Check (“PRC”), and Vulnerable Sector Screening (“VSS”)?

To obtain your PRC and VSS check please visit your local Police Department website for information on what paperwork and procedures have to be completed as the process varies by police jurisdiction. Note, a PRC/VSS must be completed in the city/town in which you reside regardless of where you work/coach.

For residents of the following cities/towns please follow the specific directions outlined below:

Peel Region Residents

If you live in Peel Region, the Volunteer Criminal Record Search Forms must be obtained from the OVA office before going to the Peel Region Police Department. These forms are not available to download online; original copies must be taken to the Police Department. Please contact screening@ontariovolleyball.org  to obtain the proper forms.

Toronto Residents

Toronto residents will need to contact screening@ontariovolleyball.org to obtain the correct CONSENT TO DISCLOSURE Form for Toronto Police and instructions on how to proceed with the screening. Once the form has been signed by OVA, please mail the form to Toronto Police Services, along with a cheque or money order for $16.95 (made out to Toronto Police Services).  The address for the Police Reference Check Program at Toronto Police Services is located on the CONSENT TO DISCLOSURE Form.

York Region Residents

Please visit www.yrp.ca and go to the On-Line form section. Download and print off the VULNERABLE SECTOR SCREENING form. Contact screening@ontariovolleyball.org to obtain a letter confirming volunteer status to accompany your VSS form for processing. Bring the completed VSS form and letter confirming volunteer status in person to one of the York Region Police Department locations (which is listed on the form) along with two pieced of ID, one being photo ID.

Durham, London, Woodstock, Windsor, Niagara & Waterloo (including Kitchener) Regions

Please contact screening@ontariovolleyball.org  to obtain a letter confirming volunteer status in order to receive a reduced rate for the PRC and VSS.

Sault Ste. Marie Area

Please contact screening@ontariovolleyball.org  to obtain a hard-copy form and letter confirming volunteer status to receive a reduced rate for the PRC and VSS.

OPP Governed Areas

If you reside in an area of Ontario patrolled and governed by the Ontario Provincial Police, please contact screening@ontariovolleyball.org  to obtain a confirmation letter and police screening application.

If you have any further questions regarding police screening/checks, please contact screening@ontariovolleyball.org.

I am a teacher and sign a declaration each year for my school board, do I still need to get a police record check done?

Yes! Teachers are only required by their boards to get one police check done at the start of their teaching careers; they then sign offence declarations every year thereafter.  Under OVA policy a police check must include a Vulnerable Sector Screening and is only valid for 3 years. Any teacher who has taught for more than three years must get a new Police Records Check (“PRC”) and Vulnerable Sector Screening (“VSS”) completed in order to participate in OVA programs and activities.  

We also require new Police Checks and Vulnerable Sector Screenings be completed for police officers, military personnel and government employees who have not had a check done in 3 years.  

I had a Police Check and Vulnerable Sector Screening completed for another organization, will OVA accept this check?

If your Police Records Check (“PRC”) and Vulnerable Sector Screening (“VSS”) was completed within the past 3 years we will accept a copy at the OVA office to review.  If it meets our requirements, no new check will need to be completed until 3 years from the date the last check was done.

Where should I send my completed PRC and VSS?

Officials & Volunteers - All Officials, Provincial Team and High Performance Centre Coaches and Volunteer Board & Committee Members must submit a copy of their original PRC and VSS check to the OVA office, c/o Kelvin Cheng at screening@ontariovolleyball.org  or via fax to 416-426-7109.  Original Documents will be returned to their owner after review by the OVA and emails containing PRC/VSS information will be deleted.

Club Coaches, Managers, Executive and Staff - Please submit a copy of your original PRC and VSS to your designated Club Contact person who will then forward a list of all coaches who have completed their PRC and VSSs to the OVA office.  Documents should be returned to their owner after review by the Club.

What happens if there is an incident noted on a PRC or VSS or on the OVA Screening Disclosure Form?

If there are any incidents noted on the PRC/VSS document or the OVA Screening Disclosure Form the Club must immediately forward the forms to screening@ontariovolleyball.org for review by the Screening Committee. The Screening Committee will make a decision based on the offence and the OVA Screening Policy to see if the individual is allowed to volunteer and/or work within the OVA and its programs. This decision will then be returned to the individual and the OVA Executive Director.