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Screening

The OVA requires mandatory Police Vulnerable Sector Screening (VSS) checks for all individuals in leadership roles who work directly with athletes. This includes all Staff, Directors, Chairs, Coaches, Managers, Referees, Chaperones and persons who manage finances.

Screening of personnel and volunteers is an important part of providing a safe sporting environment and has become a common practice among sport organizations that provide programs and services to the community.  The OVA is responsible at law, to do everything reasonable to provide a safe and secure environment for participants in its programs, activities and events.  The OVA takes very seriously, and is committed to, fulfilling the duty of care it owes to its members.  

The OVA requires each person to submit a VSS once every three (3) years from the date of completion (as stamped by the police department), upon which time you must submit a new one. Each person is also required to submit a copy of the OVA Screening Disclosure Form on an annual basis.

Download the OVA Screening Policy and OVA Screening Disclosure Form below:

To obtain your 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.   Please note that a VSS must be completed in the city/town in which you reside regardless of where you work/coach.


Residents Specific Directions

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

Peel Region

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:

Kelvin Cheng

Operations Coordinator

Phone: 416-426-7233

Toronto

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.

York Region

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 & Kitchener-Waterloo Regions

Please contact screening@ontariovolleyball.org office 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.


Frequently Asked Questions

What are the steps for Clubs to screen their coaches?

  • Club Coaches can visit their local Police Department website for information on what paperwork and procedures have to be completed.
  • The designated Club Contact will receive and review their Club Coaches PRCs & VSSs or Declaration on a yearly basis.
  • The Club Contact will email the OVA a list of all of their coaches that have completed the Screening Process - Club Coaches are not to send their PRC or VSS directly to the OVA.

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 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 check completed in order to coach/officiate with us.  

We also require new police checks 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 check 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  kcheng@ontariovolleyball.org or via fax to 416-426-7109.

Club Coaches - 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.

What happens if there is a positive result on a PRC or VSS?

If there is a positive result, the OVA Club Contact is to blank out the person's name and forward the PRC/VSS to the OVA Executive Director. At this time, the Executive Director will forward the positive PRC/VSS to the Screening Committee for review. The Screening Committee will make a decision based on the offence and OVA Screening policy to see if the Coach is allowed to volunteer within the OVA. This decision will be then returned to the Executive Director and Club Contact.

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