Regulation VIII – Coaches and Managers

Criminal Record Checks – Registered Team Officials: ANNUAL REQUIREMENT


2024-25 SEASON CRC DEADLINE - NOVEMBER 20, 2024 - MUST SUBMIT TO your HOME ZONE. 

** note: cosc submission deadline is november 1, 2024 for all u18aaa, saah and u15a city-wide registered team officials - submission to smha office **

Each hockey season, all registered team officials age 18 & older (registered by SMHA in the Hockey Canada Database) are responsible for providing a current Criminal Occurrence Security Check (COSC) that has provided the Police consent to do a search within the vulnerable sector (dealing with minors).

NEW ONLINE PROCESS 2024-25:

It’s finally here – no more business hours, waiting in line or paying for parking at the SPS station! 

The only method for obtaining your CRC for 2024-25 is online.
If unable to, please contact the SMHA office at 306-244-1363.

Instructions below for all SMHA teams:

  1. Apply via the Saskatoon Police Service website and choose APPLY ONLINE https://saskatoonpolice.ca/recordcheck/

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  1. If you are not a resident of the City of Saskatoon, you must go through the RCMP.  Please contact Kelly Boes at SMHA if you are applying for a CRC through the RCMP – kellyboes@sasktel.net      Message from SPS:

Please note: You must be a resident of the City of Saskatoon in order to apply through this Police Service. Making a false statement - such as a non-resident declaring a local address at which they do not currently reside - will result in the discontinuation of application processing and the forfeiture of all monies paid.
Please note: As of April 1, 2018 we can no longer run Criminal Record Checks for Rural Route Saskatoon addresses. You must be a resident of the city of Saskatoon in order for us to process your check with a civic street address. Please attend to the agency that polices your area:

  • RR: 1, 2, 3, 4, 7: Warman RCMP, Delisle RCMP, Martensville RCMP
  • RR: 5, 6, 8, 9: Saskatoon RCMP

Please contact these agencies for their hours of operation.

  1. There is an online processing fee of $9.95 + GST.  This fee will be reimbursed to coaches by zones at the end of the 2024-25 season. Message from SPS:

In order to use the online solution, a $9.95 processing / authentication fee will be added to the price of each check. This covers the cost of processing the web application and authentication with a licenced consumer credit reporting agency.


  1. If you do not have an account established with SPS, please click the REGISTER FOR AN ACCOUNT box.

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REGISTRATION ACCOUNT APPLICATION:

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  1. Once your account is set up, choose the COACHING (invoice required) CRC application (SMHA will be listed as an example organization) and not the Volunteer Coach option.

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  1. Be sure that you are applying for a Criminal Record Check with Vulnerable Sector (CRC-VS). SMHA will be invoiced $10.00 for all coach CRC-VS completed. You do not pay for the actual CRC – just the online processing fee noted above.

  2. ** You will need to upload the SMHA CRC authorization letter on SMHA letterhead you received from your zone. 

BE SURE TO COMPLETE THE AUTHORIZATION LETTER COMPLETELY BEFORE SCANNING IT OR TAKING A PHOTO OF IT TO UPLOAD.    


  1.  Once you receive a confirmation email from SPS that your CRC background check has been completed, you will be instructed on the process of how to download the document in PDF form.  Note: you will have access to download for 30 days after receipt of the completed CRC. Please download and save the CRC PDF so you can share it with the Executive member from your zone designated to collect the CRC’s.


  1. The download will be password protected – even when it is saved by you.  Therefore, when you send your PDF CRC by email as an attachment, YOU MUST INCLUDE THE PASSWORD IN THE BODY OF THE EMAIL so the receiver can open the attachment.


  1. If you are a registered team official in more than one zone within SMHA, you must provide the CRC to each zone that you are registered to a team with. Please follow the instructions in #8 & #9 above to send your completed CRC to each zone you are with.


REMINDER OF THE DEADLINES TO SUBMIT CRC’S TO YOUR ZONE OR ORGANIZATION:

NOVEMBER 1, 2024 – U18AAA, SAAH U13, U15, U16, U18 & City-Wide U15A

  • Completed CRC letter due by email to SMHA office by November 1, 2024 -send by email to smha@sasktel.net

NOVEMBER 20, 2024 – Zone Deadline - All other teams not in the above leagues

  • Completed CRC letter due by email to your home zone (collector designated by your zone) by November 20, 2024.


Note: Processing of online CRC applications by SPS can take up to five (5) days at busy times so please complete the online CRC application in advance of the above submission deadlines.


Thank you for your cooperation. 

Please contact your designated zone CRC contact or Zone Commissioner with any questions.
If you still require assistance, contact the Saskatoon Police Service Criminal Records Check Division at (306) 975-8305 or by email at recordcheck@police.saskatoon.sk.ca


Thank you for coaching and have a great season!



SASKATOON MINOR HOCKEY ASSOCIATION
306-244-1363
smha@sasktel.net


NOTE: An original COSC letter dated May 1, 2024 or later may be submitted to your zone instead of going through the above steps.  Example: you may have had a COSC completed for your employment or for another organization that you volunteer with.

 *** Unregistered guest coaches such as skills coaches, power skating instructors, goaltender coaches, etc. must have submitted an original version to SMHA of a clean criminal record check including the vulnerable sector search that is dated May 1, 2024 or later.  It is each team management’s responsibility to request proof of a clean COSC from guest coaches. 

Note: Please keep a copy of the letter from the Police Service for your records should you require it for other organizations.

Registered team officials who do not submit their original completed COSC letter to their zone by NOVEMBER 20, 2024 will be IMMEDIATELY INELIGIBLE TO BE AN ACTIVE TEAM OFFICIAL until a COSC letter is submitted to their zone. The team official will also be subject to a $50.00 fine by their home zone.  Funds from fines collected will be directed for use in player financial assistance.

Zones will destroy all COSC correspondence and letters at the conclusion of each season - please keep a copy of your letter for your own records or for use with another organization.

  • Approved by SMHA Board of Directors May 5, 2014; updated October 6, 2014; August 25, 2015, September 7, 2016, February 6, 2023 & September 16, 2024