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Regulation VIII – Coaches and Managers
Criminal Record Checks – Registered Team Officials: ANNUAL REQUIREMENT
** NOTE: IT IS A MANDATORY REQUIREMENT BY SASKATOON POLICE SERVICE FOR RECEIPT OF ORIGINAL COSC LETTERS ONLY - SCANS OR FAXES NOT PERMITTED
2023-24 SEASON CRC DEADLINE - NOVEMBER 20, 2023 - MUST SUBMIT TO HOME ZONE
Each hockey season, all registered team officials (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).
Process:
Registered team officials will obtain an original authorization letter from their Zone Commissioner or designate authorizing the individual to obtain a COSC as a registered team official with SMHA. The registered team official will submit the authorization letter along with their completed COSC application to the Saskatoon Police Service.
The authorization letter must be an original letter on SMHA letterhead signed in blue ink by the SMHA Executive Director. Submitting the letter with the COSC application will ensure that the SMHA is charged and invoiced for the non-profit / amateur sports sector rate of $10.00 per COSC.
The registered team official will submit both the letter and the COSC application to the Saskatoon Police Service. The Criminal Record Checks office is open from 8:00am - 4:00pm, Monday to Friday. The Saskatoon Police Service will invoice SMHA for all COSC completed for SMHA team officials. SMHA will then invoice all zones for their applicable team officials.
All registered team officials must submit the ORIGINAL COSC letter they will receive back from the Police Service to their Zone Commissioner or designate no later than NOVEMBER 20, 2023. If you are a team official on another SMHA team, only one COSC must be completed. Please provide the original COSC letter to one zone and a copy of your COSC letter to the other zone if you are listed in two zones. On the copied form, please indicate to which zone that the original letter has been submitted to.
NOTE: An original COSC letter dated May 1, 2023 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, 2023 or later. It is 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, 2023 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
