Team Staff Resources
Find all your resources and links for Team Staff Members, including common forms and links for the season plus information on particular team staff roles.
This page is for Managers, Coaches, Trainers, Parent Liaisons and more.
General Requirements for Team Staff
Respect In Sport, Police Check, Etc
Depending on your role as team staff, you may some or all of the following. Note, some of these may be required before you will be offcially rostered to a team.
Respect in Sport - Leaders
Note: Parent Respect in Sport cannot be used in lieu of this course.
Click HERE for the OMHA Respect in Sport page.
(scroll to the near the bottom for links on courses)
Police Records Check for all Volunteers Working with Players
NOTE: A Police Check/vulnerable sector screen, is valid for 3 years. It must be renewed after that. Follow the process below. The steps below are important to follow closely or you may not be rostered!
Step 1. Obtain your police check from Halton Regional Police.
A. Click here for information on Police Checks.
B. Select Vulnerable Sector Screening (PVSC).
C. This is now done online! See hints below.
D. Download your receipt for Step 2 below.
Hints: You are not mailed a police check and it must be downloaded from the Halton Police website used for the process. Watch your email closely for notifications and/or check the website within a couple weeks, as if it is not downloaded within a certain time frame you may have to redo fingerprints etc.
Step 2. **IMPORTANT** Upload the Receipt AND PDF document to OHF (2 step process)
The process for the Vulnerable Sector Checks will be centralized and conducted by the Ontario Hockey Federation (OHF) for all Team Officials and Team Personnel
Eligibility to be Rostered as a Coach or other Team Staff
It is imperative for all Team Officials to ensure their Vulnerable Sector Check is complete to be eligible to programs on and off the ice. This includes a valid Vulnerable Sector Check and the OHF Screening Declaration Form.
Before entering the OHF Screening Submission Portal, please ensure you are ready with the necessary documentation. You will need your:
• Hockey Canada Registry (HCR) Number (from your Hockey Canada Spordle Account); AND
• Completed Vulnerable Sector Check (Police check in PDF) AND OHF Screening Declaration Form (PDF);
OR
• Receipt from payment from application of Vulnerable Sector Check (in PDF form) AND OHF Screening Declaration Form(PDF);
Please Note:
All documents must be in PDF format to be accepted. *For Declaration form put "OMHA" as Member and "Halton Hills Minor Hockey/Halton Hills Ontario" for Association/Clinic Location.*
IF YOU HAVE YOUR HCR NUMBER: Click here to upload your documents.
IF YOU DO NOT HAVE AN HCR NUMBER (contact Wendy Highfield via email)
For full screening process details click this link:Vulnerable Sector Checks/.
Gender Expression
All Team Officials (Coaches, Assistant Coaches, Trainers and Managers) are required to complete Understanding Discrimination based on Gender Identity and Gender Expression and a Guide to the Dressing Room Policy and Confidentiality Statement modules that form the Gender Identity and Expression Course.
These modules are NOT optional and are required to be taken if you are or plan on being a Head Coach, Assistant Coach, Trainer or Manager for any Rep, Select or House League Team. Again, you must take this course.
If you have any questions, please contact your applicable VP of Hockey.
CLICK HERE TO SIGN UP FOR THE COURSE and MORE INFORMATION.
Resource for concussion protocols. Note, Rowan's Law acknowledgement
Manager Resources
Travel Permits
Click on the following links for applicable form required for events outside league play.
Tournaments and Jamborees
Exhibition Games
Team Events
Fundraising
Current Fundraisers
Encourage your team families to support your fundraising initiatives to support your Thunder Teams! Email your other managers to distribute any information to other teams.
General
With fundraising as a requirement to participate in certain activities throughout the season, it is important that we consider the future of Minor Hockey and keep the great sport as affordable as possible for as many as possible. Please click the link below to download and view the Fundraising Policies and Guidelines.
FUNDRAISING POLICIES DOCUMENT
LOGO PERMISSION FORM
Bottle Drives 25/26
Team bottle drives are to be booked through the online Fundraising request form and will be approved on a first-come, first-serve basis.
Our bottle drives are authorized at both the Acton Beer Store and Georgetown location. The Manager in Acton will be given the team and contact names, Managers will be asked to confirm the date with the Acton Manager 2 weeks before their date. The Georgetown location does not require the manager approval. There are other groups requesting times for bottle drive collections as well, there may be dates that are changed. Therefore, you need to ensure you have confirmation of an approved time.
There is no fundraising allowed onsite. There were a few incidences in the past years which we need to avoid. If you are found to be soliciting onsite, you will be asked to leave and lose your time slot.
To assist with the process going smoother and much quicker on your date, please pre-sort bottles into clear bags or boxes (clear glass, vs green glass vs dark glass vs wine and spirits).
Saturdays at 10am sharp are the appointments, unless discussed with Manager at location beforehand;
Ø Request a date for those with teams chosen in Spring
Ø Fall tryout requests can be made and submitted
Ø Select teams can request once teams chosen
Note: ‘Personal’ bottle drives are also permitted with no restrictions on dates (where team members solicit friends and relatives over a period and return the empties themselves with the funds going to the team).
Please note dates must be confirmed with Acton Beer Store Manager as changes could be made during this time. Direct all questions to the Director of Fundraising. The Georgetown location does not have the same policy but requests still need to be submitted.
Policies
Fundraising: HHMH is not a registered charity. HHMH is a non-profit organization that is exempt from corporate federal income tax pursuant to paragraph 149(1)(I) of the Income Tax Act. Any team fundraising efforts should disclose the status of HHMH. HHMH is an association organized to:
- organize, develop and promote minor ice hockey for the youth of the Town of Halton Hills;
- providing opportunity for all eligible individuals to participate in recreational house league ice hockey and to provide community based programs which allow a player to participate in an environment for fun, physical exercise and fair play;
- provide opportunities to further develop and participate in Select and Representative ice hockey to participate at the highest competitive level;
- HHMH shall be operated without the purpose of pecuniary gain to any of the Members and any surplus or accretions of the Association shall be used solely for the purposes of the Association and for the promotion of its objects.
HHMH will not issue charitable donation receipts for any fundraising activities. (Teams may choose to issue receipts for sponsorships of $500 or greater. These are not official tax receipts. They are business expenses.)
Team fundraising events must not represent a Team of HHMH as a charitable organization and no representation can be made regarding the tax deductibility of funds contributed for personal/corporate purposes (with the exception of sponsorships).
All fundraising requests must be submitted to HHMH, Director of Fundraising using the form on the HHMH website.
No fundraising activities are to begin until they are approved by HHMH, Director of Fundraising.
No fundraising activities will be approved until all the teams have concluded the initial parent meetings.
Any fundraising activities that require the use of the HHMH Thunder logo require the additional approval of the HHMH VP, Administration.
All raffles require a license from the Town of Halton Hills. See the document in the GENERAL Section above for further information. Actual alcohol is not permitted to be a raffle prize, as there are no age restrictions for buying raffle tickets and a minor could win the alcohol. Gift cards for alcohol are permitted, as a minor would not be able to 'spend' a gift card for alcohol without proper identification. Alcohol logos are not permitted on raffle tickets.
All communications relating to advertising your fundraising activity to your audience must comply with Canada's Anti Spam Legislation introduced in 2014. See the document in the GENERAL section above for further information.
No HHMH Rep/Adv or Select team may approach sponsors identified by HHMH as a House League Sponsor.
Any team found to be conducting an unauthorized fundraiser will be subjected to penalty
Fundraising is considered a team activity and is not to be tallied individually. All players/parents are expected to participate in team fundraising. Managers reserve the right to request minimum participation (or contribution in lieu thereof) for fundraising activities.
The remaining proceeds of any unused team fundraising up to team budget must be returned equally to parents.
Corporate Donors: Corporate donors should not be referred to as team sponsors. The team sponsor has paid to have their company name on the team Banner or sweater and for the privilege of being called the Team Sponsor. Any team receiving Corporate Donations requires the approval of the HHMH Director of sponsorship under no circumstances will a request be approved if there is a conflict with any HHMH Sponsor. A banner can be produced as a fundraiser to include any corporate Sponsors logos or Information. This banner must include the team sponsors logo/info in the center of the banner.
Procedures
No Fundraising will be approved unless requested via the Fundraising Request Form (below).
Form for 2025-2026
Use of HHMH Logo
The HHMH logo may be used with permission from the VP Administration. To get permission to use the logo use the following form.
Logo Permission Form
Inclement Weather Procedures
Inclement Weather Procedures for Halton Hills Minor Hockey
Halton Hills Minor Hockey (HHMH) takes team safety seriously. In the event of a inclement weather affecting hockey schedules, the following procedures will be used.
The Registrar will cancel games (or a practice) under the following circumstances:
1. When the arena is closed;
2. When roads to the arena are closed;
3. When the other team has contacted the Ice Scheduler to say they aren't coming for safety concerns
HHMH is not in a position to make the call on whether or not a game should be cancelled because it is not safe to drive. Each individual, and by extension each team, needs to take responsibility for making that call themselves.
To assist in making the decision you can check MTO road conditions. As well, you can check The Weather Network
If a team decides they want to cancel a game because they feel it is not safe to drive, then HHMH is never going to override that decision. With that in mind, ensure you are making sure the decision is based on safety and not just convenience. Safety should always be the first priority. . Remember, whether HHMH or the team makes the decision to cancel a game or not, it is the right and responsibility of each individual family to make decisions regarding their own safety.
How to Cancel a Game
If the decision is to cancel due to weather conditions, the Coach or Manager is to contact the HHMH Ice Scheduler. There is no set timeframe in making the decision to cancel a game. Weather conditions can change dramatically within a couple of hours. The key is to keep the lines of communication open. If a team is considering this action, please contact the HHMH Ice Scheduler as early as possible.
The HHMH Ice Scheduler will coordinate with the opposing team's association. Coaches or Manager are not to contact the opposing team directly. Coordinating through our Ice Scheduler ensures that all required parties (Referees, Teams, Arenas) are properly notified.
If a Game is Cancelled
When any opposing team's association contacts the HHMH Ice Schedular to inform them that a game is cancelled, the HHMH Coach and applicable Manager will be contacted via e-mail. Further, dependent on access to a computer, the game will be marked as cancelled on the Association's Calendar.
All team members are encouraged to subscribe to the Team Calendar and notifications on the website. This will provide an e-mail or text notification if any game/practice is cancelled via the website.
The game will be rescheduled as soon as the two affected Associations can work out a date.
Ice Scheduler Contact
Geraldine Hardcastle
Ice Scheduler/Registrar
[email protected]
(905) 873-1600
Trainer Resources
General Info
General
Thanks for volunteering for being a Trainer. All resources to help you with your important job should be found here. If you have any suggestions, or have any questions please contact us (including broken links etc) at: [email protected]
Words to Remember
As a Hockey Trainer, your primary responsibility is to ensure that safety is the first priority at all times during all hockey-related activities, both on and of the ice. You must play a leadership role in enhancing the safety of players and all others involved with Halton Hills Minor Hockey.
OMHA Equipment Reminders
Click here for OMHA reminders on Equipment Required, including emphasis on helmet fit, mouthguard, neck guard and danglers
Training Manual & Kit
Trainer Manual
The following link will download a PDF document which is Revision 2 of the Trainers Manual for HHMH:
Trainer Handbook Revision 2 - Sept 1, 2022
Trainer Kit
Suggestions for your Trainer Kit include:
1. First Aid Kit (click here for min contents- source: Safety Requires Teamwork Manual)
2. Hard Copies of all players and Team Officials Medical Information Sheets
3. Emergency Action Plans (EAPs)
4. Padlock for dressing rooms
5. Sharpening Stone
6. Small Repair Kit
7. Tape
8. Small clean towels
9. Ziploc bags (great of keeping ice, teeth, etc)- Note: small frozen towel in a ziploc works great for wrapping around an injury.
10. Hand sanitizer and extra gloves (non latex)
11. Extra mouth guard and neck guard
Reporting Injuries
Reporting Injuries
Use the online form, when filled out, will go directly to the Head Trainer. Once reviewed, you will receive a response if any further action is required on your part. See link below for the form.
Online Injury Reporting Process
Below is a graphic showing the process for an injured player (can be found in the Trainer Manual):
Questions on the process? Email our Head Trainer, Dan Budgell.
Online Form
Click this button to fill out the online Injury Log form. This form is not to be used if there is a suspected case of any infectious disease and a participant was removed. You can bookmark the form as well for quick access. It is based on the paper Injury Log form. Below is the paper form for use on the bench, etc. but then submit any injuries via the online form.
If any further action is required, you will receive an email from the Head Trainer with directions on what is required next.
Become a Trainer
Trainer Education
Click the above link for more information if you want to be a trainer. You must complete the online course before being rostered officially as a Traininer.
The same link can be used to access the courses.
Arena Maps
Halton Hills Arena Maps
Mold Masters Sportsplex
Acton Arena
Trainer Resources *
Excellent resource for everything Trainer, including all forms you may need!
Includes information on Education, Manuals, Forms, Rowan's Law and Concussion Awareness, etc. A must view for any new or returning Trainer.