October 27, 2021

Vaccine Verification Screening Process for Players & Team Staff

This is in response to HEO’s announcement on Sept. 27th.

Whose vaccine status needs to be verified?

All players born before and including 2009 as well as all volunteers (coaches, trainers, managers, treasurer, safety officer, and so on) must have their vaccine status verified. At present, this policy does not apply to players born after 2009 but may be subject to change at any time.

When does this need to be completed?

ASAP. Ideally at your team’s next ice time or team event.

How do you verify?

The team’s Safety Officer (SO) (or Team Manager (TM), where no SO is currently in place) will complete this.

SO or TM is to complete the “NMHA – Covid Vaccine Verification Team Tracking Sheet”. Please refer to the “forms” page in the Safety Officer section of the NMHA website.

Once all players and staff have been verified, the Tracking Sheet is to be dated, signed, and then scanned and emailed to, Director of Risk and Safety: risk.safety@nepeanminorhockey.ca

A picture can be emailed as well, provided: 1) the picture is of the entire sheet 2) the entire sheet is captured on one picture only and 3) the size of the picture is at least 2 MB in size.

DO NOT SUBMIT YOUR SHEET UNTIL ALL PLAYERS AND STAFF HAVE BEEN VERIFIED.

How do you access the NMHA – Covid Vaccine Verification Team Tracking Sheet?

The “NMHA – Covid Vaccine Verification Team Tracking Sheet” is available on the “forms” page in the Safety Officer section of the NMHA website.

Please print the sheet and place a “checkmark” in the “Vaccine Proof Met” box beside everyone’s names, as their vaccine status is verified. Note the SO is required to initial after each verification, as well as sign and date the sheet, but only once everyone has been verified.

Safety Officer cannot verify themselves. It is recommended the team trainer verify the S.O., or the team manager, or another S.O. if there is one.

Our team has players that are born after 2009. Do we add them to the tracking sheet?

If you have players that are not eligible to be vaccinated due to their age, you can do one of two things. You can 1) add them to the sheet and write N/A under the “vaccine proof met” column OR 2) leave them off the tracking sheet.

Does the SO screen on and off-ice officials?

NO. Screening on and off-ice officials for their vaccine status is NOT the responsibility of the SO, nor any of the team staff.

Can a SO / Team use a different verification sheet?

NO. You must use the NMHA – Covid Vaccine Verification Team Tracking Sheet. No other format will be accepted.

Does the SO need to keep a copy of the vaccine receipts?

NO. Do NOT keep copies of vaccine receipts. Completing the NMHA – Covid Vaccine Verification Team Tracking Sheet is the only requirement, at this time.

How many times must a player / staff be verified?

Players and Team Staff only need to be verified once.

Once they have been signed off on the tracking sheet, they do not need to be checked again, unless asked by the City or Health Officials.

What does the SO do with the sheet once completed?

Once all players and staff have been verified, the Tracking Sheet is to be dated, signed and then scanned and emailed to, Director of Risk and Safety: risk.safety@nepeanminorhockey.ca

A picture can be emailed as well, provided: 1) the picture is of the entire sheet 2) the entire sheet is captured on one picture only and 3) the size of the picture is at least 2 MB in size.

DO NOT SUBMIT YOUR SHEET UNTIL ALL PLAYERS AND STAFF HAVE BEEN VERIFIED.

What about screening spectators?

The screening of spectators remains a separate process and is not part of the team verification. Please refer to the “Vaccine Verification Screening Process for SPECTATORS”.

What does the safety officer need to see to verify vaccine requirements?

Validation of vaccination will be based on two key identifiers:

  1. Name of the identification holder; and
  2. Date of birth.
    1. Photo identification is not required.
  3. Match the name and the date of birth of the patron listed on the vaccination receipt against the name and date of birth on a piece of identification.
  4. Verify the vaccine receipt is either (a) an Ontario receipt issued at the time of vaccination or any format of receipt downloaded from Ontario.ca that shows the holder is fully vaccinated against COVID-19 (b) a receipt signed by an Indigenous Health Provider, or (c) a receipt from another jurisdiction that shows the holder is fully vaccinated against COVID-19.
  5. Verify the receipt indicates the holder is fully vaccinated. (2nd dose)
  6. Verify that the date of administration of the final shot in the series is at least fourteen days prior to the date the patron is seeking access to the business or organization.

Validation of identification is considered to have been completed/successful when the name and date of birth of the presenter of the vaccination receipt and the name and date of birth on the identification document match. If the name and date of birth on both documents do not match, the individual will not be allowed to enter the business or organization.

What type of ID is acceptable?

Examples of identification documents that may be used to confirm the identity of the holder of the vaccine receipt include:

  • Birth certificate
  • Citizenship card
  • Driver’s license
  • Government (Ontario or other) issued identification card, including the Ontario Health Card
  • Indian Status Card /Indigenous Membership Card
  • Passport
  • Permanent Resident card

What type of Vaccine Receipt is acceptable?

Any of the following vaccine receipts are acceptable, provided the receipt indicates the person is fully vaccinated (ie. 2nd dose):

  1. receipt provided on side at the time of receiving the vaccine
  2. Email version
  3. Downloaded copy or printed copy from the Covid-19 Vaccination Provincial Portal
  4. Obtained from the Provincial Vaccine Booking Line at 1-833-943-3900 5) Vaccination receipt in iPhone Wallets, via https://grassroots.vaccine-ontario.ca/

Are there any vaccine exemptions?

HEO will comply with the Province of Ontario’s current legislation and will provide an accommodation to any Affected Person who is unable to be vaccinated for substantiated medical reasons (Medical Exemptions to COVID-19 Vaccination Guidance).

If an Affected Person cannot provide HEO or their Association/District/League/Team with satisfactory evidence of vaccination, the following may be taken into consideration by exemption only:

  • The Affected Person’s reason for not being vaccinated; and
  • Documentation to substantiate a medical exemption.

Any Affected Person requiring accommodation must provide HEO with documentation to substantiate their reason for not being vaccinated. Refer to Appendix A, as applicable. Where accommodation is not possible, the Affected Person will not be permitted to be involved in any Sanctioned Activity for the duration of the pandemic or until such time that COVID-19 no longer poses a significant public health risk.

HEO reserves the right to have medical documentation reviewed by an HEO-designated medical professional.

Any Affected Person who is granted an accommodation must undergo regular COVID-19 testing, (at their own cost and expense) and must provide evidence to their Association/District/League/Team, as applicable and as requested, of a negative test taken not more than 48 hours prior to each Sanctioned Activity.