Vaccine Verification Screening Process for Spectators

As of Sept. 21, 2021, the city of Ottawa requires the NMHA to screen all spectators (aged 12 and up) for vaccine requirements prior to them entering the building.

Who needs to be screened?

All spectators aged 12 and up need to be screened for vaccine confirmation.

How does the Safety Officer complete this?

BEFORE the Safety Officer (SO) starts this screening process, it is strongly recommended the SO speaks with an arena staff member to confirm this process as they might vary from arena to arena. In the event the arena’s process differs from the one outlined here, then the arena’s process will take precedence.

Safety officer should be screening for vaccine confirmation when screening for COVID questionnaire completion, prior to spectators entering the facility.

To assist with this process, the NMHA does have a “Building Entry and Exit protocol”. Please refer to the NMHA Covid Safety Protocols for further details about the building entry and exit policy. SO may need to educate their team, players, staff and spectators about the building entry and exit policy.

A complimentary and fillable “NMHA – COVID Check – Team Tracking Sheet” is available for the SOs to use to assist with this process. This can be found under “forms” within the Safety Officer section of the NMHA website.

Sign the City of Ottawa Daily Vaccination Control Sheet

Safety Officers must sign-in with City of Ottawa on the daily vaccination control sheet and SO is required to provide their name and phone number.

By signing, the SO is acknowledging they have reviewed and confirmed their team’s spectators’ vaccine requirements.

If the SO has already screened a spectator before, do they need to be screened again?

The vaccine screening process does need to be completed each time for NEW spectators.

For spectators that have already been screened at a past event and for which the SO has retained a tracking sheet to verify this, then there is no need to screen the spectator again.

HOWEVER, if the spectator is new and/or the safety officer does not recall if they have previously verified the spectator, then the spectator will need to be screened and verified.

Note: City Official / Staff and/or Public Health Officer could request proof from the spectator, even if previously verified by the SO. Therefore, it is strongly recommended spectators always carry proof on themselves.

Does a safety officer need to keep proof of vaccine fulfillment?

NO. Do NOT make any copies or take paper copies of vaccine fulfillment. This verification process is a visual one. However, the Safety Officer should retain a tracking sheet, such as the complimentary “NMHA – COVID Check – Team Tracking Sheet”.

The SO has completed the NMHA – Covid Check – Team Tracking Sheet, now what?

SO keeps the tracking sheet for 31 days. The form does NOT need to be submitted to the NMHA, but it should be kept safely by the SO for 31 days before it can be destroyed.

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 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 that the receipt shows that the holder is fully vaccinated.
  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.

Please refer to pages 8 & 9 of the attached “Proof of Vaccination Guidance for Businesses and Organizations under the Reopening Ontario Act“.

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

Please refer to pages 8 & 9 of the attached ” Proof of Vaccination Guidance for Businesses and Organizations under the Reopening Ontario Act “.

What type of Vaccine Receipt is acceptable?

*From September 22 to October 22*

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

What if one is vaccinated outside of Ontario?

Spectators who are visitors to Ontario will be required to show proof of being fully vaccinated against COVID-19 and proof of identification to enter the facility, as specified in O. Reg. 364/20 (unless they qualify for an exemption).

Proof of vaccination will be accepted if the person’s name and date of birth on their identification document matches the vaccination receipt with the name and date of birth and if the person is fully vaccinated.

Are there any vaccine exemptions?

Please refer to pages 4, 5 & 6 of the attached ” Proof of Vaccination Guidance for Businesses and Organizations under the Reopening Ontario Act “.

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