Updates in progress for the 2025-26 season.

A note on the HCR 3.0.  You must create a Spordle ACCOUNT and LINK your player(s) PROFILE(S) in order to register them. If you are VOLUNTEERING, you must also LINK your OWN PROFILE to your spordle ACCOUNT. HCR ACCOUNT HELP

• Having trouble creating an HCR 3.0 account or profile? Click HERE.

Age Divisions

Affiliation Chart - Updated 2023-24

Apparel

Bank Account Letter

MEI Budget Template 2025-2026 Season

Certification

Coaching roles

Executive Contacts

Exhibition Games

Fair Play Contracts 

First Aid Kits

Hockey Canada Forms (Downloads and Resources)

Fundraising

Female Hockey Regulation F2.11 Game Protocol and Regulation Two - Competition 

GrayJay Tips Creating team rosters: This is being done for you by the Web Admin

Green Armband Initiative DWMHA

HCR 3.0

Hockey Canada

Hockey Canada Sanctioning Guidelines

Hockey Nova Scotia

Ice you cannot use?

Injuries & Emergencies

Jersey Care and Keeping

Levels of Play

MEIFHA Policies and Procedures Manual

NS Female Hockey League

Permits will be issued in the HCR. Managers must be officially rostered to have access.

Rink Protocols & Policies

Rostering Form for Team Staff 2025-26

Schedules

Sessonal_Structure_Aug_2025

Subscribe to your GrayJay Calendar

Suspension

Tournaments

U7 U9 Introductiry Information

Venues

Choose a Team Manager:  

The Team Manager is selected by the Coach based on experience, leadership ability and fit with the coaching team and the parent group.  The Manager works with the coaches to appoint parents to other positions such as team Treasurer, Fundraising Coordinator, etc.. The Manager is the first person any team parent approaches with any team or player concerns. The Manager will then communicate those concerns to the coaching staff. Parents should not contact the coaches directly regarding team concerns, unless the safety of players is at stake.

• • Review the Coach/Manager Duties & Responsibilities & the MEIFHA Policies & Procedures  posted on MEIFHA GrayJay©
  • Ensure you have an HCR 3.0 (spordle) account and an HCR (Hockey Canada Registry) sport profile.  Linking your account to your profile as a member is the first step to seeing your qualifications and being able to register for courses and clinics. You will also need access to your HCR profile in order to acquire Travel & Exhibiton permits through the HCR. Please note: You must be rostered as the team manager in order to have access to apply for permits.
  • Email webadmin@metroeastinferno.ca to get your username and password to access your team GrayJay site.
  • Submit Hockey Canada ID (HCR#), position and contact info for all team staff LINK TO ROSTERING FORM
  • Request your email ice@metroeastinferno.ca be added to the MEIFHA WhatsApp group for ice sales.
  • Work with your coaching staff to find a Treasurer (role description).
  • Set-up an Account Letter
  • The webadmin will upload your roster to GrayJay. Once complete, you can add jersey numbers and email your team.

Team Staff Meeting (Coaches, Manager & Treasurer):

• • Discuss tournament intentions & desire for extra practice ice or gym time
  • Discuss team equipment requirements (coaching supplies, first-aid kit (Who will have this at the rink for every practice or game?), etc.. Contact risk@metroeastinferno.ca if you need a first aid kit.
  • Develop an Emergency Action Plan
  • Devise a communication plan with coaches & parents (typically email addresses, perhaps a Team Management App such Team Snap, Team App, etc.). We strongly encourage you to maintain your GrayJay schedule as this is referenced by our ice scheduler.
  • Rough out a budget (MEIFHA Budget Template & Policy #20.0)
  • Determine the parental contribution required
  • Discuss Team Rules & Expectations including Fair PLay Contracts, which all must sign.
  • Discuss team clothing requirements (socks/name bars/ team apparel expectations)
  • Schedule & plan the agenda for the Team Meeting

Team Meeting (All Team Staff & Parents):

• • Establish Team Rules & Expectations
  • Initiate the Team Communication Plan
  • Provide a team contact list to parents (with their approval) or include info in your App, if you choose to use one
  • Discuss & Approve Tournament & extra practice plans. PLEASE NOTE: Do NOT book hotels for Provincial Tournaments. HNS is booking rooms for all qualifying teams, so individual bookings interfere with this process. Thank you from HNS and the Female Council.
  • Discuss & Approve the Team Budget
  • Discuss & Approve Fundraising plans. Please see Policy #20.0 of the MEIFHA Policy & Procedures Manual.

Collect Forms & Parental Contributions:

• • Seed money (parental contribution)

  • Jersey Deposit Cheques of $100 to MEIHFA, Dated April 30th of the following year.  Contact our equipment manager at equipment@metroeastinferno.ca to arrange jersey pick-up. 

    Don't forget to email in your player roster once jerseys are assigned!

  • Hockey Canada Medical History/Parental Consent Forms: These are kept in your Manager's Binder, at the rink, available at all times
  • Fair Play Contracts Player/Parent/Coach: returning to paper copies 2025-26.
  • Attend the Coach/Manager/Treasurer Meeting held in October of each season.

And seek other volunteers such as:

• • Apparel Coordinator (short-term, start of season only, may not be required due to online order form)
  • Any and ALL use of the MEIFHA name and/or logo other than banners and sale items listed through Cleve's Source for Sports MUST be approved the the MEIFHA Board. Email requests to equipment@metroeastinferno.ca
  • Female Dressing Room Chaperones or Den Mothers (4-6)
  • Fundraising Coordinator
  • Ice Coordinator - email ice@metroeastinferno.ca
  • Jersey Carriers - MEIFHA requires jersey carriers, ideally two. Manager arranges jersey pick-up and return Jersey Return Checklist. It should be clearly communicated to all team members that jerseys are to be washed regularly and HUNG TO DRY as the dryer will remove the name bar letters and may melt bars onto the jersey which will forfeit deposit cheques.
  • Seamstress/ Volunteer for sewing on name & sponsor bars, 'C's & 'A's (loose zigzag or by hand only please) Jersey Care & Keeping.
  • Team Photo Coordinator - someone to liaise with a photographer, if applicable
  • Tournament Coordinator
  • Website Administrator

• Coaching/Volunteer Requirements
• HCR 3.0 Linking accounts to profiles and viewing qualifications (The trick here is to 'link' your new HCR/Spordle account to your HCR sport profile, for some, once known as your ehockey profile)
• When a staff member is assigned to an official roster, Critical Waivers will require completion in the HCR.
• The Shift Forward is replacing HNS Respect in Sport for Activity Leaders and Speakout 2025-26. This only has to be completed once. Fee is $25 2025-26.
• Hockey Canada Safety will replace the HU-Safety Course and will require recertification every three years. This is required for ALL team staff (coaches/manager/safety rep) except at C - one approved staff member only is required at C.
• Clinic Schedule  (Sign-up for these through HCR 3.0 : How to register for a clinic)
• At least one (1) approved on-ice bench staff member is required to have CSA Basic First Aid (often call Emergency First Aid by providers), CPR (Level C) and AED certification. This volunteer must be on the ice at all times and present for all team events and activities. Email certification to info@hockeynovascotia.ca with your full name, DOB and hockey association. MEIFHA has provided First Aid training courses for volunteers. Contact your risk coordinator to inquire.
• Coach and Volunteer HNS Volunteer Screening
• Criminal Record Check (CRC) and Vulnerable Sector Check (VSC) - $30 2025-26
  • Please see below for CRC and VSC procedures for coaches/trainers/on-ice helpers/managers/dressing room chaperones.

Do I have a valid CRC and VSC?

• • CRCs and VSCs are acceptable to be shared with HNS if completed anytime within the last 6 months. CRC and VSC are valid for 3 years, once recorded in the HCR 3.0 database, so check your profile.

How do I obtain a CRC and VSC?

• • CRC and VSC (coach/trainer/on-ice helper/manager/chaperone): Contact the Risk Management Coordinator (risk@metroeastinferno.ca) and request an invitation. If you skip this step you may not request the correct checks.
    • Please do not do both the CRC and VSC at different times as you will be charged twice.
    • CRC with VSC option in mybackcheck: Applicant Paid-Canadian Criminal Record Check w Local Police Info
  • For in-person checks at local RCMP offices, here is a letter from HNS requesting the CRC and VSC: Click here.

I have a completed CRC and VSC, who should I give it to and how?

• • Sharing checks from mybackcheck: SHARE DROPDOWN: Metro East Inferno Female Hockey Club - Headquarters
  • Physical copy: Contact Risk Management Coordinator (risk@metroeastinferno.ca).
    • NOTE:  Do NOT share with HNS through mybackcheck as they will not be able to access it.
    • Remember: Completed CRC (and VSC) can be shared with various groups that you volunteer with.

Questions? Contact MEIFHA Risk Management Coordinator: Amanda Hall risk@metroeastinferno.ca

• Parent Helper: Someone who is listed on the official team roster and is used for assistance with the Two Deep Policy in the dressing room before and after games. Parent Helpers require the Shift Forward (formerly Respect in Sport or Speakout) program and a Criminal Record Check (with the Vulnerable Sector Check)
• On-Ice Volunteer: Someone who only assists on-ice during practices. These people require all the same qualifications as any other coach on the team. It is recommended to list them as an assistant coach in case they are required on the bench at some time. Registered players that help with younger age groups on the ice can do so through our On-Ice Helper Policy. These players are not required to be on the team list of the team they help out with. However, they are not permitted on the bench during games.
• Bench staff must be at least 16 years of age. To be on the bench, they would require The Shift Forward (formerly Respect in Sport Coach Level) and Hockey Canada Safety (formerly HU-Safety) if required for the level they are on the bench.
• Trainers: Trainers are not permitted on the ice for practice other than to tend to an injured player. Teams may list more than one (1) trainer although only one (1) trainer is permitted on the bench in any game.

Managers assist coaching staff in arranging exhibition games. If you are new to the process, you may reach out to a coordinator for advice, but games are arranged between teams and NOT by our ice coordinator. The following guidelines apply to HOME games ONLY, as your opponent will be responsible for arranging scheduling ice and officials for AWAY games.

When can my team host an exhibition game or play one against someone else?

Anytime you do not have a league game scheduled. You will not be granted an exhibition permit if you have league game conflicts. You should also be advised that if you have a practice conflict with a scheduled away exhibition game, it is your responsibility to arrange a sale or trade of your ice-time, preferably within MEIFHA. 

How do I get an ice-time?

We strongly encourage the use of existing assigned practice times or arranging to buy or trade ice offered through the MEIFHA WhatsApp Ice Group before working directly with the rinks to buy ice. You may also request ice directly from the MEIFHA Ice Coordinator (ice@metroeastinferno.ca) but all requests for ice and exhibition games must be completed a miniumum of 2 weeks in advance. Why 2 weeks? Two weeks notice is required for assignment of officials. 

I have ice. How do I get my game uploaded to GrayJay?

DO NOT UPLOAD GAMES INTO GRAYJAY YOURSELF. Email ice@metroeastinferno.ca with date, time, venue and home/away teams to request the game be uploaded to GrayJay. 

Do I need to arrange or pay for officials?

Once a game appears in GrayJay, our Referee-In-Charge will be able to assign your officials (Referee, Linesmen & Timekeeper) for HOME exhibition games. You should also contact Referee in Charge: Glen Boyce and John Boutin through emails Assignor@whalers.org and referee-in-chief@whalers.org, once a game is uploaded in GrayJay to make sure they are aware of the added game. Include the game number (from GrayJay), time, venue and team names with division. (A minimum of 2 weeks notice is required from the time a game is uploaded to GrayJay). Fees for officials and timekeepers will be billed directly to your team bill through the association. HNS Officiating Rates (not yet published for 2025-2026).

Final Steps:

Managers must apply for Exhibition Game Permits through the HCR 3.0, ensure the permit number is written on the game sheet (if you use one) or input into GrayJay where possible. Remember, you will not get a permit if you have league games scheduled.

• In the event that an injured players is transported to the hospital without the presence of his/her parent, the Manager must ensure a responsible adult accompies the player, with the necessary player medical information form and an Injury Report Form available for completion by the attending physician.
• Be aware of emergency procedures at the home and away rinks, keeping handy the phone numbers for ambulances and other emergency service.  Your team MUST have a first aid kit
• Hockey Canada Emergency Action Plan
• Ensure the injury report form is filled out and delivered to the Treasurer as soon as possible anytime a player/coach sustains an injury. This should be done in conjunction with the coaches as necessary. 
• Complete the HC Team Injury Log
• Hockey Canada Concussion policy and procedures
• Hockey Canada Concussion Card
• Hockey Nova Scotia IMPORTANT Guidelines for injured/inactive players who wish to be on the bench during games.

• All Manager(s), Treasurer, Coaches, On-Ice Helpers, Safety Reps & Dressing Room Monitors must be submitted to the Association as part of the process of creating your official Team Roster. A link to a Google Form has been circulated, posted on the website as a news article and may be requested from vpadmin@metroeastinferno.ca. Please include HOCKEY CANADA ID NUMBERS whenever possible and updated email contact information for all staff.  Volunteers & Coaches can find their Hockey ID numbers in their HCR 3.0 profiles.  Don't forget, HCR spordle accounts must be linked to your HCR sport profiles, in order to view qualifications and register for courses. See help links under coach/volunteer certifications above.
• Submissions for rostering should be completed ASAP with a deadline of October 31st
• When a staff member is assigned to an official roster, Critical Waivers will require completion in the HCR
• Obtain your newly updated Official Team Roster from the Registrar
• Confirm that all coaches, volunteer staff & parents have their certifcation up to date and filed with HNS by December 1st (including yourself). Questions? Contact risk@metroeastinferno.ca
• MEIFHA will cover the cost of insurance for a limited number of staff members per team. Additional staff insurance will be charged to team bills. The going insurance rate per volunteer/player in 2025-26 is $84.91.

Please take note that Zatzman Sportsplex and Cole Harbour Place both have 30 minutes dressing room policies

• Zatzman Sportsplex, Cole Harbour Place

• A suspension during any game, contact risk@metroeastinferno.ca immediately following the game
• Include Division, Team Name, Game Time, Opposing Team and Location, (game number if you know it)
• The MEIFHA Risk Management Coordinator will then advise you about how to proceed
• HNS Code of Discipline and Minimum Suspensions: Updated February 2023
• Minor Female Minimum Suspension Guidelines June 2025

• Get access to your team GrayJay account by emailing the Website Administrator wedadmin@metroeastinferno.ca
• Maintain an updated practice/ exhibition/ tournament/ events schedule in your team MEIFHA GrayJay site (or delegate to your team Website Administrator).  League games will populate automatically from the NSFHL website. Please note, our Ice Scheduler references your team's GrayJay calendar when trying to adjust schedules so it is in your team's best interest to keep your entire schedule up to date in GrayJay. MEIFHA Subscribe to your GrayJay Calendar
• Scrutinize your league game schedule regularily and anticipate changes as early as possible.
• Game Scheduling & Forfetiture Hockey Nova Scotia winter travel protocol
• Reschedule League Games: LINK to NSFHL site
  • All effore should be made to have changes complete at least 2 weeks in advance for our RIC.
  • Team to team: Managers reach out to Managers to politely request and arrange game rescheduling. Copy you RD.
  • A team is considered to have fulfilled its obligation to ensure a game is played if it offers or has already offered at least two reasonable alternate ice times that do no conflict with another schedules League game.
  • Unresolved game rescheduling should be escalated to president@metroeastinferno.ca before it goes to the HNSFC.
  • Please note league games are controlled in GrayJay by the HOME association. Our Ice Scheduler only has access to MEI Home games, therefore any changes to our AWAY games will be executed through the away team.s ice scheduler.
• Contact our MEIFHA Ice Scheduler: ice@metroeastinferno.ca. PLEASE include your TEAM NAME in every email.
  • To finalize rescheduled HOME League Games. You MUST include:
    • BOTH home and away teams
    • Game Number
    • Current date and venue
    • Proposed new date(s) and venue(s). Two weekends is ideal as one may not always work.
  • To inform them of all Tournaments your team will attend
  • To request practice changes. Please note: Away exhibition game conflicts are not considered a valid reason to change a weekend practice time. You are responsible for selling/trading your ice, for anything but league game conflicts.
  • To request changes due to extenutating circumstances. We will always do our best to help, if we can.
  • Please DO NOT include our ice scheduler in game change email chains - only the final outcome is required.
• Prepare Game Sheets:
  • We use electronic scorekeeping/game sheets with GrayJay so League Game Sheets should no longer be required, however, if you think you need any, you will need approval from the VP Hockey. There is a significant cost to game sheets so they are distributed on a limited basis by the Equipment Manager once approved by the VP Hockey. Keep a copy of any completed game sheets (if used), track and report home game results immediately after the game, if something goes wrong and the electronic system cannot be used.
  • Sign-off on your roster in GrayJay at least 5 minutes prior to the start of your games (OR provide properly completed game sheet to the on-ice officials at least five minutes before each home game), as required.
  • Check to make sure the game is complete AFTER each game. If not, respectfully remind timekeepers/officials to complete the game. If games remain incomplete, please email referee-in-chief@whalers.org amd assignor@whalers.org with the following information: Division, BOTH teams, date, time, location and GAME NUMBER.
  • Prepare Game Sheet Stickers for tournaments and bring these to all games, HOME & AWAY.  Please note the template is for Excel. Fill out the top left section and it will automatically fill the others.  This template fits the Avery or Staples stickers: Shipping Labels 2 inch (5.08 cm) by 4 inch (10.16 cm)
• Please contact  Assignor@whalers.org / referee-in-chief@whalers.org re:becoming timekeepers or officials
• GrayJay Leagues Timekeeper Guide
• GrayJay Leagues Team Staff Guide
• Travel permits: Use Hockey Canada Registry 3.0

Permits for Minor Hockey are essential for teams participating in exhibition games, tournaments or game outside of their home division. Here are the general steps and guidelines for obtaining a travel or exhibition permit:

• Ensure your team does not have any conflicting league games on the dates in question. All regular season games must be rescheduled before any permit will be approved.
• Set-up an account in HCR 3.0/ Spordle. For MEIFHA this is what you use to register your player(s).
• Link your sport profile to your account. If you do not have a sport profile, contact registrar@metroeastinferno.ca for assistance.
• Complete and submit the travel permit application which may include details such as the date, time, venue, division and team(s) involved. Please note: You must be officially rostered with your team in order to request a travel permit in the HCR.
• Send a simple email to your Regional Director when the application has been submitted.
• Wait for approval. Travel permits are typically pre-approved, but if there are any issues, you may need to follow up. 
• Print and carry approved permits with you when travelling.

Female Dressing Room Chaperones as per Policy #16.0 - Dressing Room Supervision

• Supervise players in the dressing room as outlined by Hockey Canada.  

“A lone personnel member should never be in the dressing room with players at any time, especially when players are showering or changing: two adults should be present together, this is called the “Two Deep Method” of supervision. Supervising personnel must be members of the team staff or adults who have completed either “Speak Out” or the “Respect In Sport” for volunteers and have submitted their record checks (CRC] to their MHA. Parents of all players should be made aware of the “Two Deep Method” and avoid letting their children into unsupervised dressing rooms.” 

• The Shift Forward, CRC with VSC required

Fundraising Coordinator

• Develop a plan based on the approved team budget (Review MEIFHA Policy #20.0)
• Coordinate approved fundraising activities with parents & players
• Book an auction location early & apply for Lottery License(s) where applicable 
• Seek sponsorship, if applicable
• Coordinate & order Team Banner, if applicable
• Coordinate with Team Apparel Coordinator to order Sponsor Bars, if applicable

Ice-Coordinator

• Track all ice provided to the team by the league & the association, in a spreadsheet
• Coordinate with the Manager & Coaches
• Arrange the purchase, sale & trade of extra ice to the Ice Coordinator or other venues
• Familiarize yourself with the Procedures for Selling Ice
  • ALL EFFORTS TO SELL ICE INTERNALLY SHOULD BE EXHAUSTED PRIOR TO SELLING ICE EXTERNALLY.
    • Ice for sale by teams should be posted INTERNALLY, on the MEI WhatsApp group message. Please allow a minimum of 24 hours in the chat before posting elsewhere.  Link to MEI WhatsApp here. Please note this link is for MEI members ONLY.
    • If your ice is sold to another MEI team, email Lissa (ice@metroeastinferno.ca) with the details and the ice-time will be transferred to the purchasing team's ice bill, no funds will be exchanged. 
    • If your ice does not sell internally, after 24 hours, your ice can then be posted to the HRM Ice Swap facebook page for potential sale outside of the organization. Link to FB HRM Ice Swap here.
      
      • If your ice sells externally, your team will collect the funds from the purchasing team directly, the ice will remain on your ice-bill.
      • Once the sale is finalized and funds have been received, you must email Lissa (ice@metroeastinferno.ca) so the master ice list can be updated and arenas can be notified who is using the ice, (important to know for dressing room assignments).
      • If you sell your ice at a discount, you are responsible for the cost difference. 
      • If your team is trying to move a game, the ice for the game CANNOT be sold until the game movement has been approved, and officially changed in Grayjay. 
    • IMPORTANT TO NOTE:

 Jersey Carriers (Ideally, two, to lighten the load) Policy #23.0

• Hang jerseys to dry after each game
• Wash the jerseys as needed, hanging to dry
• All jerseys must be taken to EVERY game, just in case
• *NEW 2024* Darks are for Home games, Whites for Away
• Refer to Quick view Jersey Care & Keeping

Apparel Coordinator liaises with the Team Apparel Provider    

• Arrange sizing, orders & pick-ups of Name & Sponsor bars, practice jerseys, game socks, helmet stickers, tracksuits & other Team Apparel & Swag where applicable. With the online store, your team may not require this volunteer this season.

Team Safety Rep  *no longer required 2024*

Tournament Coordinator - NSFHL Female Tournament Policy - MEIFHA Policy #11.0

• Tournament Registration at Coaches direction, provide payment info to Treasurer
• Inform the scheduler of tournaments you wil attend and any change in plans: ice@metroeastinferno.ca
• Official Team Roster required (contact our Registrar)
• Resolve any league game scheduling conflicts, BEFORE you apply for a Travel Permit.
• Ask your Manager to submit a Travel Permit request through HCR 3.0. Managers must be officially rostered to access permits.
• Travel permits will not be approved if you have home league games scheduled during the tournament weekend.
• Book accommodations & arrange team meals or enlist volunteers to assist with this 

Website Administrator

• Updates & maintain the schedule and information on the team website(s)
• Request MEIFHA GrayJay© admin access, include team name webadmin@metroeastinferno.ca

Levels of Play in Nova Scotia Female Hockey have been updated for the upcoming season

*U18 Major Hockey League

**Cape Breton and outisde of NS

Not all levels of play are offered by all Associations

Have a suggestion for something we missed or a tip you think we should share?  Please email webadmin@metroeastinferno.ca