BC Hockey – ePACT Frequently Asked Questions
In April 2019, BC Hockey announced a partnership with ePACT to streamline the process for players/players families to complete their emergency/health information required for the season. The following are commonly asked questions about this partnership and how Associations and families can use ePACT for the 2019-2020 hockey season:
1) Why is BC Hockey partnering with ePACT?
Last year, BC Hockey was looking at the management of players’ data on paper forms and determined that they wanted to move to ePACT as their new standard for a number of reasons, including:
a) removing some of the workload for Association Administrators managing collection of the Hockey Canada Emergency forms (typically Registras and Coaches/Managers, but sometimes other areas were involved in this paper-form process each season);
b) ensuring all forms submitted were complete, legible and were protected from potentially being lost, stolen or damaged out and about at the rink/on the road/in the game bag,
c) encouraging Associations to move to ePACT so Coaches/Managers had secure access to data on their cell or tablet anytime, anywhere, and
d) ensuring they have a view of whether all players are submitting their forms to their Associations or not (essentially reducing risks for players, Associations and BC Hockey overall)
ePACT helps reduce risks, improve the quality and privacy/security of data, while minimizing workloads for staff and frustrations for families/players managing their data each season! BC Hockey launched their partnership with ePACT in April and is now kicking off the data collection process by sending out ePACT invites to all players in Sept/Oct.
2) Is it mandatory for players in BC to use ePACT?
BC Hockey has adopted ePACT as their standard to ensure Associations have the critical health and emergency data needed to support players in case of an injury, evacuation or other crisis. It is recommended – but not mandatory – that players provide their data through ePACT, as our system not only has best in class privacy and security standards, but we also ensure your hockey association has complete, up-to-date and legible information in case of an emergency.
If players/families prefer to submit emergency information on paper forms rather than using ePACT, you can opt-out here. Please note that opt-outs are updated weekly, so you may get an ePACT reminder email before the system processes your opt-out notice. Simply ignore reminder messages and they will stop once the system updates to show you are using paper forms.
3) Is my data safe in ePACT?
Privacy and security are ePACT’s number one priority. We are compliant with legislative privacy regulations like HIPAA, FOIPPA and PIPEDA, and our network actually meets or exceeds the same standards as most online banks. BC Hockey has chosen to use ePACT to better protect player’s data throughout the season as paper forms can be lost, stolen or damaged. With ePACT, your information is better protected, and full details on our privacy and security standards are available through our site.
4) Will BC Hockey view my personal data in ePACT?
No, BC Hockey is using ePACT to request players submit their information securely online so that Associations can access this in the event of a crisis, like an injury or facility evacuation. BC Hockey will only be viewing reports that capture if players have submitted their information, are ‘outstanding’ and have not yet completed their emergency information, or have opted to use paper forms.
Associations that want to use ePACT for their coaches/managers to securely view player’s records on their smartphone, tablet or laptop will be able to access their players’ data through their own ePACT account. BC Hockey negotiated significant discounts to support Associations using ePACT this season.
Associations who choose not to use ePACT, Association coaches/managers will continue to view players’ data on paper forms as families can print directly from their ePACT record to ensure their information is legible, complete and up-to-date. Families will receive instructions on how to print a paper copy of their ePACT record for Associations not using ePACT. Any Associations not using ePACT will need to continue to carry binders of forms to games and practices, versus accessing this on mobile devices/online.
If players/families prefer to not use ePACT and submit your emergency information on paper forms, you can also access the paper form and opt-out here.
5) Is ePACT directly connected to Hockey Canada Registration system (HCR)?
No, ePACT is not directly connected to HCR. BC Hockey is providing data reports out of HCR and these are uploaded into ePACT to ensure every registered player receives an ePACT invitation to store their information securely online. The information coming out of HCR is just basic details (player name, email address of player or their guardian, HCR #, and their Association and team) to start the ePACT process.
6) Will my Hockey Association access my data through ePACT?
If your Association has chosen to use ePACT this year, they will have secure access to your data via our ePACT App or by logging into their Association’s ePACT account through www.epactnetwork.com. With our App, coaches/managers have anytime, anywhere secure access to all their registered players’ information, even without cell or wireless service (e.g. if the rink is a ‘deadzone’ or they are out of service area while travelling).
If your Association is interested in using ePACT and has not yet signed up for an account, please use this form and ePACT will be in touch soon to help get set up: http://info.epactnetwork.com/bchockey
For any Associations that do not want to use ePACT, Association coaches/managers will continue to view players’ data on paper forms as families can print directly from their ePACT record to ensure their information is legible, complete and up-to-date. Families will receive instructions on how to print a paper copy of their ePACT record for Associations not using ePACT. Any Associations not using ePACT will need to continue to carry binders of forms to games and practices, versus accessing this on mobile devices/online.
If players/families prefer to not use ePACT and submit your emergency information on paper forms, you can also access the paper form and opt-out here.
7) Why have I received multiple emails from ePACT?
You will receive an email invite asking you to complete your emergency information online at ePACT. Until you have either a) completed your emergency information through ePACT or b) opted out of ePACT and registered here to use paper forms, you will continue to either receive invite emails or reminder messages.
Please note that opt-outs are updated weekly, so you may get an ePACT reminder email before the system processes your opt-out notice. Simply ignore reminder messages and they will stop once the system updates to show you are using paper forms.
8) Where can I find out more information about the BC Hockey/ePACT partnership?
BC Hockey officially launched and communicated their partnership with ePACT in April (see online announcement), and is now kicking off the data collection process sending out invites from September through to October (when all players are fully registered and assigned to teams). If you have questions about the partnership, you can reach out to BC Hockey at info@bchockey.net, or if you have questions about using ePACT and completing online forms, please contact us at help@epactnetwork.com anytime!