BAA Volunteer Background Check Policy & Procedure

Revised April 2009

I.                Introduction

A.      It is the position of BAA that no participant, volunteer, or fan should be exposed to any unnecessary risk to his or her health and safety, including but not limited to sexual, physical, or emotional abuse or neglect.  Therefore, it is the policy of the Bloomington Athletic Association (BAA) to conduct formal background checks on volunteers that will have a significant leadership role or significant contact with children in any of our eleven programs.  Key positions that fall under this category are executive board members, city directors, divisional directors, coaches, and assistant coaches.  Many other volunteer positions exist and BAA reserves the right to conduct a background check on any of these individuals.  The Children’s Safety Committee (a subcommittee of the BAA Board of Directors) will make the determination if additional background checks are necessary.

II.              Background Check Policy

A.       In an effort to protect the participants and raise the standards of BAA, every coach, assistant coach, director, and any other individual designated by the BAA, who will be alone with players or responsible for a team during a game, practice, or travel to and from any BAA event is required to pass a criminal background screening.  The background check process must be completed every 24 months and is good for all sports during that period of time.

B.        The BAA Children’s Safety Committee (the Committee) determines if the individual registering as a volunteer does not meet the BAA minimum standards for coaches as it relates to criminal background checks.

C.        The BAA has established the following minimum standards for coaches, using the following criteria as a guide:

a.        Individuals will be disqualified from being a coach, assistant coach, or director at any level if they were ever convicted of following:

                                                               i.      Any crimes against children

                                                              ii.      Any conviction involving violence

                                                            iii.      Any sexual offense

b.       Individuals will be disqualified if they have been convicted of the following within the past 10 years:

                                                               i.      Any drug related conviction

                                                              ii.      Any crimes of moral turpitude, as determined by a majority of vote of the Committee

                                                            iii.      More than one alcohol related conviction

c.        In addition, individuals will be disqualified if they have been convicted of the following within the past 7 years:

                                                               i.      Any misdemeanor conviction that may indicate a lack of integrity and / or character of the individual

The background check will be comprehensive enough to include:

D.      Should any pending charges described in section C. be uncovered, or should any of the above charges be brought against an individual at any time, the individual will be suspended from serving as a coach, assistant coach, or director until such time as the charges have been cleared or dropped and he is reinstated by consideration and vote through formal appeal to the Committee.

III.            Background Check Procedures

A.      A written authorization form, completed by the volunteer, allows the BAA to process an individual criminal background check through an authorized professional reporting agency.  It is the responsibility of the volunteer to complete this process, either through a form on paper or an electronically scanned copy that includes signature and date.

B.       The Volunteer Registration and Consent form is required for all volunteers.  Background checks will be performed routinely for coaches, assistant coaches and directors.  The BAA reserves the right to have a background check performed on any volunteer who will have direct involvement with participants.

C.       Failure to provide a completed Volunteer Registration and Consent form (i.e., missing information such as social security number) will prohibit the BAA from completing the check, and the volunteer will not be considered eligible for the position.

D.       BAA staff, at the direction of the Executive Board and President, will administer all background check procedures.  The results of the background check reports from the reporting agency are compared to BAA established criteria.  The Committee determines if the volunteer does not meet the BAA minimum standards listed in Section II(C) above as a guide.

E.        Upon determination of a disqualifying record from the Committee, BAA will notify the volunteer that a disqualifying entry was reported on the criminal background check and present the background report.

F.        In the event the volunteer feels a mistake has been reported in their criminal background check, it is the volunteer’s responsibility to contact the reporting agency and resolve any issues.  The BAA is not responsible for errors or omissions that may be reported on background checks.

G.       A volunteer who has been disqualified has the right to appeal to the BAA executive board.

H.       All information obtained in response to the criminal background check or disclosed in the review process will be kept confidential and is not disclosed or discussed outside of the review process.  The BAA will maintain all authorizations, records, reports, correspondence and communications in confidential manner.  Concerned volunteers should direct questions to the BAA executive board for clarification.

I.         Costs for the background checks are built into the fees each participant pays to be part of the BAA.  Volunteers will be given the option to pay for their own background check.

IV.           Children’s Safety Committee

A.      The Children’s Safety Committee will be comprised of no more than four and no less than three BAA board members.  The chair of this committee will be a representative from the executive board.  The committee will meet on an as needed basis to:

a.        Ensure the policy on background checks is being followed

b.        Review background checks

c.        Review registration and consent forms

d.        Rule on volunteer participation

e.        Determine if background check is necessary

f.         Discuss volunteer issues

g.        Develop child safety education materials

h.        Ensure child safety tab on the website is up to date and appropriate

i.          Communicate to executive board results of discussions / decisions

j.          Advise board if policy changes are necessary

k.        Advise board if legal counsel is needed

l.          Communicate with volunteers when necessary

m.       Develop database of volunteer information

n.        Keep record / minutes of meetings