2017- 2018 Volleyball Alberta Screening Process

2017- 2018 Volleyball Alberta Screening Process Screening of personnel and volunteers is an important part of providing a safe sporting environment. Volleyball Alberta is responsible by law, to do everything reasonable to provide a safe and secure environment for participants in its programs, activities and events. Volleyball Alberta is committed to fulfilling the duty of care it owes to its members. 1) Volleyball Alberta REQUIRES mandatory Enhance Police Information Checks (E-PIC) & Screening Disclosure forms (SDF) for all individuals who are registered on a team roster for a Volleyball Alberta tournament (Team Staff = Coaches, Managers, Team Contacts, Trainers). Volleyball Alberta will be collecting the completion dates for these forms from club representatives. 2) Volleyball Alberta STRONGLY RECOMMENDS Enhanced Police Information Checks (E-PIC) & Screening Disclosure forms (SDF) for all individuals in leadership roles who work with athletes. This includes all Club Directors, Chairs, Administrators, Chaperones and Persons who manage finances (these individuals have access to personal information). Police Information Checks for these personnel would be managed by their respective volleyball club per their organization’s policy.

Best practice guidelines state that Police Information Checks should be completed PRIOR to an individual working with the club and its athletes. Volleyball Alberta’s policy states that Enhanced Police Information Checks are valid for three (3) years from the date of completion. The Volleyball Alberta Screening Disclosure form must be completed and submitted on a yearly basis.

The Club deadlines for submitting E-PIC & SDF information to Volleyball Alberta via Formstack at: https://volleyballalberta.formstack.com/forms/2018_pic_sdf_club_sign_off_sheet are: •

17U/18U – February 7th @ 3pm (same as Premier 1 Tournament Roster Lock)

•

15U/16U - February 21st @ 3pm (same as Premier 1 Tournament Roster Lock)

•

13U/14U - February 28th @ 3pm (same as Premier 1 Tournament Roster Lock)

Team Staff without valid E-PIC’s/SDF’s submitted by their club prior to the respective deadline will be removed from the roster and will not be able to sit on the bench at Premier 1. Information submitted after the respective Tournament Roster Lock deadline will only be processed for the subsequent Tournament.

NORTH | 11759 Groat Road, Edmonton, AB T5M 3K6 SOUTH | Unit 6, 135 Commercial Drive, Calgary, AB T3Z 2A7 www.volleyballalberta.ca

For Coaches/Managers who do not participate in Premier 1 E-PIC’s & SDF’s need to be submitted prior to the respective Tournament Roster Lock deadline. Information submitted after the respective Tournament Roster Lock deadline will only be processed for the subsequent Tournament. Coaches/Leaders will not be eligible to sit on the bench at any Volleyball Alberta or Volleyball Canada events without submitting completed forms.

Online Service Provider Beginning in the 2017- 2018 season, Volleyball Alberta has joined our counterparts at the Coaching Association of Canada to partner with Sterling Talent Solutions. Sterling Talent Solutions provides an online, secure, and convenient way to obtain an Enhanced Policy Information Check (E-PIC). Their results are forgery-proof which gives confidence to the organization that results have not been tampered with. The results are back in one business day, allowing people to be placed almost immediately. Additionally, people can share their results securely with other organizations where they work or volunteer with 24/7/365 access through their software. The cost per check is $25. While some police services may charge less we believe the benefits outweigh the additional cost (reduced travel costs, less time off work required, speed, security). Applicants can initiate and pay for their own checks online through: https://www.sterlingtalentsolutions.ca/volleyball-alberta/. If you do not see your club name listed, please contact Julie Noel at [email protected] For larger clubs wishing to setup an account for your Club (to enable clubs to directly pay for the E-PIC’s), please contact Quino Guzman at [email protected] for assistance. Clubs will need to provide their name, email address, and billing information.

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www.volleyballalberta.ca

How it works: The Criminal Record Check process would be as follows: 1.

Coach/Volunteers are directed to a landing page (https://www.sterlingtalentsolutions.ca/volleyballalberta/)

2.

Coach/Volunteer clicks the link, provides information on our site securely, verifies ID

3.

90% of candidates verify their ID online successfully. The 10% that are unsuccessful will be asked to proceed with traditional ID verification at any Canada Post office. This process is the same as they would do at a police station, but should be more convenient since there are many more locations.

4.

That’s it! Results will be returned to your club/association and the individual, guaranteed within one (1) business day.

Please note: Police information checks completed via a local Police Department will still be accepted this year. However, starting in the 2018-2019 Season, new police checks (Completed in September 2018 onwards) will only be accepted via Sterling Talent Solutions. For Clubs/Coaches obtaining a Police Check from your local Police Department, please note that remunerations and/or honorariums received for services rendered from any user group deem the applicant to be ineligible to claim the status of a volunteer when applying for a PIC. Please visit your local Police Department website for information on the paperwork and procedures that must be completed as the process varies by police jurisdiction. Note, a PIC must be completed in the city/town in which you reside regardless of where you work/coach. Questions? Please see our Police Check FAQ for details on the E-PIC process.

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Screening Disclosure Form NAME: __________________________________________________________________________________________________________________ First

Middle

Last

OTHER NAMES YOU HAVE USED: ___________________________________________________________ CURRENT PERMANENT ADDRESS: __________________________________________________________________________________________________________________________ Street

City

Province

DATE OF BIRTH: ______________________________________

Postal

GENDER IDENTITY: ______________________

Month/Day/Year CLUB: ________________________________________________

EMAIL: _________________________

Note: Failure to disclose a conviction/sanction may be considered an intentional omission and subject to failure of screening requirements as required by Volleyball Alberta’s Screening Policy.

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Have you ever been convicted of a crime? Yes ________

No________ If yes, please describe below for each conviction:

Name or Type of Offense: _____________________________________________________________________________________ Name and Jurisdiction of Court/Tribunal: _____________________________________________________________________ Year Convicted: ________________________________________________________________________________________________ Penalty or Punishment Imposed: ______________________________________________________________________________ Further Explanation: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________

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2.

Are criminal charges or any other sanctions, including those from a sport body, private tribunal or government agency, currently pending or threatened against you? Yes_______ No_______ If yes, please explain for each pending charge: Name or Type of Offense: _____________________________________________________________________________________ Name and Jurisdiction of Court/Tribunal: _____________________________________________________________________ Further Explanation: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________

3.

Have you ever been subject to a lawsuit relevant to coaching or to sports in general? Yes ________

No________ If yes, please describe each finding, judgment or ruling below:

Court Finding:

Out of Court Settlement:

Type of Offense or Finding: ___________________________________________________________________________________ Year of Offense or Settlement: ________________________________________________________________________________ Further Explanation: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________

4.

Have you ever been subject to a settlement agreement, plea bargain, charges stayed, etc. relevant to coaching or to sports in general? Yes ________

No________ If yes, please describe below:

Court Finding:

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Out of Court Settlement:


Type of Offense or Finding: ___________________________________________________________________________________ Year of Offense or Settlement: ________________________________________________________________________________ Further Explanation: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________

5.

Have you ever been dismissed from a coaching position? Yes ________


Name of applicable Organization: _____________________________________________________________________________ Date of Dismissal: ______________________________________________________________________________________________ Reason for Dismissal: __________________________________________________________________________________________ _________________________________________________________________________________________________________________

6.

Have you ever been disciplined or sanctioned by an international sport body, by a National sport governing body outside Canada, or by any other body within Canada that governs any sport? Yes ________

No________ If yes, please describe below and provide a copy of the decision:

Name of applicable Organization: _____________________________________________________________________________ Date of Discipline or Sanction: ________________________________________________________________________________ Reason for Discipline or Sanction: _____________________________________________________________________________ _________________________________________________________________________________________________________________

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7.

Have you ever been disciplined or sanctioned by an independent body (sport body, private tribunal, government agency, etc.)? Yes ________


Name or Type of Offense: _____________________________________________________________________________________ Name and Independent Body: ________________________________________________________________________________ Year Convicted: ________________________________________________________________________________________________ Penalty or Punishment Imposed: ______________________________________________________________________________ Further Explanation: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________ For more than one conviction please attach additional page(s) as necessary. Certification I hereby certify that the information contained in this application is accurate, correct, truthful and complete. I further certify that I will immediately inform Volleyball Alberta of any changes in circumstances that would alter my original responses to this Screening Disclosure Form. Failure to do so may result in termination of membership and/or further discipline. Signature: ____________________________________________

Date: ______________________

PRIVACY STATEMENT: By completing and submitting this Screening Disclosure Form, you consent and

authorize Volleyball Alberta to collect, use and disclose your personal information, including all information provided on the Screening Disclosure Form, E-PIC, and/or Vulnerable Sector Check for the purposes of screening, implementation of Volleyball Alberta’s Screening Policy, administering membership services and communicating with National Sport Organizations, Provincial Sport Organizations, Sport Clubs, and other organizations involved in the governance of the sport. Volleyball Alberta does not distribute personal information for commercial purposes.

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Police Checks Frequently Asked Questions Sterling Talent Solutions has collected a list of frequently asked question on their website at: https://www.sterlingtalentsolutions.ca/landing-pages/c/cac_faqs/ I am a teacher and sign a declaration each year for my school board, do I still need to get a police record check done? Yes! Teachers are only required to get one police check done at the start of their teaching careers; they then sign offence declarations every year thereafter. Under Volleyball Alberta’s policy, a police check is only valid for 3 years. Any teacher who has taught for more than three years must get a new police check completed to coach/officiate with us. We also require new police checks be completed for police officers, military personnel and government employees who have not had a check done in 3 years. I had a police check and completed for another organization, will Volleyball Alberta accept this check? If your check was completed within the past 3 years we will accept a copy for the 2017-2018 season. If it meets our requirements, no new check will need to be completed until 3 years from the date the last check was done. However, starting in the 2018-2019 Season, new police checks (Completed in

September 2018 onwards) will only be accepted via Sterling Talent Solutions. What happens if there is a positive result on a E-PIC? If there is a positive result, the Volleyball Alberta Club Contact is to blank out the person's name and forward the E-PIC to the Volleyball Alberta Executive Director, Terry Gagnon at [email protected] The Executive Director will forward the positive PIC/SDF to the Screening Committee for review. The Screening Committee will make a decision based on the offence and Volleyball Alberta Screening policy to see if the Coach is allowed to volunteer within Volleyball Alberta. This decision will be then returned to the Executive Director and Club Contact.

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If I have someone on my coaching roster that is 18 years of age or younger, do they need to complete a PIC & PVSC and do they need to be included on my Club sign-off-sheet? Yes, police involvement and criminal charges can be laid as young as 12 years of age (Team Staff need to be at least 12 years old). We want to ensure that there is no pattern of behavior that could put the vulnerable, the organization or the public at risk for violent offences. More information can be found at: https://www.sterlingtalentsolutions.ca/blog/2017/07/criminal-record-checks-applicants-18-years-age-u18/ Why did you remove the requirement of a Vulnerable Sector Check (VSC)? As you know, a Vulnerable Sector Check is the term traditionally used as the equivalent of a Sex Offender Registry Search. This search includes the following three components: 1.

Standard Criminal Record Check: This name-based check is a search of adult convictions held within the RCMP National Repository of Criminal Records. This is used for most employment situations and includes all offences in the Criminal Code, including those of a sexual nature and with children.

2.

Local Police Information: This search includes the Standard Criminal Record Check above, as well as additional conviction and selected non-conviction information which may be relevant within both national and local police data sources. Additional information that may be discovered through this in-depth search including: Outstanding charges, Warrants, Peace bonds and restraining orders, Prohibitions, Probation orders, Interim release conditions, Recent convictions not yet listed in the National Repository.

3.

Pardoned Offences: This piece queries for any pardoned offences of a sexual nature only.

The Sterling Enhanced Check includes the Standard Criminal Record Check (#1) but also all the local police information contained in #2. As the Parole Board of Canada was taking over three months to return results, the service was discontinued. Many sports organizations, along with Scouts Canada, Girl Guides of Canada, Red Cross, and many others (http://www.sterlingtalentsolutions.ca/landing-pages/c/cac/coaching-association-of-canada/) have made a decision that receiving the first two pieces outweighs the risks and frustration of receiving all three pieces from the local police. This may seem a bit odd at first glance, but the decision was made due to some of the challenges they faced: 1.

When an applicant visits a police station, they are handed a piece of paper with the results of their check, and asked to supply that to the requesting organization. Unfortunately, many of these

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organizations have caught people offering forged police certificates to their organization. This happens more frequently than we’d like to think. 2.

Results from the police can take weeks, which often results in volunteers abandoning the process, or being placed without being screened.

3.

Vulnerable Sector Searches at the local police require male applicants to be fingerprinted approximately 30% of the time. This results in additional costs and delays of 3 months+, which turned away up to 50% of their volunteers purely due to the inconvenience and indignity of proving their innocence. From various Access to Information Requests from the RCMP, we have learned that approximately 250,000 individuals were asked to provide fingerprints to complete a Vulnerable Sector Check each year, and only 100,000 proceeded with this request. That’s a lot of people who are placed without screening, or abandoned the process.

In addition, it is important to note that organizations do not need to inconvenience every candidate with a Vulnerable Sector Check, as the Pardoned Sexual Offence Search would not be required for many individuals. 1.

Returning staff/volunteers: Due to current legislation regarding waiting periods for pardons/record suspensions of 10 years for indictable offences, any person that has recently completed a Vulnerable Sector Check with a ‘clear’ result within the past few years would not have to complete a search for pardoned sex offences once again, as any new convictions for sexual offences would be uncovered during a standard Criminal Record Check before 10 years elapses and a pardon/record suspension could be obtained.

2.

Individuals Under 31: We have obtained an Access to Information Request from the RCMP which tells us that the date of birth belonging to the youngest person with a pardoned sexual offence is February 28, 1986. Therefore, any search for pardoned sexual offences on a candidate born after February 28, 1986 would be fruitless. More on this here: http://sterlingbackcheck.ca/Resources/OurBlog/2016/May/Vulnerable-Sector-Verifications-andPersons-Under-30.aspx#.V0WlOWiUioU.linkedin

Moreover, the federal government passed legislation in 2012 preventing anyone from obtaining a record suspension (pardon) for any sexual offences going forward. This means the list of pardoned sexual offenders is not growing. This means an Enhanced Police Information Check comprising sections one and two above (everything but the pardoned sexual offence search) offers the exact same level of information for any returning coaches/officials with a clear VSS, or anyone under 31 years of age. If you have any further questions regarding police screening/checks, please contact Julie at [email protected].

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Volleyball Alberta Screening Policy Approved December 10, 2017 Definitions 1.

The following terms have these meanings in this Policy: a) “Enhanced Police Information Check (E-PIC)” – A search of the RCMP National Repository of Criminal Records to determine whether the individual has a criminal record and a search of local police information which includes additional conviction and non-conviction information that may include: outstanding charges, warrants, peace bonds and restraining orders, prohibitions, probation orders, interim release conditions, and recent convictions not yet listed in the RCMP National Repository b) “Vulnerable Sector Check (VSC)” – a check that includes the search of the RCMP National Repository of Criminal Records and local police information but also includes a search of the Pardoned Sex Offender database

Preamble 2.

Volleyball Alberta understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice among sport organizations that provide programs and services to the community.

Application of this Policy 3.

This Policy applies to all individuals whose position with Volleyball Alberta (VA) is one of trust or authority which may relate to, at a minimum, finances, supervision, young people, or people with a disability.

4.

Not all individuals associated with Volleyball Alberta will be required to obtain an E-PIC, a VSC, or submit a Screening Disclosure Form because not all positions pose a risk of harm to Volleyball Alberta, its clubs, or to its participants. Volleyball Alberta will determine which individuals will be subject to screening using the following guidelines (variations from the guidelines are at the sole discretion of Volleyball Alberta): a) Level 1 – Low Risk - Individuals involved in low risk assignments who are not in a supervisory role, not directing others, not involved with financial/cash management, and/or do not have access to minors or people with a disability. Examples: a) Parents, youth, or volunteers who are helping out on a non-regular informal basis b) Level 2 – Medium Risk – Individuals involved in medium risk assignments who may be in a supervisory role, may direct others, may be involved with financial/cash management, and/or who may have limited access to minors or people with a disability. Examples: a) Assistant coaches or managers/trainers of a club b) Athlete support personnel

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c)

Coaches who are typically under the supervision of another coach

d) Referees c)

Level 3 – High Risk – Individuals involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, are involved with financial/cash management, and who have access to minors or people with a disability. Examples: a) Head coaches b) Coaches who travel with athletes c)

Coaches who could be alone with athletes

Policy 5.

It is Volleyball Alberta’s policy that: a) Level 1 individuals will: i.

Complete a Screening Disclosure Form

ii.

Sign a form indicating that the individual has read and understands Volleyball Alberta’s policies and procedures, if requested.

iii. Participate in orientation as determined by Volleyball Alberta and/or their respective volleyball club, if requested. b) Level 2 individuals will: i.

Provide an E-PIC

ii.

Complete a Screening Disclosure Form

iii. Sign a form indicating that the individual has read and understands Volleyball Alberta’s policies and procedures, if requested. iv. Provide a reference related to the position sought, if requested. v.

Participate in orientation as determined by Volleyball Alberta and/or their respective volleyball club, if requested.

vi. Provide a driver’s abstract, if requested c)

Level 3 individuals will: i.

At the discretion of Volleyball Alberta, obtain a VSC

ii.

Provide an E-PIC

iii. Complete a Screening Disclosure Form iv. Sign a form indicating that the individual has read and understands Volleyball Alberta’s policies and procedures, if requested. v.

Provide a reference related to the position sought, if requested.

vi. Participate in orientation as determined by Volleyball Alberta and/or their respective volleyball club, if requested. vii. Provide a driver’s abstract, if requested

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d) Volleyball Alberta may, at any time, require an individual at any Level to obtain a VSC. e) Failure to participate in the screening process as outlined in this policy will result in the individual’s ineligibility for the position sought. f)

If an individual subsequently receives a conviction for, or is found guilty of, an offense the individual will report this circumstance immediately to Volleyball Alberta.

g) If an individual provides falsified or misleading information, the individual will immediately be removed from their position and may be subject to further discipline in accordance with Volleyball Alberta’s Discipline and Complaints Policy. Screening Committee 6.

The implementation of this policy is the responsibility of Volleyball Alberta’s Screening Committee which is a committee of three (3) members appointed by Volleyball Alberta. Volleyball Alberta will ensure that the members appointed to the Screening Committee possess the requisite skills, knowledge and abilities to accurately assess E-PICs, VSCs, and Screening Disclosure Forms, and render decisions under this Policy. Quorum for the Screening Committee will be three members.

7.

The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.

8.

The Screening Committee is responsible for reviewing all E-PICs, VSCs, and Screening Disclosure Forms and, based on such reviews, making decisions regarding the appropriateness of individuals filling positions within Volleyball Alberta. In carrying out its duties, the Screening Committee may consult with independent experts including lawyers, police, risk management consultants, volunteer screening specialists, or any other person.

How to Obtain an E-PIC or Vulnerable Sector Check 9.

Volleyball Alberta has partnered with Sterling BackCheck to offer the E-PIC to individuals engaged with Volleyball Alberta. An E-PIC may be obtained from the following link: (https://www.sterlingtalentsolutions.ca/volleyball-alberta/)

10. Individuals may only obtain a VSC by visiting an RCMP office or police station, submitting two pieces of government-issued identification (one of which must have a photo), and completing any required paperwork. Fees may also be required. Fingerprinting may be required if there is a positive match with the individual’s gender and birth date.

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Procedure 11. Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, individuals are required to submit: a) An E-PIC every three years b) A Screening Disclosure Form every year c)

A Vulnerable Sector Check, if requested

12. The Screening Committee may request that an individual provide an E-PIC, VSC or a Screening Disclosure Form for review and consideration at any time. Such request will be in writing and reasons will be provided for such a request. 13. The Screening requirements defined in this policy will be submitted to Volleyball Alberta (VA) via one of three methods: a) A designated club representative will verify that he/she has seen the individual's Police Information Check AND Screening Disclosure Form and submit the completion dates for the forms to VA. Volleyball Alberta may request a copy of the Screening documents at any time. b) E-PIC provided to VA by the Sterling Talent Solutions Mybackcheck.com portal. c)

Sent to the VA head office marked “Confidential”.

14. Individuals who do not undertake the screening requirements required by this policy will receive a notice to that effect and will be informed that their application and/or position will not proceed until such time as the screening requirements are followed. 15. Following the review of documents for offenses, the Screening Committee will decide: a) The individual has passed screening and may participate in the desired position; b) The individual has passed screening and may participate in the desired position with conditions; c)

The individual has not passed screening and may not participate in the desired position; or

d) More information is required from the individual. Conditions and Monitoring 16. The Screening Committee may determine that incidents revealed on an individual’s screening documents (not including incidents defined as ‘Criminal Convictions’ or ‘Offenses’, below) may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee may apply and remove conditions at its discretion, and will determine the means by which adherence to conditions may be monitored. Offenses 17. Provided a pardon has not been granted, the following examples are considered to be offenses: a) If imposed in the last five years:

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i.

Any offense involving the use of a motor vehicle, including but not limited to impaired driving

ii.

Any offense for trafficking and/or possession of drugs and/or narcotics

iii. Any offense involving conduct against public morals b) If imposed in the last ten years:

c)

i.

Any crime of violence including but not limited to, all forms of assault

ii.

Any offense involving a minor or minors

If imposed at any time: i.

Any offense described in the ‘Criminal Convictions’ section of this Policy

Records 18. All records will be maintained in a confidential manner and will not be disclosed to others except as required by law, or for use in legal, quasi-legal, or disciplinary proceedings. 19. The records kept by Volleyball Alberta as part of the screening process include but are not limited to: a) An individual’s Vulnerable Sector Check b) An individual’s E-PIC (for a period of three years) c)

An individual’s Screening Disclosure Form (annually)

d) Records of any conditions attached to an individual’s registration by the Screening Committee e) Records of any discipline applied to any individual by Volleyball Alberta or by the provincial organization Criminal Convictions 20. An individual’s conviction for any of the following Criminal Code offenses may result in expulsion from Volleyball Alberta and/or removal from designated positions, competitions, programs, activities and events upon the sole discretion of Volleyball Alberta: a) Any offense of physical or psychological violence b) Any crime of violence including but not limited to, all forms of assault c)

Any offense involving trafficking of illegal drugs

d) Any offense involving the possession, distribution, or sale of any child-related pornography e) Any sexual offense f)

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Any offense involving theft or fraud
