Risk Management
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Note: SAY does not want the Volunteer Application sent to the National Office.
1. The Volunteer Application should be sent directly to the SAYArea Volunteer Administrator
(SAVA). All forms received are to be reviewed to ensure that all questions have been answered
and required information provided. The form must include the applicant’s social security number
in order to perform a background check.
*If the SAVA has not established an account with ChoicePoint, a new account must be set up
directly with ChoicePoint. Please click the link below to go directly to the ChoicePoint new
account application:
New account setup:
(https://www.volunteerselectplus.com/cgi-bin/public/subscribe?pcode=SASO CAMA&nf=1)
Helpful tips for new accounts:
(http://www.saysoccer.org/pages/default2.asp?active_page_id=218)
ChoicePoint also offers consumers direct consumer disclosure with their company. Volunteers
can be directed to ChoicePoint to re-investigate findings and make any necessary changes to
reporting. The ChoicePoint consumer contact information is provided directly to the volunteer
with a copy of their derogatory background report at the time the report request was completed.
STEP 4: Review Results
Once the background screening has concluded, the SAY Executive Director will review the
results with the SAVA.
Note: This is proprietary information. Members of the SAY Volunteer Committee are not to
share this information with anyone not part of the committee.
YOU ARE HERE : Home / Risk Management
Volunteer Screening Program (VSP)
For the Soccer Association for Youth, USA
The SAY Volunteer Screening program consists of two very distinct procedures. They are designed
to work in conjunction with one another to ensure a safe, healthy soccer experience for players and
volunteers alike.
to work in conjunction with one another to ensure a safe, healthy soccer experience for players and
volunteers alike.
STEP 1: The first portion of the SAY VSP program is the “TIMES TWO” Policy.
"Times Two Policy"
All SAYAreas must establish and implement a policy to ensure that no less than two adults are
present at any team function. Failure to implement the Times Two policy will adversely impact a
SAYArea’s liability insurance coverage. Team functions include, but are not limited to, games,
practices, picnics, etc. While the focus of this policy is the child, it also provides protection for
the volunteers as well in the event of misunderstandings. Under no circumstances should the
activity take place if only one adult is present. It is recommended that SAYAreas and Districts
review their policy on car-pooling. SAY recommends that volunteers not provide transportation
for non-family members. In the past this was more of an insurance issue, but now has greater
implications in regards to the intent of the Times Two policy.
All SAYAreas must establish and implement a policy to ensure that no less than two adults are
present at any team function. Failure to implement the Times Two policy will adversely impact a
SAYArea’s liability insurance coverage. Team functions include, but are not limited to, games,
practices, picnics, etc. While the focus of this policy is the child, it also provides protection for
the volunteers as well in the event of misunderstandings. Under no circumstances should the
activity take place if only one adult is present. It is recommended that SAYAreas and Districts
review their policy on car-pooling. SAY recommends that volunteers not provide transportation
for non-family members. In the past this was more of an insurance issue, but now has greater
implications in regards to the intent of the Times Two policy.
As stated in the above policy, there are NO exceptions to following the Times Two policy.
STEP 2: The second portion of the SAY National VSP is the Volunteer Screening application
and background checks. Here is the official policy:
and background checks. Here is the official policy:
Volunteer Application
The SAY Volunteer Application is an official SAY document, to be used solely for the purpose of
gathering information on ANY volunteer. For this purpose a volunteer is any individual that may
have unsupervised access to children participating in a SAY sanctioned activity, for the purpose
of assisting in that activity. (This does not include parents observing their children during such
activities.) While coaches’ best fit this description, other volunteers (such as team parent, officials,
board members, etc.) could be covered under this program as well. The minimum acceptable
standard is for all coaches and assistant coaches to fill out a SAY Volunteer application annually.
The Volunteer Application is available from the SAY website at:
http://www.saysoccer.org/pages/images/SAYVolApp08.pdf.
The SAY Volunteer Application is an official SAY document, to be used solely for the purpose of
gathering information on ANY volunteer. For this purpose a volunteer is any individual that may
have unsupervised access to children participating in a SAY sanctioned activity, for the purpose
of assisting in that activity. (This does not include parents observing their children during such
activities.) While coaches’ best fit this description, other volunteers (such as team parent, officials,
board members, etc.) could be covered under this program as well. The minimum acceptable
standard is for all coaches and assistant coaches to fill out a SAY Volunteer application annually.
The Volunteer Application is available from the SAY website at:
http://www.saysoccer.org/pages/images/SAYVolApp08.pdf.
Information identified as required must be provided by the volunteer in order for the application to
be considered. The SAYArea must keep each completed application on file for at least two (2)
years. At the end of each season the SAYArea is required to submit a statement, in writing,
confirming that all coaches had completed the SAY Volunteer Application. This statement
must be sent to the attention of the SAY Executive Director at One North Commerce Park
Drive, Suite 306-320, Cincinnati, Ohio 45215. This statement must be received by SAY in
order for the SAYArea to qualify for voting rights at the annual SAY general meeting.
be considered. The SAYArea must keep each completed application on file for at least two (2)
years. At the end of each season the SAYArea is required to submit a statement, in writing,
confirming that all coaches had completed the SAY Volunteer Application. This statement
must be sent to the attention of the SAY Executive Director at One North Commerce Park
Drive, Suite 306-320, Cincinnati, Ohio 45215. This statement must be received by SAY in
order for the SAYArea to qualify for voting rights at the annual SAY general meeting.
Note: SAY does not want the Volunteer Application sent to the National Office.
STEP 3: Personal History YES Response
Any SAY Volunteer Application with a YES response to the personal history question, will require
the applicant to submit to a criminal background check, which could include finger-printing, prior
to their being considered for any volunteer position within SAY. (Note – many SAY Areas and
Districts background check all of their coaches and volunteers regardless of the answer in the
personal history section.) In regards to a YES response to the personal history question, the
following actions must be taken.
Any SAY Volunteer Application with a YES response to the personal history question, will require
the applicant to submit to a criminal background check, which could include finger-printing, prior
to their being considered for any volunteer position within SAY. (Note – many SAY Areas and
Districts background check all of their coaches and volunteers regardless of the answer in the
personal history section.) In regards to a YES response to the personal history question, the
following actions must be taken.
1. The Volunteer Application should be sent directly to the SAYArea Volunteer Administrator
(SAVA). All forms received are to be reviewed to ensure that all questions have been answered
and required information provided. The form must include the applicant’s social security number
in order to perform a background check.
*If the SAVA has not established an account with ChoicePoint, a new account must be set up
directly with ChoicePoint. Please click the link below to go directly to the ChoicePoint new
account application:
New account setup:
(https://www.volunteerselectplus.com/cgi-bin/public/subscribe?pcode=SASO CAMA&nf=1)
Helpful tips for new accounts:
(http://www.saysoccer.org/pages/default2.asp?active_page_id=218)
If the SAVA does not have an account established with ChoicePoint they will need to complete
the new accounts and process listed below prior to starting the volunteer screening process.
Please allow 10-14 days for ChoicePoint to establish your account and to begin ordering.
the new accounts and process listed below prior to starting the volunteer screening process.
Please allow 10-14 days for ChoicePoint to establish your account and to begin ordering.
2. The SAVA should then direct the applicant to the ChoicePoint SAY background check website
at (https://www.applicantreview.choicepoint.com/VolunteerSelfScreening/welcome.do?saysoccer).
The applicant will be responsible for inputting the required information and the SAVA will have the
ability to view the results of the background check (www.volunteerselectplus.com) via the SAYArea’s
account which has been set-up with ChoicePoint. The applicant will be required to select one of
three package options based on the state of the volunteer opportunity. Package scopes vary.
at (https://www.applicantreview.choicepoint.com/VolunteerSelfScreening/welcome.do?saysoccer).
The applicant will be responsible for inputting the required information and the SAVA will have the
ability to view the results of the background check (www.volunteerselectplus.com) via the SAYArea’s
account which has been set-up with ChoicePoint. The applicant will be required to select one of
three package options based on the state of the volunteer opportunity. Package scopes vary.
While viewing the results, any background check coming back with a RED completed indication
means there has been information found on the applicant. Please utilize the “fax the results”
portion of this page and fax it to the SAY National Executive Director at 513-769-0500. This
information must be compared to the SAY list of disqualifying offenses
(http://www.saysoccer.org/pages/default2.asp?active_page_id=219#).
means there has been information found on the applicant. Please utilize the “fax the results”
portion of this page and fax it to the SAY National Executive Director at 513-769-0500. This
information must be compared to the SAY list of disqualifying offenses
(http://www.saysoccer.org/pages/default2.asp?active_page_id=219#).
Volunteers whose ChoicePoint background report contains derogatory criminal record information
will automatically receive a copy of their background check directly from ChoicePoint.
will automatically receive a copy of their background check directly from ChoicePoint.
3. If an applicant is required to become active prior to the screening process being completed, the
SAYArea may choose to allow a temporary variance for the applicant. This variance should only
be given to those applicants who have previously participated without incidence in the SAYArea’s
program. New applicants should not be granted a variance, nor allowed access to their position
until the process has been completed.
SAYArea may choose to allow a temporary variance for the applicant. This variance should only
be given to those applicants who have previously participated without incidence in the SAYArea’s
program. New applicants should not be granted a variance, nor allowed access to their position
until the process has been completed.
4. Applications containing a RED response should be sent immediately to the SAY National
office as follows:
office as follows:
· The SAVA should utilize the fax option on the ChoicePoint website and fax it to:
513-769-0500.
513-769-0500.
· Contact the SAY National Office by phone and alert them that a Volunteer Application
is on its way.
is on its way.
· No other information should be volunteered at the time.
5. The SAY Executive Director, upon receiving the application, will request any necessary follow-up
documentation and/or information from the applicant as he/she feels is necessary.
6. The applicant will have the opportunity to respond and provide anything that he/she feels is
relevant to the matter. He/she will have seven (7) working days with which to respond to the matter.
relevant to the matter. He/she will have seven (7) working days with which to respond to the matter.
ChoicePoint also offers consumers direct consumer disclosure with their company. Volunteers
can be directed to ChoicePoint to re-investigate findings and make any necessary changes to
reporting. The ChoicePoint consumer contact information is provided directly to the volunteer
with a copy of their derogatory background report at the time the report request was completed.
7. Any costs associated on the local level for background checking will be the responsibility of
the SAYArea.
the SAYArea.
The SAYArea will not be charged for the involvement of the SAY National Office.
Each SAYArea should provide a copy to the SAY National Office of any additional screening
policies or procedures which it implements in connection with the SAY Volunteer Screening
Program.
policies or procedures which it implements in connection with the SAY Volunteer Screening
Program.
STEP 4: Review Results
Once the background screening has concluded, the SAY Executive Director will review the
results with the SAVA.
Up to this point in the process, potentially only three people should be aware of an issue with a
volunteer application. It is very important that this information remain protected, not only for SAY
and the SAYArea, but for the protection of the applicant as well.
volunteer application. It is very important that this information remain protected, not only for SAY
and the SAYArea, but for the protection of the applicant as well.
When reviewing the results of the background check, SAY will refer to its list of Disqualifying
Offenses. If the report indicates an issue that needs to be referred to the SAY Volunteer Committee,
the SAY Executive Director will so inform the SAVA. The SAY Volunteer Committee, along with
the Executive Director, will then make a determination on the applicant’s status based upon the
information obtained.
Offenses. If the report indicates an issue that needs to be referred to the SAY Volunteer Committee,
the SAY Executive Director will so inform the SAVA. The SAY Volunteer Committee, along with
the Executive Director, will then make a determination on the applicant’s status based upon the
information obtained.
Note: This is proprietary information. Members of the SAY Volunteer Committee are not to
share this information with anyone not part of the committee.
SAY is very sensitive to the fact that people may have made mistakes in their past that may not
necessarily be a reflection of who they are today. If there are sufficient mitigating circumstances,
the SAY Executive Director has the discretion to leave the final decision, regarding the acceptance
of the volunteer, with the SAYArea.
the SAY Executive Director has the discretion to leave the final decision, regarding the acceptance
of the volunteer, with the SAYArea.
As a way of example of mitigating circumstances, let’s look at the following scenario; the
applicant, at the age of 19, was convicted of a “misdemeanor assault.” The applicant is now
35, has a family, and has no other police history or violations since the assault conviction.
The SAY Executive Director advises the SAVA that the final determination regarding whether
or not to accept the applicant will be left to the SAYArea. This leaves several options open to
the area:
applicant, at the age of 19, was convicted of a “misdemeanor assault.” The applicant is now
35, has a family, and has no other police history or violations since the assault conviction.
The SAY Executive Director advises the SAVA that the final determination regarding whether
or not to accept the applicant will be left to the SAYArea. This leaves several options open to
the area:
Option A – Blanket Acceptance
The SAYArea can simply accept the applicant on consent of the SAYArea board, and
leave it at that. No one is to be informed of any criminal history concerning the applicant
who is to be treated the same as any other volunteer applicant.
The SAYArea can simply accept the applicant on consent of the SAYArea board, and
leave it at that. No one is to be informed of any criminal history concerning the applicant
who is to be treated the same as any other volunteer applicant.
Consequences
This can be a risky proposition. If the applicant does something and the criminal history
is made known, the SAYArea board, collectively and individually, may be open to legal
action.
This can be a risky proposition. If the applicant does something and the criminal history
is made known, the SAYArea board, collectively and individually, may be open to legal
action.
Option B – Conditional Acceptance
The SAYArea can accept the applicant on the condition that either he/she, or the board
with the applicant’s written permission, identify to the team’s parents the criminal history
of the applicant. This option may also require further consideration based on the laws of
the state in which the SAYArea operates.
The SAYArea can accept the applicant on the condition that either he/she, or the board
with the applicant’s written permission, identify to the team’s parents the criminal history
of the applicant. This option may also require further consideration based on the laws of
the state in which the SAYArea operates.
Consequences
Essentially it is the applicant’s choice. While this is a difficult thing for anyone to do, if
the desire to volunteer is strong enough, the applicant will agree. If the applicant does
not agree, they cannot volunteer. Also, parents must be afforded the opportunity to NOT
have their child placed with the applicant.
Essentially it is the applicant’s choice. While this is a difficult thing for anyone to do, if
the desire to volunteer is strong enough, the applicant will agree. If the applicant does
not agree, they cannot volunteer. Also, parents must be afforded the opportunity to NOT
have their child placed with the applicant.
Option C – Disqualification
The SAYArea can choose to simply not accept the application, denying the applicant the
right to volunteer within the SAYArea/District.
The SAYArea can choose to simply not accept the application, denying the applicant the
right to volunteer within the SAYArea/District.
Consequences
This is the simplest path to take, but never the less can be difficult.
If the decision to deny or accept was made by the Area Board of Directors, the SAVA shall notify
the potential volunteer in writing. The SAVA shall copy SAY’s Executive Director on any notification
to potential volunteers. It is strongly suggested that the reason for being denied NOT be stated.
Notice of denial should simply say “thanks, but no thanks.”
the potential volunteer in writing. The SAVA shall copy SAY’s Executive Director on any notification
to potential volunteers. It is strongly suggested that the reason for being denied NOT be stated.
Notice of denial should simply say “thanks, but no thanks.”
Summary
The screening process and choices necessary in the selection of SAY volunteers is a serious part
of a SAYArea Board’s administrative function. Screening of volunteers must be considered the
most important part of any SAYArea’s volunteer recruitment efforts. The protection of the children
is and must remain the primary motivating factor in the selection of volunteers.
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For coaches, assistant coaches and any | |
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For Volunteer Administrators use in viewing background check results. On results screen, fax any RED completed checks to 513-769-0500. | |
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account. | |
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PDF form assists in the setup of your ChoicePoint account. | |
PDF form is to be used when you are requesting a change in users or a change in address for your ChoicePoint account. | |
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List of SAY Disqualifying Offenses. | |
Inquiries into the SAY National Volunteer Screening Program can be directed to:
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Sheila Shay-Mole |
Tom Tonn |