CVPA Training Workshop 601 Introduction Every child has a right to a safe, fair, fun, family friendly, positive environment or safe haven.
Download ReportTranscript CVPA Training Workshop 601 Introduction Every child has a right to a safe, fair, fun, family friendly, positive environment or safe haven.
CVPA Training Workshop 601 Introduction Every child has a right to a safe, fair, fun, family friendly, positive environment or safe haven. Creating a Safe Haven AYSO’s Safe Haven program supports the creation of a “safe haven” by: Registering and Screening all Volunteers Requiring Training and Certification Providing Protection Guidelines Promoting Safety and Injury Prevention Course Overview CVPA’s Job Responsibilities Volunteer Screening Volunteer Registration Child & Volunteer Protection The Role of the CVPA The Child and Volunteer Protection Advocate serves as the Region, Area or Section Safe Haven representative. CVPA Job Responsibilities • Screen volunteers at the Regional level. • Present list of eligible applicants to Regional Board for approval. • Ensure approved applicants are registered. • Assign volunteers to positions in eAYSO. • Work with RCA, RRA to ensure coaches, referees are trained and certified and that they receive an annual Safe Haven review. • Serve as contact for child abuse/protection. Quiz a Which of the following best describes the primary responsibility of the CVPA? a) Screen and Register volunteers at the Region, Area or Section level. b) Conduct Background checks. c) Conduct Disciplinary Review Panels. d) Teach AYSO’s Safe Haven to all new volunteers. Volunteer Protection In 1997, Congress passed the Volunteer Protection Act to promote volunteerism and grant immunity from certain liabilities for volunteers who meet its requirements. Volunteer Requirements For protection under the Volunteer Protection Act and other laws, AYSO requires volunteers to: • Submit and eSign a Volunteer Application every year, • Be authorized to do their job by Region, Area, Section or National Board of Directors, • Act within the scope of their Job Descriptions and AYSO’s policies, procedures and guidelines, • Complete Safe Haven Training and • Be properly trained in their jobs. Volunteer Screening AYSO asks adult volunteers to submit character references and agree to background checks in order to protect players, volunteers and resources. Volunteer Screening Why Screen Volunteers? “Youth sports treasurer accused of embezzlement; Corona man has been charged with embezzling $100,000 from a youth sports program that receives money from the city.” “Montgomery County police arrested a longtime soccer coach on Thursday and charged him with inappropriate contact with a juvenile six months ago.” “South Dakota (Soccer) — A 42 year-old adult man strikes the soccer referee, who happened to also be the town’s mayor, during a match between 11-yearold girls. The coach was sentenced to one year in jail, Volunteer Applications • A current Application must be signed and submitted for each and every Membership Year. • Do not accept any Application with any changes to disclaimers, waivers and agreements on the application form. • Review Application for completeness. Volunteer Applications • Verifying the identity of the person on the application with a photo ID ensures we’re background checking the correct person. eSignature • Every volunteer must eSign their application in eAYSO. • eSignature in eAYSO enables the secure electronic storage, search and retrieval of player and volunteer forms. • eAYSO validates required fields and ensures completeness. • eSigned volunteer forms are available instantly for background checking and do not need to be sent to AYSO’s National Safe Haven department. New or Returning Volunteer Box Volunteer Applications Required Fields: Now accepting 5 types of photo I.D. •Legal Name •Social Security Number •Birth Date •Photo I.D. •Answer to Conviction Question and disclosure eSignature •Signature and Date confirmation References are required for new volunteers. DO NOT accept the Application if the application is missing any of these fields, or language is crossed out on either side of the form. Confirmation email eAYSO Vol Applicants Select “Reports” > “Vol Applicant Export” eAYSO Vol Applicants Key fields include: • Name • AYSO ID# • Email – for contacting volunteers • eSign (Y/N) • Convicted (Y/N) = Flagged • Jobs – Jobs Requested • Reference Information eAYSO Vol Applicants Region # AYSOID LastName FirstName MI Email Convicted E-Sign E-Sign Date XXX 76581388 test sen [email protected] No Y 8/18/2014 XXX 76809225 test volsign [email protected] No Y 9/10/2014 XXX 76841186 testtt test [email protected] Yes Y 9/15/2014 XXX 76581396 testtwo sen [email protected] No Y 8/18/2014 XXX 74759588 volunteer sample [email protected] No Y 3/25/2014 XXX 74685692 Volunteer Testfour [email protected] No Y 3/11/2014 XXX 74665504 Volunteer Testone [email protected] No N XXX 74665541 Volunteer Testtwo [email protected] No N Social Security Numbers • National youth serving organizations use SSN based background checks as the standard for screening volunteers. • AYSO conducts SSN based criminal background checks in order to: – Verify where an applicant has lived – Identify alias names – Obtain both national and county level criminal histories Reference Checks • AYSO recommends checking References for all new volunteers. • Identify yourself to a reference and ask, “Would you recommend Applicant for working with children in the American Youth Soccer Organization?” “Why or Why not?” • Do not discuss age, race or sex. • Anyone with a negative reference should not be accepted as a volunteer. Flagged and Un-Flagged Applications Un-Flagged Applications • Most applications (95%) are not flagged; • the applicant answered “no” to the conviction question, and • they eSigned their application. • After checking references (new applicants), place on the list for approval by the Regional Board. • Register all approved applicants in eAYSO. Flagged Applications • • • • • Applications with a “yes” answer to the conviction question will be flagged in eAYSO. Red Flag prevents registering the applicant. Red Flags cannot be assigned a position until cleared by Safe Haven. Do not accept a handwritten flagged application without complete disclosure including Do not aallow flagged applicants to conviction, dates, locations. volunteer until cleared by Safe Haven. Flagged Applications • • • • Applications which are not eSigned in eAYSO will also be red flagged. Red Flag prevents flagged the applicant from being registered and assigned a position. Once the original hand-signed application is received by Safe Haven, the red flag is removed. Applicant can also eSign applicants to remove red Do not allow flagged to flag. volunteer until cleared by Safe Haven. Flagged Applications • • • Flagged Applicants given volunteer positions who cannot be cleared by the AYSO Criminal Background Check Policy, must be removed by the Region. Volunteers removed because of a Safe Haven determination are not entitled to due process at the Region level. Due Process is handled by Safe Haven. Flagged Applications • Send all original, hand-signed forms to National Office with a Control Sheet using: • US Mail Certified Return Receipt • UPS or • Overnight service with a tracking number. Flagged Applications If the application is cleared: • The red flag is removed by Safe Haven. • Volunteer status is updated. • RC and CVPA receive an e-mail from Safe Haven via eAYSO. Flagged Applications If the application cannot be cleared: • Applicant is sent an adverse action letter via US Mail as required by law. • Applicant has 7 days to review background check and/or dispute findings. • RC and CVPA are sent an e-mail from Safe Haven via eAYSO. Red Flags The Red Flag can mean any one of the following: • The application was not eSigned and the hand signed form has not been received by Safe Haven, • The applicant answered “yes” to the disclosure question and hasn’t been cleared by Safe Haven, • The application is missing information such as DOB or there’s a typo in the SSN, • The volunteer is disqualified. eAYSO CVPA Search Select “Region” > “CVPA” > “Search” eAYSO CVPA Search CVPA/Safe Haven + Notes eAYSO CVPA Search eAYSO CVPA Search CVPA/Safe Haven Notes eAYSO CVPA Search eAYSO CVPA Search CVPA/Safe Haven Notes eAYSO CVPA Search eAYSO CVPA Search CVPA/Safe Haven Notes eAYSO CVPA Notes Safe Haven Notes track key facts and steps eAYSO CVPA Notes Note Restricted Positions Quiz c Which of the following is not true? a) In 2014, every volunteer who can, must eSign their application. b) A hand- signed application will be red-flagged until the application is received by Safe Haven. c) A Red Flag means the applicant is a convicted criminal. d) Red Flags can simply mean something is missing on the application. National Screening • • • • Background checks are run year-round and as soon as non-flags are registered. Federal law requires a signed consent before submitting background checks. eSigned applications can be immediately submitted for background checking. Background checks take about 1 week; longer for common names, some locations. National Screening • • • • Sex Offender Searches conducted on all Volunteers using National Sex Offender Registries www.nsopr.gov. Many States and Sheriff stations have Online Registries: www.sexoffender.com. Regions should check local sites for possible offenders near fields. Do not publish names or pictures. Background Check Policy • • • • AYSO Criminal Background Check Policy is available on www.ayso.org. Includes a partial Table of Convictions. Only Safe Haven Department is authorized to run criminal background checks and determine volunteer eligibility. Policy determines volunteer restrictions based on risks associated with convictions. Background Check Policy • • • • • Sex Crimes or Crimes against children require a lifetime ban on volunteering. Crimes of violence = 20 year disqualification. Other felonies = 10 year disqualification. Any theft or fraud related conviction requires a restriction from Board positions responsible for funds or personal identities. Many misdemeanor convictions require a restriction from coaching for 3-5 years including DUIs. Background Check Policy • • • Make Criminal Background Check Policy available at Volunteer Recruiting and Registration events. Make sure volunteers and Regional Board understand there is a policy to avoid misunderstandings. Allow applicants to self-determine their eligibility. Privacy & Confidentiality • Requiring volunteers to use eAYSO/eSign is best way to ensure privacy protection. • eAYSO is a secure site (https:), uses SSL encrypted transmission of data. SSNs are stored encrypted. • CVPA must maintain all Volunteer Forms. • Forms should be stored under lock and key to protect Volunteers from Identify Theft. • Notify Safe Haven immediately if any forms are lost or stolen. Privacy & Confidentiality • Do not discuss sensitive information. • Shred or burn any Regions copies of forms discarded after ensuring they are either eSigned or received by Safe Haven. • Safe Haven cannot discuss the contents of a background check with anyone other than the individual. • Refer all questions about volunteer eligibility or disqualification to Safe Haven. Question ? True Each year, a Region can choose whether or not to accept a volunteer. True or False? Volunteering is a privilege, not a right. Every volunteer serves a one year term. Regions can say “Thank you, no thank you.” without giving any reasons that may invite an argument (or that would require due process). Volunteer Registration • CVPAs must register accepted applicants in eAYSO. • Unaccepted or disqualified applicants must stay in applicant status. • Only enter or register applicants with a signed/eSigned application. Volunteer Registration Select “Region” > “Volunteer” > Registration Volunteer Registration Filer by Status New! Indicators for NE – eSignature eSign and Incomplete New/Returning!! Red Flag,Yellow Post-it Notes Volunteer Registration • Applicants who are not eSigned must have an original hand-signed application: • A completed blank application form. • A hand-signed pre-printed form ordered in the Registration Kit. • All these applicants will be red-flagged until the hand-signed form is received by Safe Haven. Volunteer Registration Change to Previous to Renew Volunteer Add a New Volunteer or Youth Volunteer from hand-signed forms Volunteer Registration Register all unflagged volunteers in eAYSO approved by the Regional Board to volunteer. Volunteer Registration Applicants Check Applicants; “Submit” to Register Assigning Volunteer Positions Assign all registered, non-board member, volunteers in eAYSO to their specific positions. eAYSO Volunteer Positions Select “Region” > “Volunteer” > “Manage Positions” eAYSO Volunteer Positions Select Volunteer Positions eAYSO Volunteer Positions – Unavailable Volunteer positions reflect restricted roles. – CVPAs can view restrictions using CVPA Search. – Safe Haven volunteer restrictions include: “Restricted from managing Region Funds/PID” “Restricted from Coaching/Assistant Coaching” “Disqualified from volunteering” eAYSO Volunteer Positions Restricted Positions are not included in the drop down list. Youth Volunteers • Must have a Youth Volunteer Application signed by parent or guardian every year. • Must take AYSO’s Safe Haven and abide by the same protection guidelines when in the company of younger players or VIP participants. Youth Volunteers • May hold Youth Referee, Youth Team Assistant, Youth VIP Buddy or other Youth Volunteer positions which are supervised by adults. • May not be a Team Coach, Assistant Coach or Regional Board Member and may never be in a position of supervising players. • National Policy Statement 2.15. Youth Volunteers • Required Fields: • Name • Parent/Guardian Contact Information • Parent/Guardian Signature • Signed copy required for Emergency Treatment Authorization. Training and Certification Training and Certification is the only way to ensure the fulfillment of the AYSO vision and the protection of players and volunteers. Training and Certification Training provides job position and standard specific training such as U-6 Coach, Intermediate Referee or Registrar training. Certification requires competency in the assigned position (job training), Child and Volunteer Protection (Safe Haven training) and AYSO Policies and Guidelines. Continuing Education includes training to improve skills like Principles of Play, Dispute Resolution and Problems Outside the Touchline. Training and Certification • All Coaches, Referees and Board Members are required to be trained and certified. • Practices and Games are NOT permitted without an AYSO trained and certified Team Coach. • Official games are NOT permitted without an AYSO trained and certified Referee for the U-8 division and above. Training and Certification • Regions must have the 7 required Board Positions and the volunteers serving in these positions, must be trained and certified: • • • • • • • Regional Commissioner, Coach Administrator, Referee Administrator, Treasurer, Registrar, Safety Director and Child and Volunteer Protection Advocate (CVPA). Vol Position Certifications Select “Reports” > “Vol Position Certification” Vol Position Certifications Vol Position Certifications FirstNameLastName MY Position(s) Certification(s) AYSOs Safe Haven, Z-Online CDC Concussion Awareness Team Coach Training, Test Volunteer MY2014 Test2 Volunteer MY2014 Test Coach Coach Roberts Team Coach AYSOs Safe Haven Coaching Z-Online AYSOs Safe Haven, Z-Online CDC Concussion MY2014 Staff Awareness Training, Coach Administrator Training AYSOs Safe Haven, CDC Online Concussion Awareness MY2014 Team Coach Training, Z-Online Refugio Seguro de AYSO Coach Kate MY2014 Test3 Volunteer MY2014 Team Coach U-6 Coach Z-Online CDC Concussion Awareness Training, Z-Online U-10 Team Coach Coach, Z-Online U-6 Coach, Z-Online U-8 Coach Coach Mike MY2014 Team Coach Coach volunteer MY2014 Team Coach AYSOs Safe Haven Z-Online U-6 Coach, Z-Online U-8 Coach Child Protection The Child Protection Acts (1993,1997) enabled screening of volunteers who work with children and mandated reporting of suspected child abuse. Child Abuse is Against the Law • AYSO is a Mandated Reporter of suspected abuse in many states – there are legal reporting standards. • In most states, adults who suspect abuse are asked to file a good faith report. • AYSO’s Code of Conduct Policy (2.12) Against Harassment, Abuse, Assault or Violence prohibits abusive behavior by players, volunteers, and spectators. Abuse and Neglect Physical Emotional Neglect Sexual Ethical Reporting Abuse Reporting is generally required when a child is: • intentionally injured, subjected to willful cruelty or unjustifiable punishment, sexually abused or exploited. • neglected by a parent or caretaker who fails to provide adequate food, clothing, shelter, medical care or supervision. Suspecting Abuse • If abuse is suspected, notify the National Safe Haven Office. 1-800-USA-AYSO. • If the abuse is considered life threatening, contact local law enforcement immediately. • Remember reporting is a means of helping; let professional agencies investigate. Do not confront alleged abuser. • Youth volunteers should be encouraged to inform an adult if told a “secret” about abuse. Protection Guidelines Safe Haven’s Child and Volunteer Protection Guidelines are designed to protect children from abuse and volunteers from misunderstandings. Protection Guidelines Supervision Protocols Adult Boundaries Transparent Interactions Protecting Identities & Privacy of Minors AYSO Role Models What does it mean to be an AYSO Volunteer? It means we are entrusted with the Vision of AYSO and the responsibility to serve as role models of good sporting behavior. Support Kids Zone Help make every game a kids zone! Kids Zone encourages appropriate sideline behavior – key to promoting a fun, safe, family-friendly environment. Parents and Spectators pledge to respect the tenets of Kids Zone. Coaches, Referees, Parents and Players abide by a Code of Conduct. Annual Safe Haven Reminders • • • • Work with the Coach and Referee Administrators to provide coaches, referees and team parents an annual presentation of protection guidelines. A PowerPoint presentation is available on ayso.org. The CVPA is not certified for teaching the Safe Haven course itself. CVPAs should take the CVPA Annual Update webinar yearly. Quiz A new volunteer wants to coach his daughter’s team. The season is going to start next week. He hasn’t filled out a volunteer form yet. Can the Coach Administrator assign him to a team pending the receipt of his volunteer application? No CVPA Resources www.ayso.org – cvpa page www.aysotraining.org AYSO Safe Haven www.ayso.org Safe Haven for Parents New → www.ayso.org It’s for the kids Thank you! Safe Haven Department Safe Haven Department Yadira Alba, Safe Haven Coordinator 800-872-2976, ext. 7967, [email protected] Jessica Zingali, Safe Haven Coordinator 800-872-2976, ext. 7996, [email protected] Karen Mihara, Natl Safe Haven Administrator 800-872-2976, ext. 7995, [email protected] Jill Meshekow, Director 800-872-2976, ext. 7905, [email protected] eAYSO Help Desk – 866-588-2976