Purpose: 

The purpose of the Volunteer Screening Program of W.J.A.A. is to help create and maintain an environment of safety and security where our youth can grow and prosper through the athletic programs offered by W.J.A.A. 

Description of Process: 

I.                     W.J.A.A. has adopted the policy of two adults present at all times during any team functions.  This policy helps to protect our children and it also helps to protect volunteers in the event that there are misunderstandings.  The two adults present may be a combination of parents, coaches or W.J.A.A. board members.  It is strongly recommended that you abide by the policy in all aspects of the event including but not limited to carpooling or transportation. 

II.                   Coaches/ Assistant Coaches upon volunteering to work with a given team will need to submit a ‘Kid Safe’ screening form.  This form is primarily used for coaches or assistant coaches but could also be used for other volunteers who are directly involved with W.J.A.A. or teams represented by the organization.  This form will not apply to parents who are at an event to observe their children participating in a game or event. 

III.                 Any application received by W.J.A.A. that has a ‘YES’ response will require the applicant to submit a criminal background check (B.C.I.I.) prior to any consideration given for a coaching, assistant or board member.

a.        The ‘Kid Safe’ screening form should be completed entirely and given directly to the VP of the sport i.e. Basketball, baseball, softball, cheerleading, soccer.  These documents should be individually sealed in a manila envelope and the VP of each sport will be responsible to turn the sealed documents into the W.J.A.A. President by the posted deadline.

b.       The W.J.A.A. President will be responsible for the following:

                                                               i.      To collect from the VP of each sport all coaches’ and assistant coaches’ ‘Kid Safe’ forms.

                                                              ii.      Delivering the ‘Kid Safe’ forms to the agency responsible for running all background checks.

                                                            iii.      Filing of ‘Kid Safe’ forms for a period of one year and subsequently destroying each document via shredding and disposing of the documents.

                                                            iv.      Maintaining the confidentiality of the information of each applicant regardless of the significance or results of the screening.

                                                             v.      Directly communicating with applicants if there are areas from the screening which is cause for concern or automatically disqualifies the applicant from participating as a volunteer for the organization.

                                                            vi.      Areas commonly referred to as ‘gray areas’ which are not posted as automatic disqualification may be disclosed by the President to the rest of the board members for a vote as to the acceptance of the applicant in question.  An acceptance of a ‘gray area’ applicant may include but not limited to stipulations such as disclosure of the offense to all of the parents of the affected team.

                                                          vii.      Disqualifications will be handled by the President and communicated directly to the applicant involved. No further communication by the President will occur to board members, community members or other members of W.J.A.A. regarding the individual disqualified or as to the nature of the offense.

Summary:

The process for screening for the safety of all children who participate in W.J.A.A. programs is a serious responsibility.  The process outlined above will be handled professionally and as accurately as possible. Concerns of any nature should be directed to the current President of W.J.A.A.