BACKGROUND SCREENING POLICY

BACKGROUND SCREENING POLICY OF USA VOLLEYBALL AND ITS REGIONAL
VOLLEYBALL ASSOCIATIONS Last revised May 20, 2015

POLICY:
It is the policy of USA Volleyball (USAV) and its Regional Volleyball Associations (RVAs) that any club/entity intending to hire or use
registered individuals in any sanctioned junior volleyball events and/or activities (some examples of events or activities that can be
sanctioned with regional approval are: tournaments, practices, clinics, tryouts, and fundraisers) will accept and abide by this background screening policy. The following individuals, 18 years of age or older, will be screened: Club directors, club administrators, team reps, coaches, chaperones, and trainers who intend to register, affiliate and/or participate with a USAV/RVA junior volleyball club or team. Any Junior Tournament Director/Site Director/On-site Tournament Administrator/Manager and official 18 or older who intends to work a junior sanctioned event will also be screened with the exception of a junior player. Each RVA may also choose to require other members of their organization to submit to and pass a background screen in order to affiliate with their organization. Additionally, the club/entity will enforce the penalties resulting from a negative background screening report. Failure to do so is grounds for automatic suspension of membership privileges to participate in USAV/RVA sanctioned junior events and/or activities. All disqualifi ed individuals have the right to dispute the findings of the background screening directly with the RVA’s approved Background Screen Vendor. All non-USA citizens will require an international criminal background screening when applying for any position stated above. This screening may require additional fees as determined by the RVA.

The RVAs and/or USAV will not register, or allow to be registered, any individual who refuses to consent to a background screen if he/she intends to affiliate and/or participate with a junior club/team, in the RVA or any other regional or national junior level programming. Junior members are any members under the age of 18. A background screen will not be required for those individuals who will be classified only as junior players or those individuals not registered, affiliated and/or participating with a junior volleyball club or team in a RVA (other than those categories listed above). For those regions that allow individuals under 18 to be an assistant coach, any individual who is not yet 18 years old and who is in a non-player role affiliated with a junior club must be background screened immediately upon reaching 18 years of age. A 30-day grace period shall apply from the date of the 18th birthday in order to allow time for the background screening to be processed. During the 30-day grace period, the same restrictions apply to the individual and should be enforced as are in place for junior coaches regarding supervision by a qualified adult. It is the responsibility of the individual, club and region to identify the individuals in this situation and to meet the background screening requirement. Upon the conclusion of the 30-day grace period, the individual may not participate in a non-player role affiliated with a junior club unless the background screening requirement is met.

All screens will be good for two membership seasons (maximum of 26 months) unless required more frequently by state law. Anyone that fails a background screen cannot reapply for another screen until the following season. USAV and the RVAs retain the right to require additional background screens at any time with the exception of reissuing an application that was previously disqualified due to falsification.

PROCESS:
Every individual required to submit Background Screening must complete, sign and date the Consent and Waiver Release Form.
Electronic signatures are only accepted on the USAV Online Registration System. The Background Screen Consent and Waiver Release form will be submitted and the applicant cleared before the applicant may participate in RVA/USAV sanctioned junior events and/or activities.

Upon receipt of the above described documents, the USAV/RVA will request that the USAV/RVA approved Background Screen Vendor perform the background screen. All information received as a result of a background check will be strictly confidential. Notice of clearance or disqualification for all applicants will be provided to:

  • The designated contact of the RVA that submitted the application.
  • USA Volleyball National Office

A notice of automatic disqualification will be sent by email by the USAV/RVA approved Background Screen Vendor to the RVA office. The RVA will provide the approved Background Screen Vendor a contact e-mail for the Club Director or highest staff member for the hiring entity. The approved Background Screen vendor will then contact the Club/entity to provide notice of the automatic disqualification and request additional contact information for the disqualified individual.

The complete profile will be sent by the USAV/RVA approved Background Screen Vendor directly to an automatically disqualified
individual using the agreed upon method of delivery, along with a copy of the “Summary of Your Rights under the Fair Credit Reporting Act” (FCRA), and a notification that the individual is prohibited from participating in USAV/RVA sanctioned junior events and/or activities. All disqualified individuals have the right to review and dispute the accuracy of the background screening findings directly with the USAV/RVA approved Background Screen Vendor. A disqualified individual MAY NOT appeal an automatic disqualification or the results of the findings of the background screen vendor to the RVA and/or USAV. USAV and each RVA is required by the policy to accept the findings of the approved background screen vendor.

Individuals automatically disqualified are excluded from participation in any USAV/RVA sanctioned junior events and/or activities.

EFFECTIVE SEPTEMBER 1, 2013, AUTOMATIC DISQUALIFIERS FOR PARTICIPATION IN SANCTIONED JUNIOR EVENTS
AND/OR ACTIVITIES:
Anyone found guilty, entering a plea of guilty, or a plea of nolo contendere (no contest) regardless of adjudication or recei ved court directed programs and/or other sentencing directives in lieu of a finding of guilt, for the following criminal offenses; All Sex offenses, Murder, and Homicide regardless of time limit; Felony Violence and Felony Drug offenses in the past 10 years; any misdemeanor violence offenses in the past 7 years; any multiple misdemeanor drug and alcohol offenses within the past 7 years; or any other crimes (not listed) against children in the past 7 years (the time frames associated with the categories of crime listed above are calculated based on the date of the offense).

Individuals found to have pending court cases for any of the disqualifying offenses will be disqualified. If the disposition of the pending case does not meet the criteria for disqualification as listed above, the individual would then be cleared and reinstated.

Falsification of information on any membership application or the consent/release form is grounds for membership revocation or restriction of membership.

Individuals that are automatically disqualified must wait one season before reapplying for affiliation and/or participation with a junior club or team.

ENFORCEMENT:
The hiring entity is responsible for ensuring adherence to this policy, and ensuring that those individuals who are disqualified do not participate in USAV/RVA sanctioned junior events and/or activities.

PENALTY:
Failure of a club/entity to request background screening or enforce disqualification is cause for the RVA or USAV to impose penalties.
The minimum penalty shall be suspension of all members of the offending club/entity until background screening and enforcement
requirements are met. Additional measures may include financial penalties and/or extended suspensions against disqualified
individuals and/or the club/entity.


BACKGROUND SCREENING PROCESS FOR NON-US CITIZENS
The organization will need to collect more information for non-US citizens who do not have a social security number. An
example would be a college student who is in the United States to attend school. With the Visa/Green Card number, SSCI can
still do a screening on the information provided.

If the non-US citizen has a social security number, both fields (SSN and Visa/Green Card) must be completed. If there is
no social security number, this must be clearly indicated. That means that the applicant must write “no SSN” in the social
security field. If the SSN field is left blank, the application will be considered incomplete. The Visa/Green Card field must
be completed. If neither field is completed, the application will be considered incomplete and more information will be
requested of the region.

Non-US citizens with a valid social security number may proceed by completing the application on-line.

Background screening applications for non-US citizens WIT HOUT a valid social security number cannot be conducted
on-line since the Visa/Green Card Number field is not an available field in the online system at this time.

The non-US citizen without a social security number will be instructed to use the link to the PDF form which is to be printed,
completed using the Visa/Green Card Number, signed, and sent or faxed to the region. The non-citizen must also provide a
copy of a government issued ID (i.e. passport, visa etc.). The region will then forward that application to the national office who
will forward the form to SSCI for processing.


WHY DOES USA VOLLEYBALL DO BACKGROUND SCREENING?
As most are aware USAV implemented a background screening procedure in 2003. The process for the design and
implementation of this program actually began two years earlier. Those individuals involved with this tedious process are very
familiar with the reasons background screening was implemented. For others the question might be asked is “why does
USAV do background screening in the first place”? There are two primary reasons.

The first is professional and moral responsibility. USAV, its regions and its clubs have a prof essional and moral
responsibility to provide a “safe” environment for its members during sanctioned activities. It is not only a professionally
and morally responsibility but also a legal responsibility. As parents we all want to know that when our children are under
the supervision of another adult the organization has done everything within its power to insure those individuals are
worthy of the responsibility to coach or chaperone our children. It is the legal side that poses the greatest risk to USAV.
State and Federal courts have set precedence that the associations, its regions and its clubs can be held legally liable for
sexual misconduct or abuse that can be in some way connected to their sanctioned events. In the past, this has not been
an issue as USAV has enjoyed “full limits” of sexual abuse and molestation coverage under their insurance policy. Times
have changed!

The second reason for background screening is brought on by insurance, or the lack thereof. According to a recent report,
sexual abuse claims have increased over 200% in the past seven years. There are many theories as to the reasons but
the fact of this increase has caused all insurance carriers to reduce or eliminate sexual abuse/molestation coverage
from their policies, especially the policies where there is close interaction between minors and adults. In an effort to
continue to provide this most important coverage, insurance companies turned to the process of background screening as
a “ risk management tool” to help reduce potential sexual abuse/molestation claims by identifying and eliminating
individuals that might pose a threat from the group they are providing coverage. The theory is if they can reduce or eliminate those individuals that provide the most risk, they can continue to provide insurance for the entity even if it is on a reduced basi s. In 2003 USAV’s insurance for sexual abuse/molestation was reduced from $5,000,000 to $1,000,000. Due almost exclusively to the background screening procedures that were implemented, USAV was able to retain the $1,000,000 coverage. Without it, the insurance carriers would not offer any coverage to USAV for sexual abuse.

Is this coverage important? USAV incurred a sexual abuse claim in 2005 that exceeded $1,000,000. Not only is background screening morally, professionally and legally necessary, it is a risk management tool required by insurance carriers to help reduce the probability of a sexual abuse claim from occurring.