ayso national referee program child and volunteer protection advocate (cvpa) job training #601
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AYSO National Referee Program
Child and Volunteer Protection Advocate (CVPA)
Job Training
#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 ResponsibilitiesVolunteer ScreeningVolunteer RegistrationChild & 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.
Privacy & Confidentiality• CVPAs may encounter the private and
confidential information and should regard this information with the highest degree of confidentiality and data security.
• Do not discuss sensitive information with anyone other than the National Safe Haven staff.
• Take measures to protect information from theft or exposure on public domains.
Privacy & Confidentiality• Store forms under lock and key. Never
leave them in a car or on a table at Registration.
• Shred or burn any Regions copies of forms discarded after ensuring they are either eSigned or received by Safe Haven.
• Notify Safe Haven immediately if any forms are lost or stolen.
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.
• Safe Haven cannot discuss the contents of a background check with anyone other than the individual – not even spouses.
• Refer all questions about volunteer eligibility or disqualification to Safe Haven.
Quiz
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.
a
It All Starts With Volunteers
AYSO is volunteer run organization and without the efforts of thousands of
volunteers who donate countless hours to enrich the lives of children, AYSO would
not be a world class youth soccer program.
Volunteer Screening
AYSO asks adult volunteers to submit character references and agree to
background checks in order to protect players, volunteers and resources.
“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-year-old girls. The coach was sentenced to one year in jail, required to attend anger management courses and banned from all youth sports events for a year.”
Volunteer ScreeningWhy Screen 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 RequirementsFor 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 Applications
The Volunteer Application Form represents the first layer of screening and protection. It is the only way to know who is volunteering and it represents a signed contract between every volunteer and AYSO.
A volunteer’s signed consent is required by law in order to run a background check and to check for registered sex offenders. It is the first step in protecting the volunteer.
Volunteer Application Steps
• Make sure every volunteer has a current Application eSigned and submitted for each Membership Year.
• Do not accept any Application with any changes to the disclaimers, waivers and agreements on the application form.
• Review any handwritten Application for completeness, enter it into eAYSO and send it to the National Safe Haven department immediately.
• For first time volunteers, verify the identity of the person on the Application with a photo ID.
Volunteer Application Steps
Verifying the identity of the person on the application with a photo ID ensures we’re background checking the correct person.
• 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.
Volunteer Applications
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.
Volunteer Application Steps
eSignature does not mean “paperless.” It is still recommended that Regions ask volunteers to print one copy of their application to present to the Region with a photo ID at an in-person event.
Volunteer ApplicationsRequired Fields:• Legal Name• Social Security Number• Birth Date• Photo I.D.• Answer to Conviction
Question and disclosure• Signature and Date
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.
New or Returning Volunteer Box
Now accepting 5 types of photo I.D.
eSignature confirmation
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
Confirmation email
Confirmation email
CVPAs can also be notified by eAYSO when someone has completed an application by setting the Region>Setup>General Preferences:
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.
Volunteer Applicant Lists
Select “Reports” > “Vol Applicant Export”
Volunteer Applicant ListsKey fields include:• Name• AYSO ID#• Email – for contacting
volunteers• eSign (Y/N)• Convicted (Y/N) =
Flagged• Jobs – Jobs Requested• Reference Information
Volunteer Applicant Lists
Region # AYSOID
LastName
FirstName MI Email
Convicted
E-Sign
E-Sign Date
XXX 76581388 test sen returntest@123.com No Y 8/18/2014
XXX 76809225 test volsign volsigntest@123.com No Y 9/10/2014
XXX 76841186 testtt test testtt@123.com Yes Y 9/15/2014
XXX 76581396 testtwo sen retruntest2@123.com No Y 8/18/2014
XXX 74759588 volunteer sample samplevol@ayso.org No Y 3/25/2014
XXX 74685692 Volunteer Testfour testfourvol@ayso.org No Y 3/11/2014
XXX 74665504 Volunteer Testone testonevolr@ayso.org No N
XXX 74665541 Volunteer Testtwo testonevol@ayso.org No N
Quiz
A Volunteer Application is:a) Only required for Board Members and
coaches.
b) Acceptable with changes to the language on the form as long as it is signed and initialed.
c) Required from every volunteer, every year.
d) Acceptable with a TAX ID instead of a Social Security Number.
c
Flagged and Un-Flagged Applications
Un-Flagged Applications
• Most applications (97%) are not flagged; • the applicant answered “no” to the
conviction question, and • they eSigned their application.
• After checking references (new applicants only), 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 a complete disclosure including conviction, dates, locations.
• Do not allow flagged applicants to 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 to remove red flag.
• Do not allow flagged applicants to volunteer until cleared by Safe Haven.
Flagged Applications
• Flagged Applicants who cannot be cleared by the AYSO Criminal Background Check Policy will be disqualified or restricted from volunteering and cannot be used by the Region.
• Volunteers disqualified or restricted 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
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.
• Emails are only sent for flagged applications or volunteers who are disqualified or restricted.
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.
National Screening
All applicants are run the very next business day.• 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.
• Notify Safe Haven if a registered sex offender is suspected or discovered.
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.
• There are no exceptions to policy or appeals granted to avoid discriminatory practice.
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.
• Safe Haven disqualifications/restrictions must be enforced by the Region.
• Regions cannot require parents to volunteer.
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 NotesSafe Haven Notes track key facts and steps
eAYSO CVPA Notes
Note Restricted Positions
Quiz
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.
c
Question ?
Can a Region choose whether or not to accept a volunteer?
Once a Membership Year, before the volunteer is accepted or assigned a position. Every volunteer serves a one year term.Volunteering is a privilege, not a right. Regions can say “Thank you, no thank you.” without giving any reasons that may invite an argument (or that would require due process).
Yes
Volunteer Registration
Everyone volunteering in AYSO must be a registered volunteer.
Volunteer Registration
• CVPAs must register accepted applicants in eAYSO.
• Unaccepted or disqualified applicants must stay in applicant status.
• When necessary, input new applicants or renew returning applicants only if you have an originally signed Volunteer Application.
Volunteer RegistrationSelect “Region” >
“Volunteer” > Registration
Volunteer Registration
Red Flag, Yellow Post-it
Notes
New! Indicators for eSign and
New/Returning!!
Filer by Status
NE – eSignature Incomplete
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
Add a New Volunteer or Youth Volunteer from hand-signed
forms
Change to Previous to
Renew Volunteer
Volunteer Registration
Register all un-flagged 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.
Assigning Volunteer Positions
Select “Region” > “Volunteer” > “Manage
Positions”
Assigning Volunteer Positions
Select Volunteer Positions
Assigning 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”
Assigning 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
FirstName
LastName MY
Position(s) Certification(s)
Test Volunteer MY2014 Team Coach
AYSOs Safe Haven, Z-Online CDC Concussion Awareness Training,
Test2 Volunteer MY2014 Team Coach AYSOs Safe Haven
Test Coach MY2014 Coaching Staff
Z-Online AYSOs Safe Haven, Z-Online CDC Concussion Awareness Training, Coach Administrator Training
Coach Roberts MY2014 Team Coach
AYSOs Safe Haven, CDC Online Concussion Awareness Training, Z-Online Refugio Seguro de AYSO
Coach Kate MY2014 Team Coach U-6 Coach
Test3 Volunteer MY2014 Team Coach
Z-Online CDC Concussion Awareness Training, Z-Online U-10 Coach, Z-Online U-6 Coach, Z-Online U-8 Coach
Coach Mike MY2014 Team Coach Z-Online U-6 Coach, Z-Online U-8 Coach
Coach volunteer MY2014 Team Coach AYSOs Safe Haven
Quiz
Which of the following is not a requirement of AYSO volunteers?a) Completing and signing a Volunteer
Application every year.b) Fulfilling a continuing education
requirement.c) Consenting to background
investigations.d) Completing job training.
b
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
Emotional
Sexual
Physical
Neglect
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
www.ayso.org
New →
Remember, it’s for the kids
Thank you!
Thank You!
Thank you for volunteering to bring a quality youth soccer program to your community and
for supporting the AYSO philosophies.
Everyone Plays® Balanced Teams Open Registration Positive Coaching Good Sportsmanship
Player Development
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