VOLUNTEER SCREENING POLICY

Cambridge Minor Baseball Association understands that due to the provisions of trust inherent to providing baseball activities, volunteers and employees shall be required to undergo a screening process based on the duties they are fulfilling. CMBA follows what is outlined by our governing body, the Ontario Baseball Association.

The purpose of this screening policy is to provide the safest possible experience to all our athletes, coaches, and officials in our activities. Screening is an essential component of us ensuring this is the case.  This obligation is much more significant and impactful when our volunteers are working with vulnerable people, including children, youth, and those with disabilities.

The screening process and requirements are as outlined below:

1. In their first year as a volunteer or employee with CMBA, each individual 18 years of age and older, will be required to complete screening as outlined below, prior to engaging in any volunteer activities.

a. The VSC/CRC provided must have been completed within the last 6 months
b. May have been obtained and used for another employer or organization
c. May be obtained from a local police service, OPP, or RCMP

2. Where a VSC is required, it is only required to be completed once and then will be required again subsequently every 3 years

3. In the second and third year following the completion of a VSC, each individual must provide a criminal offence declaration attesting that, to the best of their knowledge, they have not been arrested, convicted, investigated for any criminal activity in the previous 12 months (see below)

4. CMBA must maintain a record of the completed VSC or criminal offence declaration until it is replaced by a subsequent VSC or COD

The policy pertains to all individuals whose position within the association is one of trust or authority which may relate to, at a minimum, finances, supervision, or vulnerable individuals.

Not all individuals associated with the organization will be required to obtain a criminal record check or submit screening documents by virtue of their position because not all positions pose a risk to the Association or its participants. CMBA determines which individuals are subject to screening using the following criteria as outlined by the Ontario Baseball Association:

 

Level 1 – Low Risk

Individuals who are in low-risk assignments are those who do not have a supervisory role, are not directing others, are not involved in finances, and/or do not have any unsupervised access to vulnerable individuals. This would include:

• Parents, youth, or volunteers who are helping out on a non-regular or informal basis;
• Programs where volunteers are never left unsupervised with vulnerable individuals and activities do not include any travel;
• Volunteers working with adult leagues where no participants are under the age of 18;
• Tournament personnel who are never alone with children or vulnerable individuals and only interact on the field of play in the duty of the tournament

Individuals who are in a Level 1 role are required to:

• Complete a criminal offence declaration form

Level 2 – Medium Risk

Individuals involved in medium risk assignments who may be in a supervisory role may direct others, may be involved with finances, and/or who may have limited access to vulnerable individuals. This would include:

• Non-coach employees;
• Directors/Officers;
• Coaches or support personnel of non-travelling teams

Individuals who are in a Level 2 role are  required to:

• Complete a Criminal Record Check (either directly with the police department or through a CMBA approved service through invitation only) annually

Level 3 – High Risk

Individuals involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others and who have frequent or unsupervised access to vulnerable individuals.  This would include:

• Coaches or support personnel (trainer, first aid, etc.) who travel with athletes (any bench staff of a travel team)
• Coaches or support personnel who could be left alone with athletes

Individuals who are in a Level 3 role are required to:

• Complete a Vulnerable Sector Check in year 1 and provide a copy to CMBA
• Complete a criminal offense declaration in years 2 & 3

If, under any of the above circumstances, an individual subsequently receives a charge, conviction, or is found guilty of an offence, they are obligated to report this immediately to CMBA.

If, at any time, CMBA discovers that an individual has provided false, in accurate, or misleading information, the individual will be immediately removed from their role and may be subject to further disciplinary action in accordance with Baseball Ontario’s Discipline Policy.

Any individual who refuses or fails to provide the necessary screening documents will be ineligible to volunteer for the position and may be removed until such a time as the screening documents are
submitted.

Once received, the CMBA screening committee will decide upon one of the following:

• The individual has passed the screening and may participate in the desired position;
• The individual has passed the screening and may participate in the desired position with conditions;
• The individual has not passed the screening and may not participate in the desired position;
• CMBA requires additional information from the applicant prior to making a decision

In making a decision, CMBA will consider the type of offense, date of offense, and relevance of the offence to the position sought. As outlined by the Ontario Baseball Association, when considering the results of the screening, CMBA will decide that an individual has not passed the screening if the screening documentation reveals any of the following:

If imposed in the last 3 years:

• Any offense involving the use of a motor vehicle, including but not limited to impaired driving
• Any offense for trafficking and/or possession of drugs and/or narcotics
• Any offense involving conduct against public morals

If imposed in the last 10 years:

• Any crime of violence including but not limited to, all forms of assault
• Any offense involving a minor or minors

If imposed at any time:

• Any offense of physical or psychological violence
• Any crime of violence including but not limited to, all forms of assault
• Any offense involving trafficking of illegal drugs
• Any offense involving the possession, distribution, or sale of any child related pornography
• Any sexual offense
• Any offense involving theft

Upon receipt of the screening documents, all records will be maintained in a confidential manner and
will not be disclosed to others except as required by law or for use in any legal or disciplinary
proceedings.

The organization will take all reasonable steps to safeguard any confidential or personal information
gathered during the screening process. The information received during the screening process will only
be used to determine if the applicant is suitable.3

 

Policy amended and approved by CMBA January 9 2024