AYSO National Referee Program Child and Volunteer Protection Advocate (CVPA) Job Training #601

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.


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.


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 [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

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.


• 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 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.


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.


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.


• 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.


• 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


eAYSO CVPA Search

eAYSO CVPA Search


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.


• 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


Red Flag, Yellow Post-it

Notes

New! Indicators for eSign and

New/Returning!!

Filer by Status

NE – eSignature Incomplete


• 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.


Add a New Volunteer or Youth Volunteer from hand-signed

forms

Change to Previous to

Renew Volunteer


Register all un-flagged volunteers in eAYSO approved by the Regional Board to volunteer.


Applicants

Check Applicants;“Submit” to

Register

Assigning Volunteer Positions

Assign all registered, non-board member, volunteers in eAYSO to their specific positions.


Select “Region” > “Volunteer” > “Manage

Positions”


Select 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”


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”



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

95

Documents

AYSO National Referee Program Child and Volunteer Protection Advocate (CVPA) Job Training #601