Screening Policy

Definitions

The following terms have these meanings in this Policy:
1. “Criminal Record Check (CRC)” – A search of the RCMP Canadian Police Information Centre (CPIC) system for adult convictions
2. “Local Police Information (LPI)” – additional conviction and selected non-conviction information in national and local police data sources which may be relevant to the position sought
3. “Enhanced Police Information Check (E-PIC)” – a Criminal Record Check plus a search of local police information, available from Sterling Backcheck
4. “Vulnerable Sector Check (VSC)” – a detailed check that includes a search of the RCMP Canadian Police Information Centre (CPIC) system, local police information, and the Pardoned Sex Offender database
5. “Vulnerable Individuals” – A person under the age of 18 years old and/or a person who, because of age, disability or other circumstance, is in a position of dependence on others or is otherwise at a greater risk than the general population of being harmed by people in positions of trust or authority

Preamble

Ringette Canada understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice among sport organizations that provide programs and services to the community.

Application of this Policy

This Policy applies to all individuals whose position with Ringette Canada is one of trust or authority which may relate to, at a minimum, finances, supervision, or Vulnerable Individuals.
Not all individuals associated with Ringette Canada will be required to obtain a criminal record check or submit screening documents because not all positions pose a risk of harm to Ringette Canada or to its participants. Ringette Canada will determine which individuals will be subject to screening using the following guidelines (Ringette Canada may vary the guidelines at its discretion):

Level 1 – Low Risk – Individuals involved in low risk assignments who are not in a supervisory role, not directing others, not involved with finances, and/or do not have unsupervised access to Vulnerable Individuals. Examples:
1. Parents, youth, or volunteers who are helping out on a non-regular or informal basis
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. Examples:
1. Athlete support personnel
2. Non-coach employees or managers
3. Directors
4. Coaches who are typically under the supervision of another coach
Level 3 – High Risk – Individuals involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, are involved with finances, and who have frequent or unsupervised access to Vulnerable Individuals. Examples:
1. Full time coaches
2. Coaches who travel with athletes
3. Coaches who could be alone with athletes

Screening Committee

The implementation of this policy is the responsibility of Ringette Canada’s Screening Committee which is a committee of either one (1) or three (3) members appointed by Ringette Canada. Ringette Canada will ensure that the members appointed to the Screening Committee possess the requisite skills, knowledge and abilities to accurately review and comprehend screening documents and render decisions under this Policy.
The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.
The Screening Committee is responsible for reviewing all documents submitted and, based on the review, making decisions regarding the appropriateness of individuals filling positions within Ringette Canada. In carrying out its duties, the Screening Committee may consult with independent experts including lawyers, police, risk management consultants, volunteer screening specialists, or any other person.

Screening Requirements

It is Ringette Canada’s policy that when an individual is first engaged by Ringette Canada:
1. Level 1 individuals will:
  1. Complete an Application Form (Appendix A)
  2. Complete a Screening Disclosure Form (Appendix B)
  3. Participate in training, orientation, and monitoring as determined by Ringette Canada
2. Level 2 individuals will:
  1. Complete an Application Form (Appendix A)
  2. ii. Complete a Screening Disclosure Form (Appendix B)
  3. iii. Complete and provide an E-PIC
  4. iv. Provide one letter of reference related to the position
  5. Participate in training, orientation, and monitoring as determined by Ringette Canada
  6. Provide a driver’s abstract, if requested
3. Level 3 individuals will:
  1. Complete an Application Form
  2. Complete a Screening Disclosure Form
  3. Complete and provide an E-PIC and a VSC
  4. Provide one letter of reference related to the position
  5. Participate in training, orientation, and monitoring as determined by Ringette Canada
  6. Provide a driver’s abstract, if requested
4. If an individual subsequently receives a charge, conviction for, or is found guilty of, an offense they will report this circumstance immediately to Ringette Canada. Additionally, the individual will inform Ringette Canada of any changes in their circumstance that would alter their original responses in their Screening Disclosure Form.
5. If Ringette Canada learns that an individual has provided false, inaccurate, or misleading information, the individual will immediately be removed from their position and may be subject to further discipline in accordance with Ringette Canada’s Discipline and Complaints Policy.

Young People

Ringette Canada defines a young person as someone who is younger than 18 years old. When screening young people, Ringette Canada will:
1. Not require the young person to obtain a VSC or E-PIC; and
2. In lieu of obtaining a VSC or E-PIC, require the young person to submit up to two (2) additional letters of reference.

Notwithstanding the above, Ringette Canada may ask a young person to obtain a VSC or E-PIC if Ringette Canada suspects the young person has an adult conviction and therefore has a criminal record. In these circumstances, Ringette Canada will be clear in its request that it is not asking for the young person’s youth record. Ringette Canada understands that it may not request to see a young person’s youth record.

Renewal

Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, individuals who are required to submit an E-PIC, Screening Disclosure Form, VSC, or Screening Renewal Form, are required to submit the documents as follows:
1. An E-PIC every three years
2. A Screening Disclosure Form every three years
3. A Screening Renewal Form (Appendix C) every year
4. A Vulnerable Sector Check once
The Screening Committee may request that an individual provide any of the above documents at any time. Such request will be in writing and reasons will be provided for the request.

Orientation, Training, and Monitoring

The type and amount of orientation, training, and monitoring will be based on the individual’s level of risk, at Ringette Canada’s discretion.
Orientation may include, but is not limited to, introductory presentations, facility tours, equipment demonstrations, parent/athlete meetings, meetings with colleagues and supervisors, orientation manuals, orientation sessions, and increased supervision during initial tasks or initial period of engagement.
Training may include, but is not limited to, certification courses, online learning, mentoring, workshop sessions, webinars, on-site demonstrations, and peer feedback.
At the conclusion of orientation and training, the individual will be required to acknowledge, in written form, that they have received and completed the orientation and training.
Monitoring may include, but is not limited to, written or oral reports, observations, tracking, electronic surveillance (e.g., facility security cameras), and site visits.

How to Obtain an E-PIC or VSC

Ringette Canada has joined the Coaching Association of Canada’s Responsible Coaching Movement and therefore has access to the E-PIC at a discounted rate. Individuals can obtain an E-PIC via https://www.sterlingtalentsolutions.ca/landing-pages/c/cac_ace/
In Ontario, Ringette Canada understands that the Police Record Checks Reform Act, 2015 requires the individual to consent in writing before requesting a criminal record check (such as an E-PIC). The Act also requires the individual to consent in writing for any disclosure of the results to the requesting organization.
In BC, the process for obtaining a Criminal Record Check is different than in other provinces and territories and sections of this policy relating to obtaining a Criminal Record Check may not apply. In such cases, the Screening Committee will provide individuals with directions pursuant to the following website: https://www.viasport.ca/free-criminal-records-checks
Individuals may only obtain a VSC by visiting an RCMP office or police station, submitting two pieces of government-issued identification (one of which must have a photo), and completing any required paperwork. Fees may also be required.
Fingerprinting may be required if there is a positive match with the individual’s gender and birth date.
Ringette Canada understands that it may be required to assist an individual with obtaining a VSC. Ringette Canada may need to submit a Request for VSC (Appendix D) or complete other documentation describing the nature of the organization and the individual’s role with vulnerable individuals.

Procedure

Screening documents must be submitted to the following individual:

Ringette Canada – Attn: Screening Committee
c/o House of Sport/Maison du Sport RA Centre
2451 promenade Riverside Drive
Ottawa, ON K1H 7X7

An individual who refuses or fails to provide the necessary screening documents will be ineligible to volunteer or apply for the position sought. The individual will be informed that their application and/or position will not proceed until such time as the screening documents are submitted.
Ringette Canada understands that there may be delays in receiving the results of an E-PIC or a VSC. At its discretion, Ringette Canada may permit the individual to participate in the role during the delay. Ringette Canada may withdraw this permission at any time and for any reason.
Ringette Canada recognizes that different information will be available depending on the type of screening document that the individual has submitted. For example, an E-PIC may show details of a specific offense, or not, and/or a VSC may be returned with specific information or simply a notification indicating ‘cleared’ or ‘not cleared’. The Screening Committee will use its expertise and discretion when making decisions based on the screening documents that have been submitted.
Following the review of the screening documents, the Screening Committee will decide:
1. The individual has passed screening and may participate in the desired position;
2. The individual has passed screening and may participate in the desired position with conditions;
3. The individual has not passed screening and may not participate in the desired position; or
4. More information is required from the individual.
In making its decision, the Screening Committee will consider the type of offense, date of offense, and relevance of the offense to the position sought.
The Screening Committee must decide that an individual has not passed screening if the screening documentation reveals any of the following:
1. If imposed in the last three years:
  1. Any offense involving the use of a motor vehicle, including but not limited to impaired driving
  2. Any offense for trafficking and/or possession of drugs and/or narcotics
  3. Any offense involving conduct against public morals
2. If imposed in the last ten years:
  1. Any crime of violence including but not limited to, all forms of assault
  2. Any offense involving a minor or minors
3. If imposed at any time:
  1. An individual’s conviction for any of the following Criminal Code offenses:
    1. Any offense of physical or psychological violence
    2. Any crime of violence including but not limited to, all forms of assault
    3. Any offense involving trafficking of illegal drugs
    4. Any offense involving the possession, distribution, or sale of any child-related pornography
    5. Any sexual offense
    6. Any offense involving theft or fraud

Conditions and Monitoring

Excluding the incidents above which, if revealed, would cause the individual to not pass screening, the Screening Committee may determine that incidents revealed on an individual’s screening documents may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee may apply and remove conditions at its discretion and will determine the means by which adherence to conditions may be monitored.

Records

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 legal, quasi-legal, or disciplinary proceedings.
The records kept by Ringette Canada as part of the screening process include but are not limited to:
1. An individual’s Vulnerable Sector Check
2. An individual’s E-PIC (for a period of three years)
3. An individual’s Screening Disclosure Form (for a period of three years)
4. An individual’s Screening Renewal Form (for a period of one year)
5. Records of any conditions attached to an individual’s registration by the Screening Committee
6. Records of any discipline applied to any individual by Ringette Canada or by another sport organization

This Policy is subject to review at least once every three years

Date of last review: September 2019

The publication of Ringette Canada policies will be in the English and French languages. In the case of conflicting interpretations, the English version will prevail.

Appendix A – Application Form

Note: Individuals who are applying to volunteer or work within certain positions with Ringette Canada must complete this

Application Form. Individuals need to complete an Application Form once for the position sought. If the individual is applying for a new position within Ringette Canada, a new Application Form must be submitted.

NAME:

__________________________________________________________________________________

First Middle Last

CURRENT PERMANENT ADDRESS:

___________________________________________________________________________________

Street City Province Postal

DATE OF BIRTH: _______________________ GENDER IDENTITY: ________________

Month/Day/Year

EMAIL: _________________________ PHONE: __________________________

POSITION SOUGHT: ______________________________________________

By signing this document below, I agree to adhere to Ringette Canada’s policies and procedures, including but not limited to the Code of Conduct and Ethics, Conflict of Interest Policy, Privacy Policy, and Screening Policy. Ringette Canada’s policies are located at the following link: [https://www.ringette.ca/about-us/ringette-canada-bylaws-and-policies/]

I recognize that I must pass certain screening requirements depending on the position sought, as outlined in the Screening Policy, and that the Screening Committee will determine my eligibility to volunteer or work in the position.

NAME (print): ________________________ DATE: __________________________

SIGNATURE: _________________________

Appendix B – Screening Disclosure Form

NAME:

__________________________________________________________________________________

First Middle Last

OTHER NAMES YOU HAVE USED: ____________________________________________

CURRENT PERMANENT ADDRESS:

_________________________________________________________________________________

Street City Province Postal

DATE OF BIRTH: ________________________________ GENDER IDENTITY: ________________

Month/Day/Year

CLUB (if applicable): ____________________________ EMAIL: _________________________

Note: Failure to disclose truthful information below may be considered an intentional omission and the loss of volunteer responsibilities or other privileges

Do you have a criminal record? If so, please complete the following information for each conviction. Attach additional pages as necessary.

Name or Type of Offense: ________________________________________________________

Name and Jurisdiction of Court/Tribunal: ___________________________________________

Year Convicted: _______________________________________________________________

Penalty or Punishment Imposed: ________________________________________________

Further Explanation: ________________________________________________________

Have you ever been disciplined or sanctioned by a sport governing body or by an independent body (e.g., private tribunal, government agency, etc.) or dismissed from a coaching or volunteer position? If so, please complete the following information for each disciplinary action or sanction. Attach additional pages as necessary.

Name of disciplining or sanctioning body: _________________________________________________

Date of discipline, sanction or dismissal: __________________________________________________

Reasons for discipline, sanction or dismissal: ______________________________________________

Penalty or Punishment Imposed: ________________________________________________________

Further Explanation: _________________________________________________________________

Are criminal charges or any other sanctions, including those from a sport body, private tribunal or government agency, currently pending or threatened against you? If so, please complete the following information for each pending charge or sanction. Attach additional pages as necessary.

Name or Type of Offense: __________________________________________________________

Name and Jurisdiction of Court/Tribunal: ______________________________________________

Name of disciplining or sanctioning body: _________________________________________________

Further Explanation: _______________________________________________________________

PRIVACY STATEMENT

By completing and submitting this Screening Disclosure Form, I consent and authorize Ringette Canada to collect, use and disclose my personal information, including all information provided on the Screening Disclosure Form as well as my Enhanced Police Information Check and/or Vulnerable Sector Check (when permitted by law) for the purposes of screening, implementation of Ringette Canada’s Screening Policy, administering membership services, and communicating with National Sport Organizations, Provincial Sport Organizations, Sport Clubs, and other organizations involved in the governance of sport. Ringette Canada does not distribute personal information for commercial purposes.

CERTIFICATION

I hereby certify that the information contained in this Screening Disclosure Form is accurate, correct, truthful and complete.

I further certify that I will immediately inform Ringette Canada of any changes in circumstances that would alter my original responses to this Screening Disclosure Form. Failure to do so may result in the withdrawal of volunteer responsibilities or other privileges and/or disciplinary action.

NAME (print): ________________________ DATE: __________________________

SIGNATURE: _________________________

Appendix C – Screening Renewal Form

NAME:

__________________________________________________________________________________

First Middle Last

CURRENT PERMANENT ADDRESS:

___________________________________________________________________________________

Street City Province Postal

DATE OF BIRTH: _______________________ GENDER IDENTITY: ________________

Month/Day/Year

EMAIL: _________________________ PHONE: __________________________

By signing this document below, I certify that there have been no changes to my criminal record since I last submitted an Enhanced Police Information Check and/or Vulnerable Sector Check and/or Screening Disclosure Form to Ringette Canada. I further certify that there are no outstanding charges and warrants, judicial orders, peace bonds, probation or prohibition orders, or applicable non-conviction information, and there have been no absolute and conditional discharges.

I agree that any Enhanced Police Information Check and/or Vulnerable Sector Check and/or Screening

Disclosure Form that I would obtain or submit on the date indicated below would be no different than the last Enhanced Police Information Check and/or Vulnerable Sector Check and/or Screening Disclosure Form that I submitted to Ringette Canada. I understand that if there have been any changes, or if I suspect that there have been any changes, it is my responsibility to obtain and submit a new Enhanced Police Information Check and/or Vulnerable Sector Check and/or Screening Disclosure Form to Ringette Canada’s Screening Committee instead of this form.

I recognize that if there have been changes to the results available from the Enhanced Police

Information Check and/or Vulnerable Sector Check and/or Screening Disclosure Form, and that if I submit this form improperly, then I am subject to disciplinary action and/or the removal of volunteer responsibilities or other privileges at the discretion of the Screening Committee.

NAME (print): ________________________ DATE: __________________________

SIGNATURE: _________________________

Appendix D – Request for Vulnerable Sector Check

Note: Ringette Canada will be required to modify this letter to adhere to any requirements from the VSC provider

INTRODUCTION

Ringette Canada is requesting a Vulnerable Sector Check for _____________ [insert individual’s full name] who identifies as a _____________ [insert gender identity] and who was born on ______________ [insert birthdate].

DESCRIPTION OF ORGANIZATION

Ringette Canada is the not-for-profit national governing organization for the sport of Ringette.

[Insert additional description]

DESCRIPTION OF ROLE

_____________ [insert individual’s name] will be acting as a _____________ [insert individual’s role]. In this role, the individual will have access to vulnerable individuals.

[Insert additional information re: type and number of vulnerable individuals, frequency of access, etc.]

CONTACT INFORMATION

If more information is required from Ringette Canada, please contact the Screening Committee Chair:

[Insert information for Screening Committee Chair]

Signed: ____________________________ Date: ____________________________