The Canadian Bowler Open (the ‘Organization’)
Screening Policy

Canadian Bowler Open (the ‘Organization’)

Screening Policy

Definitions

1. 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 Participants” – Includes Minors and vulnerable adults (people who, because of age, disability or other circumstance, are in a position of dependence on others or are otherwise at a greater risk than the general population of being harmed by people in positions of trust or authority

Preamble

1. The Organization 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

1. This Policy applies to all Participants whose position with the Organization is one of trust or authority which may relate to, at a minimum, finances, supervision, or Vulnerable Participants.

1. Not all Participants associated with the Organization will be required to obtain a CRC or submit screening documents because not all positions pose a risk of harm to the Organization or to its participants. The Organization will determine which Participants will be subject to screening using the following guidelines (variations from the guidelines are at the sole discretion of the Organization):

Level 1 – Low Risk - Participants involved in low risk assignments who are not in a supervisory role, not directing others, not involved with financial/cash management, and/or do not have regular access to Vulnerable Participants. Examples:

1. Parents, youth, or volunteers, umpires who are assisting with programs on a non-regular informal basis

Level 2 – Medium Risk – Participants involved in medium risk assignments who may be in a supervisory role, may direct others, may be involved with financial/cash management, and/or who may have limited access to Vulnerable Participants. Examples:

1. Athlete support personnel

2. Coaches who are typically under the supervision of another coach

3. Directors

4. High Performance Committee Members

5. Staff

6. Participants with signing authority

Level 3 – High Risk – Participants involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, are involved with financial/cash management, and who have frequent access to Vulnerable Participants. Examples:

1. Full time coaches

2. Coaches who travel with athletes

3. Coaches who could be alone with athletes

Screening Committee

1. The implementation of this policy is the responsibility of the Organization’s ad hoc Screening Committee which is a committee of either one (1) or three (3) members appointed by the Organization as needed. The Organization will ensure that the member(s) appointed to the Screening Committee possess the requisite skills, knowledge and abilities to accurately screen documents and render decisions under this Policy.

1. The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.

1. The Screening Committee is responsible for reviewing all documents submitted and, based on the review, making decisions regarding the appropriateness of Participants filling positions within the Organization. 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

1. It is the Organization’s policy that when a Participant is first engaged by the Organization:

1. Level 1 Participants will:

   1. Complete a Screening Form (Appendix A)

   2. Participate in training, orientation, and monitoring as determined by the Organization (see Appendix D)

1. Level 2 Participants will:

   1. Complete a Screening Form (Appendix A)

   2. Participate in training, orientation, and monitoring as determined by the Organization (see Appendix D)

   3. Complete and provide an E-PIC

   4. Provide a driver’s abstract, if requested

1. Level 3 Participants will:

   1. Complete a Screening Form (Appendix A)

   2. Participate in training, orientation, and monitoring as determined by the Organization (see Appendix D)

   3. Complete and provide an E-PIC and a VSC

   4. Provide a driver’s abstract, if requested

1. If a Participant subsequently receives a charge, conviction for, or is found guilty of, an offense they will report this circumstance immediately to the Organization. Additionally, the Participant will inform the Organization of any changes in their circumstance that would alter their original responses in their Screening Form.

2. If the Organization learns that a Participant has provided falsified, inaccurate, or misleading information, the Participant will immediately be removed from their position and may be subject to further discipline in accordance with the Organization’s Discipline and Complaints Policy.[1] 

1. The Organization defines a young person as someone who is younger than 18 years old. When screening young people, the Organization 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) letters of reference.

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

Renewal

1. Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, Participants 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 B) every year

4. A Vulnerable Sector Check once

1. The Screening Committee may request that a Participant provide any of the above documents at any time. Such a request will be in writing and reasons will be provided for the request.

Orientation, Training, and Monitoring

1. The type and amount of orientation, training, and monitoring will be based on the Participant’s level of risk, at the Organization’s discretion.

1. 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 period of engagement.

1. Training may include, but is not limited to: certification courses, online learning, mentoring, workshop sessions, webinars, on-site demonstrations, and peer feedback.

1. At the conclusion of orientation and training, the Participant will be required to acknowledge, in written form, that they have received and completed the orientation and training.

1. 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

1. Bowls Canada Boulingrin (BCB) has joined the Coaching Association of Canada’s Responsible Coaching Movement and therefore has access to the E-PIC at a discounted rate. Participants can obtain an E-PIC via https://pages.sterlingbackcheck.ca/landing-pages/b/bowls-canada-boulingrin/

1. Participants 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.

1. Fingerprinting may be required if there is a positive match with the Participant’s gender and birth date.

Procedure

1. Screening documents must be submitted to the following:

Darryl Fitzgerald, Event Organizer

Canadian Bowler Open

1. A Participant who refuses or fails to provide the necessary screening documents will be ineligible to volunteer or apply for the position sought. The Participant will be informed that their application and/or position will not proceed until such time as the screening documents are submitted. 

1. The Organization understands that there may be delays in receiving the results of an E-PIC or a VSC. At its discretion, the Organization may permit the Participant to participate in the role during the delay. The Organization may withdraw this permission at any time and for any reason.

1. The Organization recognizes that different information will be available depending on the type of screening document that the Participant 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.

1. Following the review of the screening documents, the Screening Committee will decide:

1. The Participant has passed screening and may participate in the desired position;

2. The Participant has passed screening and may participate in the desired position with conditions;

3. The Participant has not passed screening and may not participate in the desired position; or

4. More information is required from the Participant.

1. 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.

1. The following examples are considered as a guide to prohibit a Participant from assuming a position within the Organization:

1. If imposed in the last three years:

1. Any conduct involving the use of a motor vehicle, including but not limited to impaired driving

2. Any conduct for trafficking and/or possession of drugs and/or narcotics

3. Any conduct involving conduct against public morals

1. 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

1. If imposed at any time:

1. A Participant’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

1. The Screening Committee may determine that incidents revealed on a Participant’s screening documents may allow the Participant 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

1. 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.

1. The records kept by the Organization as part of the screening process include but are not limited to:

1. A Participant’s Vulnerable Sector Check

2. A Participant’s E-PIC (for a period of three years)

3. A Participant’s Screening Disclosure Form (for a period of three years)

4. A Participant’s Screening Renewal Form (for a period of one year)

5. Records of any conditions attached to a Participant’s registration by the Screening Committee

6. Records of any discipline applied to any Participant by the Organization or by another sport organization
   Appendix A – Screening Application Form

Note: Participants who are applying to volunteer or work within certain positions with the Organization must complete this Screening Form. If the Participant is applying for a new position within the Organization, a new Form must be submitted. Failure to disclose truthful information below may be considered an intentional omission and the loss of volunteer responsibilities or other privileges

NAME: _______________________________________________________________________________

 First                                          Middle                                            Last

CURRENT PERMANENT ADDRESS:

_______________________________________________________________________________

Street                                                   City                                        Province                                              Postal

DATE OF BIRTH: _______________________     GENDER IDENTITY: ________________

                                     Month/Day/Year

EMAIL:  _________________________                 PHONE: __________________________

POSITION SOUGHT: ______________________________________________

1. 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: ________________________________________________________

1. 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: _________________________________________________________________

1. 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 the Organization 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 the 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. the Organization 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 the Organization 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.

I further agree to adhere to the Organization’s policies and procedures, including but not limited to the Code of Conduct and Ethics, Conflict of Interest Policy, Privacy Policy, and Screening Policy. The Organization’s policies are located at the following link: https://www.canadianbowler.ca/cboscreeningpolicy

NAME (print):  ________________________                      DATE: __________________________

SIGNATURE:  _________________________                      

Appendix B – 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 the Organization. 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 the Organization. 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 the Organization’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 C – Request for Vulnerable Sector Check

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

INTRODUCTION

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

DESCRIPTION OF ORGANIZATION

“Organization” is a not-for-profit [national, provincial, local] organization for the sport of [insert sport] located in [location].

[Insert additional description]

DESCRIPTION OF ROLE

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

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

CONTACT INFORMATION

If more information is required from Organization, please contact the ______:

[Insert contact information]

Signed:  ____________________________     Date: ____________________________

Appendix D – Screening and Training Matrix

Risk Level

Role Examples (Note Young People Exception Below)

Training Recommended/Required

Screening Requirements

Level 1

Low Risk

1. Parents, youth or volunteers acting in non-regular or informal basis

Recommended:

• CAC Safe Sport Training OR

• Respect in Sport for Activity Leaders

• Complete a Screening Application Form (Appendix A)

• Participate in training, orientation, and monitoring as determined by the Organization

Level 2 Medium Risk

1. Athlete support personnel

2. Non-coach employees or managers

3. Directors

4. Coaches who are typically under supervision of another coach.

5. Officials

Recommended based on role:

• Commit to Kids

Required:

• CAC Safe Sport Training OR

• Respect in Sport for Activity Leaders

AND

• NCCP Make Ethical Decisions evaluation (coaches and athlete support personnel only)

• Level 1 Requirements AND

• Complete and provide an E-PIC

• Provide a driver’s abstract, if requested

Level 3

High Risk

1. Full Time Coaches

2. Coaches who travel with Athletes

3. Coaches/athlete support personnel who could be alone with Athletes

Recommended based on role:

• Commit to Kids

Required:

• CAC Safe Sport Training OR

• Respect in Sport for Activity Leaders

AND

• NCCP Make Ethical Decisions evaluation (coaches and athlete support personnel only)

• Level 2 Requirements AND

• Provide an E-PIC and a VSC

• Provide a driver’s abstract, if requested

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Young People

For the purposes of this Policy, the Organization defines a young person as someone who is younger than 18 years old. When screening young people, the Organization 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.

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