How to Create A Background Check Policy for Your Youth Sports Program
Every youth sports organization needs a clear and effective background check policy in place. It’s an important way to protect your athletes, create a safe environment and ensure compliance.
That said, creating a background check policy can be a daunting task. If you’re not sure where to start, don’t worry. This article provides a step-by-step guide, offering insights into the essential components that should be included in your policy.
To make your task even easier, we’ve also prepared a downloadable background check policy template. This can serve as a starting point as you customize and adapt your policy to meet the needs of your youth sports program.
Keep reading to find out:
- Why you need a background check policy
- What your background check policy should include
- How to create and implement your policy
- Your downloadable background check template
What Is the Purpose of a Background Check Policy?
To make your program safe for young athletes, you want to minimize the chances that individuals with a history of misconduct or criminal activities will be involved in your organization.
While criminal background checks are by no means foolproof, they can help you see if someone has been officially charged or convicted in the past. And since the best predictor of future behavior is past behavior, this is an important piece of information to have when making decisions about who should work with young athletes.
Criminal screenings aren’t the only type of background check, though. For example, you might want to conduct identity checks or see someone’s driving record before appointing them as a staff member or volunteer.
All of these inquiries are defined by your background check policy. It provides guidelines about how applicants are screened and what to do with the results.
This policy is crucial because it ensures everyone is treated the same way. It makes your background check process clear, keeps it consistent and ensures it complies with all relevant laws.
What Should Be Included in a Background Check Policy?
The idea of writing a policy from scratch can be daunting. However, once you’re clear about the legal requirements in your state, it’s simply a matter of laying down the details.
Let’s look at the fundamental things to include in your background check policy.
Statement of purpose
Typically, your background check policy will begin with a short statement explaining its purpose. This doesn’t have to be more than a line or two; you just want to convey that the policy seeks to protect participating children by investigating the background of any adults who will have contact with them during the program.
Who to run background checks on
Your first action step is to define the scope of your background checks. Who needs to be screened?
Ideally, you should screen any adult who will interact or have unmonitored contact with minors. You can define this in your policy and spell out who this may include, such as coaches, team managers, referees, board members, volunteers, staff members, drivers, independent contractors, etc.
How often to run them
Since background checks aren’t a one-and-done deal, you need to define how frequently you’ll conduct them. For example, you might say that background checks will be conducted on all applicable adults at least once every two calendar years or at the start of each new season.
What type of checks you’ll include
Background checks can include several different searches and screenings. Your policy needs to outline which of these your organization will conduct and on whom. For example, your policy may state that all adults in contact with minors will be subject to identity checks and criminal background checks, with additional DMV checks for anyone in a role that requires driving.
Read more about 6 essential types of background checks here.
Procedure for conducting checks
In your policy, include a section outlining the procedure you’ll follow for background screenings. Consider including:
- What information is required from the candidate and what consent forms they will need to sign.
- Any relevant deadlines for returning documentation.
- What method or service provider is used. Using a compliance management platform like Ankored makes this process easier by digitizing invites and consent.
- Which role in your organization is responsible for carrying out the checks.
- What happens if a disqualifying offense turns up (e.g., investigation, appeals process).
- A list of what the disqualifying offenses are.
- Processes around privacy and confidentiality to avoid common compliance issues.
Policy review
Your policy should state that it needs to be reviewed regularly. This is also a good place to include a signature option for staff to acknowledge they have read and agree to the policy.
How To Create & Implement a Background Check Policy
When putting together your background check policy, involve board members or other decision-makers to ensure alignment. Once approved, make the policy public and communicate it to all parents, staff, volunteers, and coaches at the start of every season.
Make the policy available via your website and distribute it electronically during registration times. Review the policy each year to ensure it stays compliant with changing state and governing body requirements.
Download our background check policy for youth sports template. You can adapt and add to this policy based on your organizational requirements.
Play It Safe
Background checks are an important step in minimizing risk, staying compliant and fostering a safe sporting environment for young athletes. Running checks consistently starts with a robust policy.
Remember that tools like Ankored can automate this process, managing everything from background checks to abuse prevention training in one secure place.