Screening Policy


This Policy has been prepared by the Organization and is a Pan-Canadian Policy applicable to the Organization and its Participating Members. This document cannot be modified by a Participating Member without consultation and approval from the Organization.

A. Preamble
1. The Canadian Blind Sports Association (the ‘Organization’) and its Participating Members understand 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 sport community.

B. Application of this Policy
2. This Policy applies to all individuals whose position with the Organization, or a Participating Member is one of trust or authority which may relate to, at a minimum, finances, supervision, or Vulnerable Participants.

3. Not all individuals associated with the Organization or a Participating Member will be required to obtain a criminal record check or submit screening documents because not all positions pose a risk of harm to the Organization, Participating Members, or participants. The Organization or the Participating Member will determine which individuals will be subject to screening using the following guidelines (the Organization or the Participating Member may vary the guidelines at their discretion):

a. Level 1 – Low Risk – Participants 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 Participants. Examples:
i. Parents, youth, or volunteers who are helping out on a non-regular or informal basis

b. Level 2 – Medium Risk – Participants 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 Participants. Examples:
i. Non-coach employees or managers
ii. Directors
iii. Coaches who are typically under the supervision of another coach
iv. Minor officials

c. 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 finances, and who have frequent or unsupervised access to Vulnerable Participants. Examples:
i. Athlete support Personnel
ii. Full time or national team coaches and support personnel
iii. Coaches / personnel who travel with Athletes
iv. Coaches who could be alone with Athletes
v. Referees and classifiers.

C. Screening Committee
4. The implementation of this policy is the responsibility of the Screening Committee which is a committee composed of either one (1) or three (3) members. The Organization and its Participating Members will ensure that the members appointed to their respective Screening Committees possess the requisite skills, knowledge and abilities to accurately screen documents and render decisions under this Policy.

5. 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 the Organization or the Participating Member, as applicable. 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

6. Nothing in this Policy restricts or limits the Screening Committee from requesting that the individual attend an interview with the Screening Committee if the Screening Committee considers that an interview is appropriate and necessary to screen the individual’s application.

7. Nothing in this Policy restricts or limits the Screening Committee from requesting the individual’s authorization to contact any professional, sporting or other organization in order to assess the individual’s suitability for the position that they are seeking.

8. Nothing in this Policy restricts or limits the Screening Committee from requesting further information from the individual on more than one occasion, subject to the individual’s right to insist that the Screening Committee make a decision on the basis of the information before it.

9. The Screening Committee may, where appropriate, draw an adverse inference from an individual’s failure to provide information or answer queries.

10. When assessing an individual’s screening application, the Screening Committee shall determine whether there is reason to believe that the individual may pose a risk to members of the Organization or its Participating Members.

11. An individual having been previously penalized for a prior offence shall not prevent the Screening Committee from considering that offence as part of the individual’s screening application.

12. If the Screening Committee determines on the basis of the individual’s screening application, in addition to any further material received by it, that the individual does not pose a risk to the members of the Organization, the Screening Committee shall approve the individual’s application, subject to the Screening Committee’s right to impose conditions.

13. In the case of a decision denying an application or approving an application with conditions, a copy of the decision shall be provided to the applicant and to the Organization’s Board of Directors, which may disseminate the decision as they see fit in order to best fulfil the mandate of the Organization.

14. A Participant whose screening application has been denied or revoked may not re-apply to participate in the Organization’s programs or activities for two (2) years from the date the rejected application was made.

D. Screening Requirements
15. A Screening Requirements Matrix is provided as Appendix A.

16. It is the policy of the Organization and its Participating Members that when an individual is first engaged by the organization, and based on their level of risk per the Screening Requirements Matrix:
a. Level 1 individuals will:
i. Complete an Application Form (Appendix B)
ii. Complete a Screening Disclosure Form (Appendix C)
iii. Participate in training, orientation, and monitoring as determined by the organization

b. Level 2 individuals will:
i. Complete an Application Form
ii. Complete a Screening Disclosure Form
iii. Complete and provide an E-PIC
iv. Provide one letter of reference related to the position
v. Participate in training, orientation, and monitoring as determined by the organization
vi. Provide a driver’s abstract, if requested

c. Level 3 individuals will:
i. Complete an Application Form
ii. Complete a Screening Disclosure Form
iii. Complete and provide an E-PIC and a VSC
iv. Provide one letter of reference related to the position
v. Participate in training, orientation, and monitoring as determined by the organization
vi. Provide a driver’s abstract, if requested

d. If an individual subsequently receives a charge, conviction for, or is found guilty of, an offense they will report this circumstance immediately to the Organization or the Participating Member, as applicable. Additionally, the individual will inform the organization of any changes in their circumstance that would alter their original responses in their Screening Disclosure Form.

e. If the Organization or the Participating Member 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 the Discipline and Complaints Policy.

E. Young People
17. The Organization and its Participating Members define a young person as someone who is younger than 18 years old. When screening young people, the Organization and its Participating Members will:
a. Not require the young person to obtain a VSC or E-PIC; and
b. In lieu of obtaining a VSC or E-PIC, require the young person to submit up to two (2) additional letters of reference.

18. Notwithstanding the above, the Organization or a Participating Member 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 and its Participating Members understand that they may not request to see a young person’s youth record.

F. Renewal
19. 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:
a. An E-PIC every three years
b. A Screening Disclosure Form every three years
c. A Screening Renewal Form (Appendix D) every year
d. A Vulnerable Sector Check every 3 to 5 years if their role is in direct contact with athletes.

20. At any time, including after either the submission of an individual’s application or its approval (with or without conditions), the Screening Committee may re-open an individual’s file for additional screening if it is advised of new information that, in the discretion of the Organization or a Participating Member, could affect the assessment of the individual’s suitability for participation in the Organization’s or a Participating Member’s programs, activities, or with any of its members.

G. Orientation, Training, and Monitoring
21. The type and amount of orientation, training, and monitoring will be based on the individual’s level of risk, at the discretion of the Organization or the Participating Member, as applicable.

22. 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.

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

24. 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.

25. Monitoring may include but is not limited to, written or oral reports, observations, tracking, electronic surveillance (e.g., facility security cameras), and site visits.

H. How to Obtain an E-PIC or VSC
26. An E-PIC may be obtained online via http://www.backcheck.net/e-pic.htm

OR

27. The Organization 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://www.sterlingtalentsolutions.ca/landing-pages/c/cac_ace/

28. For Ontario-based organizations, the Organization and its Participating Members understand 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.

29. For BC-based organizations and/or individuals located in BC, the Organization and its Members understand that the process for obtaining a Criminal Record Check is different than in other provinces and territories and that sections of this policy relating to obtaining a Criminal Record Check may not apply. In such cases, the Screening Committee will provide Participants with directions pursuant to the following website: https://www.viasport.ca/free-criminal-records-checks

30. 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.

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

32. The Organization and its Participating Members understand that they may be required to assist an individual with obtaining a VSC. A Request for VSC (Appendix E) may need to be submitted or other documentation may need to be completed that describes the nature of the organization and the individual’s role with Vulnerable Participants.

I. Procedure
33. Screening documents must be submitted to the Screening Committee.

34. 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.

35. The Organization and its Participating Members understand that there may be delays in receiving the results of an E-PIC or a VSC. At its discretion, the organization may permit the individual to participate in the role during the delay. This permission may be withdrawn at any time and for any reason.

36. The Organization and its Participating Members recognize 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.

37. Following the review of the screening documents, the Screening Committee will decide:
a. The individual has passed screening and may participate in the desired position;
b. The individual has passed screening and may participate in the desired position with conditions;
c. The individual has not passed screening and may not participate in the desired position; or
d. More information is required from the individual.

38. 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.

39. The Screening Committee must decide that an individual has not passed screening if the screening documentation reveals any of the following:
a. If imposed in the last three years:
i. Any offense involving the use of a motor vehicle, including but not limited to impaired driving
ii. Any offense for trafficking and/or possession of drugs and/or narcotics
iii. Any offense involving conduct against public morals
iv. Any offense involving theft or fraud
b. If imposed in the last ten years:
i. Any crime of violence including but not limited to, all forms of assault
ii. Any offense involving a minor or minors
c. If imposed at any time:
i. 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

J. Conditions and Monitoring
40. 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 shall have the sole and unfettered discretion to apply and remove conditions, determine the length of time for the imposition of conditions, and determine the means by which adherence to conditions may be monitored.

K. Records
41. 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.

42. The records kept as part of the screening process include but are not limited to:
a. An individual’s Vulnerable Sector Check
b. An individual’s E-PIC (for a period of three years)
c. An individual’s Screening Disclosure Form (for a period of three years)
d. An individual’s Screening Renewal Form (for a period of one year)
e. Records of any conditions attached to an individual’s registration by the Screening Committee
f. Records of any discipline applied to any individual by the Organization, by a Participating Member, or by another sport organization