Summary: Screening Policy

Note: This document is not the Screening Policy. It is a summary of that policy. The definitive authority for matters related to this policy is the policy itself.

This policy outlines how the screening of individuals who participate, or wish to participate, in the activities of CBSA and its participating members is to take place to ensure the protection of all individuals.

CBSA and its participating members understand that screening personnel and volunteers is a vital part of providing a safe sports environment, and is a common practice among sport organizations.

It specifies 3 levels of risk, and identifies screening requirements to match these levels of risk. An individual’s risk is determined by the proximity that they have to athletes, particularly vulnerable individuals. Under the Safe Sport suite, vulnerable individuals include minors and individuals who have disabilities.

The identified risk levels are:
o 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;
o 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; and,
o 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.

The Screening committee, made up of either 1 or 3 individuals, is responsible for implementing the policy.

While different screening measures are required for different levels of risk, when individuals are first engaged by the organization, they must all:
o complete an Application Form (Appendix B);
o complete a Screening Disclosure Form (Appendix C); and,
o participate in training, orientation, and monitoring activities as specified by the organization.

Depending on their level of risk, higher risk individuals may have to:
o complete and provide an Enhanced Police Information Check (E-PIC);
o provide one letter of reference related to the position; and,
o provide a driver’s abstract, if requested

In certain situations, especially when interacting directly with vulnerable individuals, they may have to undergo a Vulnerable Sector Check (VSC).

According to the policy, from time to time, screening requirements will need to be renewed; for example, individuals who are required to submit an E-PIC, Screening Disclosure Form, VSC, or Screening Renewal Form, must submit:
o an E-PIC every three years;
o a Screening Disclosure Form every three years;
o a Screening Renewal Form (Appendix D) every year; and,
o a Vulnerable Sector Check every 3 to 5 years if their role is in direct contact with athletes.

The policy tells individuals how they can obtain an E-PIC or VSC. It indicates that both Ontario and BC have their own requirements, and informs readers that a VSC may only be obtained 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.

Sometimes finger printing may be required if there is a positive match with the individual’s gender and birth date.

Finally the policy specifies certain offenses where the Screening Committee may not approve individuals for participating in the activities of CBSA or its participating members.