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Coach Screening Policy

Definitions

1. The following terms have these meanings in this Policy:

  1. “Basketball Nova Scotia Affiliate Club” – Any registered affiliate club under the Organization and as more particularly outlined on Basketball Nova Scotia’s website.
  2. “Child Abuse Registry Check (CBR)” – The Child Abuse Register contains the names of persons who have been found by the court to have abused children. It is used to screen prospective foster and adoptive parents, and prospective employees or volunteers who are or would be working with children.
  3. “Club President” or “Basketball Nova Scotia Affiliate Club Presidents” – the president of a Basketball Nova Scotia Affiliate Club.
  4. “Driver’s License” – A minimum Nova Scotia Class 5 license or equivalent from another province, territory or country.
  5. “Enhanced Police Information Check (E-PIC)” – A search on local police and the RCMP criminal records databases to determine whether the individual has a criminal record.
  6. “Fraud” – Wrongful or criminal deception intended to result in financial or personal gain.
  7. “Mission” – To lead, develop and promote positive basketball experiences at both the recreational and competitive levels throughout Nova Scotia.
  8. “Organization” – Basketball Nova Scotia.
  9. “Reference Letter” – A letter written by someone who has known the coach for a minimum of two (2) years and can speak to their character and abilities. References from direct family members will not be accepted.
  10. “Relevant Offence” – As outlined in the Relevant Offenses section of this policy.
  11. “Screening Committee” – As outlined in Screening Committee section of this policy.
  12. Screening Disclosure Form” – The screening disclosure form is accessed by clicking HERE or anywhere is says Screening Disclosure Form in this policy. By completing the form, you consent and authorize the organization to collect, use and disclose your personal information and all required screening documents solely for the purposes of screening. The Organization and the screening committee does not disclose personal information for any purposes.
  13. “Theft” – the act of stealing. Specifically: the felonious taking and removing of personal property with intent to deprive the rightful owner of it or an unlawful taking (as by embezzlement or burglary) of property.
  14. “Vulnerable Sector Verification (VSV)” – For individuals who are coaching in a vulnerable sector (such as with minor athletes/participants), which also searches for the existence of any pardoned sex offenses and/or charges

Purpose

2. Screening individuals is a vital process in order for the Organization and Basketball Nova Scotia Affiliate Clubs to achieve the Organization’s Mission to provide a safe sporting environment. The Organization is responsible to take all reasonable precautions to provide a safe and secure environment for participants in its programs, activities, and events. Screening coaches will allow the Organization and Basketball Nova Scotia Affiliate Clubs to identify and preclude those who may pose a risk to the Organization, Basketball Nova Scotia Affiliate Clubs and its participants. 

Application of this Policy

3.  Subject to the Policy Section, all coaches under the Organization, including but not limited to, Basketball Nova Scotia Provincial teams and other Basketball Nova Scotia programs shall be screened according to the categories outlined below or as otherwise determined by the Organization. 

Category 1 – Low Risk – Coaches involved in low risk coaching assignments who are not in a supervisory role, not directing others, and/or do not have access to minors unsupervised.
Examples:

  1. Parents, youth (coaches that are under the age of 18 years old), or volunteers who are assisting on a non-regular informal basis
  2. Older athletes/participants hosting or participating in training sessions or workshops

Category 2 – Medium Risk – Coaches involved in medium risk assignments who may be in a supervisory role, may direct others, and/or who may have limited access to minors.
Examples:

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

Category 3 – High Risk – Coaches involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, and who have regular unsupervised access to minors.
Examples:

  1. Paid Head Coaches
  2. Travel Team Head coaches
  3. Coaches who travel with athletes/participants

4. Basketball Nova Scotia Affiliate Clubs’ coaches shall be screened according to the category outlined below.

Category 4 – Basketball Nova Scotia Affiliate Clubs – Coaches involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, and who have regular unsupervised access to minors.

  1. Head and assistant coaches of Basketball Nova Scotia Affiliate Clubs
  2. Coaches that participate in the Basketball Nova Scotia Provincial Championships

Policy

5. It is the Organization’s policy that:

a) Category 1 coaches will:

  1. Complete a Screening Disclosure Form 
  2. Complete an application form indicating that the individual has read and understands the Organization’s policies and procedures
  3. Participate in orientation as determined by the Organization

b) Category 2 coaches will:

  1. Complete and provide an E-PIC upon appointment of the position
  2. Complete a Screening Disclosure Form
  3. Complete an application form indicating that the coach has read and understands the Organization’s policies and procedures
  4. Provide one (1) Reference Letter related to the position upon application for the position
  5. Participate in orientation as determined by the Organization

c) Category 3 coaches will:

  1. Complete and provide an E-PIC upon appointment of the position granted and every 3 years thereafter. Where a coach discontinues their involvement with the Organization and then resumes their involvement, they must provide an updated E-PIC
  2. Complete a Screening Disclosure Form annually
  3. Complete a coach contract indicating that the coach has read and understands the Organization’s policies and procedures
  4. Provide two (2) Reference Letters upon application for the position
  5. Participate in orientation as determined by the Organization
  6. Provide a Vulnerable Sector Verification (VSV)
  7. Provide a copy of a valid Driver’s License and Vehicle Insurance, if requested in the instance that athletes/participants would be travelling in a vehicle with the coach
  8. Provide a Child Abuse Registry check (CBR)
  9. Appropriate National Coaching Certification Program (NCCP) coaching certifications, as requested

d) Category 4 coaches will:

  1. Complete and provide an E-PIC upon appointment of the position granted and every 3 years thereafter. Where a coach discontinues their involvement with the Basketball Nova Scotia Affiliate Club and then resumes their involvement, they must provide an updated E-PIC
  2. Complete a Screening Disclosure Form annually
  3. Participate in orientation, as determined by the Basketball Nova Scotia Affiliate Club or the Organization
  4. Provide a Child Abuse Registry check (CBR)
  5. Minimum Coach Education, as outlined by the Basketball Nova Scotia Affiliate Club in consultation with the Organization
  6. Provide a Vulnerable Sectors Verification (VSV) *Only if the E-PIC is not clear


e) Failure to participate in the screening process as outlined in this policy will result in the coach’s ineligibility for the position appointed. 

f) If a coach has a conviction under E-PIC, the Organization will use the Screening Committee. If a coach has a conviction under E-PIC, Basketball Nova Scotia Affiliate Club Presidents have access to the expertise of the Screening Committee. If a coach has a conviction under E-PIC and the Screening Committee is of the opinion that the coach can be appointed within the Organization without adversely affecting the safety of the Organization or individuals, athletes/participants or members of the Organization, the Screening Committee may approve that coach’s participation. The Screening Committee may impose terms and conditions on the coach’s participation.

g) If a coach subsequently receives a conviction for, or is found guilty of, an offense they must report this circumstance immediately to the Organization.

h) If a coach provides false or misleading information, the coach will immediately be removed from their position and may be subject to further discipline in accordance with the Organization’s policies. 

Screening Committee

6. The Screening Committee will be appointed annually at the Organization’s Annual General Meeting. The Executive Director and or Technical Director of the Organization are responsible to submit documents to the Screening Committee for review as needed. Club Presidents can also access the Screening Committee, the Club President will submit required documents for review via email to the Executive Director and or the Technical Director of the Organization marked confidential or paper submissions at the office for submission to the Screening committee.

7. The implementation of this policy is the responsibility of the President, Board and or Executive Director of the Organization, as well as Basketball Nova Scotia Affiliate Club Presidents. The Organization’s Screening Committee is a committee of two (2) to five (5) individuals who can be full time staff members and or current members of the Governance Committee. A minimum of two (2) members of the committee must review the documents. 

8. The Screening Committee acts independent of the Organization’s Board of Directors and all decisions made by the committee are final.    

9. The Screening Committee will sign a disclosure document to ensure the privacy of all coaches. 

10. The Organization may remove any member of the Screening Committee. 

11. When a position on the Screening Committee becomes vacant, either because a member has been removed or because a member has resigned, the Organization shall appoint a replacement member and notify the Board of Directors and the Basketball Nova Scotia Affiliate Club Presidents. 

12. The Screening Committee is responsible for reviewing all submitted forms and, based on such reviews, making decisions regarding the appropriateness of coaches filling proposed positions. 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.

Procedure – Categories 1 – 3 Coaches

13. E-PICs may be obtained from the options below, at the cost of the coach:

  1. Online (Sterling Backcheck): click here. Select Canada Basketball & Basketball Nova Scotia as your Organization of choice – $25
  2. Halifax Regional Police Check: click here. – $50
  3. RCMP: click here. – cost is determined based on your area of the province and local detachment.

14. VSVs may be obtained in person from the options below, at the cost of the coach:

  1. Outside of Halifax, must be conducted by the local police service where the applicant lives. Click here for more information.
  2. Halifax Regional Police Check: click here for information.

15. CBRs – Request for Search Form, can be found here.

16. The Screening requirements defined in this policy can be submitted electronically or by paper. If electronically, they will be emailed to the Executive Director or Technical Director (contact information available on the Basketball Nova Scotia website). If by paper, they will be submitted to the Organization in an envelope marked “Confidential” at the following address: 

Basketball Nova Scotia
5516 Spring Garden Road, Unit 308
Halifax, NS B3J 1G6

17. If required, the Organization will provide a letter confirming the potential position within the Organization. 

18. The Executive Director and or Technical Director only will review all submitted documents to the Organization.

19. If a coach’s documents do not reveal a Relevant Offense, the Executive Director, Technical Director will advise the coach and appoint them to their position. If the coach’s documents reveal a Relevant Offense, the Executive Director and or Technical Director will submit the relevant documents to the Screening Committee for review and decision. The Screening Committee will provide notice to the coach of its decision.

20. Subsequent to its’ review, the Screening Committee, by majority vote, will:

  1. Approve the coach’s participation; or
  2. Deny the coach’s participation; or
  3. Approve a coach’s participation subject to terms and conditions as the Screening Committee deems appropriate

21. E-PICs, VSVs and CBRs are valid for a period of three (3) years and Screening Disclosure Forms must be completed on an annual basis. However, the Screening Committee or the Organization may request updated forms at any time.

22. The Organization will keep an electronic record of the coaches’ name, contact information, the date noted on of each of the documents and the date received and reviewed and approved by the Organization. 

Procedure – Category 4 Coaches

23. E-PICs may be obtained from the options below, at the cost or the coach or as determined by the Basketball Nova Scotia Affiliate Club:

  1. Online (Sterling Backcheck): click here. Select Canada Basketball & Basketball Nova Scotia as your Organization of choice – $25
  2. Halifax Regional Police Check: click here. – $50
  3. RCMP: click here. – cost is determined based on your area of the province and local detachment.

24. CBRs – Request for Search Form, can be found here.

25. VSVs may be obtained in person from the options below, at the cost of the coach or the coach or as determined by the Basketball Nova Scotia Affiliate Club:

  1. Outside of Halifax, must be conducted by the local police service where the applicant lives. Click here for more information.
  2. Halifax Regional Police Check: click here for information.

26. The Screening requirements defined in this policy can be submitted electronically or by paper. If electronically, they will be emailed to the Club President. If by paper, they will be submitted to the Organization in an envelope marked “Confidential” to the address specified by the Club President.

27. If required, the Club President will provide a letter confirming the potential position within the Basketball Nova Scotia Affiliate Club.

28. The Club President and selected members of the Board, if approved by the members, will review submitted documents from the coaches affiliated with their Basketball Nova Scotia Affiliate Club Coaches. 

29. If a coach’s documents do not reveal a Relevant Offense, the Club President will advise the coach and appoint them to their position. If the coach’s documents reveal a Relevant Offense, the Club President will either make a final decision within their board or submit the relevant documents to the Screening Committee for review and decision. The Screening Committee will provide notice to the coach of its decision.

30. Subsequent to its’ review, the Club President and board members or Screening Committee, by majority vote, will:

  1. Approve the coach’s participation; or
  2. Deny the coach’s participation; or
  3. Approve a coach’s participation subject to terms and conditions as the Screening Committee deems appropriate 

31. E-PICs, VSVs and CBRs are valid for a period of three (3) years and Screening Disclosure Forms must be completed on an annual basis. However, the Screening Committee or the Club President may request updated forms at any time. 

32. The Club President will keep an electronic record of the coaches’ name, contact information and the date noted on of each of the documents, which proves it has been approved by the Basketball Nova Scotia Affiliate Club. This document will be required to be sent to Basketball Nova Scotia upon yearly club affiliation application, along with required affiliation documents outlined on the Basketball Nova Scotia website

Relevant Offenses

33. Provided a pardon has not been granted, the following examples are considered to be relevant offenses:

  1. If imposed in the last five 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 and or use of drugs and or narcotics
    3. Any offense involving conduct against public morals
    4. Any offense involving theft or fraud
  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. Any offense involving the possession, distribution, or sale of any child-related pornography
    2. Any sexual offense 

Records

34. 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, disciplinary or criminal proceedings. All paper and electronic documents will be destroyed or returned to the originator immediately upon a decision. A note should be placed on the coach’s file indicating date of receipt and whether the coach has been cleared based on the information provided on the documents. The Organization and Basketball Nova Scotia Affiliate Clubs will be required to keep an electronic file outlining which coaches have been cleared for their records. The Organization will require all Basketball Nova Scotia Affiliate Clubs to ensure all dates are provided in their affiliation documents.  

35. The Organization or a Club President may remove a coach from the Organization, the Affiliate club and or from designated positions, competitions, programs, activities and or events under the Organization, where a coach is convicted or 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 or use 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

Review
This policy will be reviewed by the Organization yearly to ensure that all Basketball Nova Scotia coaches meet Category 3 standards and that Basketball Nova Scotia Affiliate Club coaches are working towards Category 3 standards.

This Policy was last reviewed and approved Monday October 26, 2020.

Click the image above to for downloadable PDF.