RESPONSIBLE COACHING

Black Belt World takes the safety of our athletes, coaches, and community very seriously. With the support of the Coaching Association of Canada, Sport Integrity Canada, Taekwondo Canada, and the Responsible Coaching Movement, Black Belt World Canada has adopted the Background Screening Policy outlined below.

In addition to the Background Screening Policy, Black Belt World Canada has implemented the Rule of Two. Championed by the Coaching Association of Canada and Sport Integrity Canada, when following the Rule of Two, two responsible adults (a coach, staff, parent, or screened volunteer) are present with a participant when possible. The Rule of Two is a leading practice to ensure a safe sport environment for all.

You can find more information about the Coaching Association of Canada and their Responsible Coaching Movement at https://coach.ca/sport-safety/responsible-coaching-movement.

You can also reach Sport Integrity Canada, at 201-2723 Lancaster Rd, Ottawa, ON, by phone (+1 613 521-3340) or through the Sport Integrity Canada website.

BACKGROUND SCREENING POLICY

PREAMBLE

Background screening is one of the three steps in the Responsible Coaching Movement. Background screening ensures that coaches meet the important requirements to coach athletes/participants. Screening tools include comprehensive job postings, visible policies and processes, criminal record checks, interviews, and reference checks. All are equally important.

DEFINITIONS

The following terms have these meanings in this Policy:

“Coach” – All coaches, managers, learning facilitators, integrated support team members and other service providers (including parents, youth and volunteers) participating in the Black Belt World’s programs, activities and events, including but not limited to its competitions, training camps and tryouts.
“Driver’s Abstract” – A driver’s record of their driving history which may outline any impaired charges, convictions, suspensions, and prohibitions, and the status of the driver’s license.
“Enhanced Police Information Check (E-PIC)” – A search of local police information and the RCMP National Repository of Criminal Records to determine whether the individual has a criminal conviction for which a pardon has not been granted and whether select non-conviction information may be relevant to the screening process.
“Vulnerable Person” – A person who, because of their age, a disability, or other circumstances, whether temporary or permanent, is in a position of dependency on others, or is otherwise at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them.
“Vulnerable Sector Verification (VSV)” – An inclusive type of check for individuals who are coaching in a vulnerable sector (such as with Vulnerable Persons), which verifies the existence of criminal records, as well as record suspensions (formerly pardons) for sex-based offences, non-conviction information, and charges related to the predation of a child or other vulnerable person.

PURPOSE

Black Belt World Canada understands that screening coaches is a vital part of providing a safe sporting environment. Black Belt World Canada is responsible, by law, to do everything reasonable to provide a safe and secure environment for participants in its programs, activities, and events. The purpose of screening is to identify individuals involved with Black Belt World Canada’s activities who may pose a risk to Black Belt World Canada and its participants.

APPLICATION OF THIS POLICY

Black Belt World Canada will determine which individuals will be subject to screening using the following guidelines (variations from the guidelines are at the sole discretion of Black Belt World Canada).

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 Vulnerable Persons. Examples:

Parents, youth, or volunteers who are assisting on a non-regular informal basis
Event volunteers without access to the field of play and those with administrative roles at events
Older athletes 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 or “in a group only” access to Vulnerable Persons. Examples:

Assistant coaches or volunteer head coaches of a club
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 or influence over the safety, fulfillment of needs and general sport experiences of athletes, vulnerable persons, and registered participants. Coaches in this category have a supervisory role, direct others, and have access to Vulnerable Persons. Examples:

Full time coaches
Coaches who travel with athletes
Coaches who could be alone with athletes

SCREENING REQUIREMENTS

It is Black Belt World Canada’s policy that:

Category 1 coaches will:

1. Confirm their qualifications, eligibility, employment/volunteer history, extent of prior experience working with children or youth, and other related experience that meet the requirements for the position.
2. Provide one letter of reference related to the position.
3. Participate in orientation as determined by Black Belt World Canada.
4. Complete an Application Form indicating that the individual has read and understands Black Belt World Canada’s policies and procedures and signs an acknowledgement to that effect.
5. Complete a Screening Disclosure Form.
6. Unless specifically requested by Black Belt World Canada, Category 1 coaches do not require an E-PIC or VSV.

Category 2 coaches will:

Category 3 coaches will:

1. Confirm their qualifications, eligibility, employment/volunteer history, extent of prior experience working with children or youth, and other related experience that meet the requirements for the position.
2. Complete and provide an E-PIC upon being retained by Black Belt World Canada for the first time and on an annual basis thereafter (or as determined by Black Belt World Canada – recommend a maximum of three years).
3. Complete an Application Form indicating that the individual has read and understands Black Belt World Canada’s policies and procedures.
4. Complete a Screening Disclosure Form.
5. Provide two letters of reference related to the position sought.
6. Participate in orientation as determined by Black Belt World Canada.
7. Obtain a Vulnerable Sector Verification (VSV), if requested (only if the coach is born before February 1, 1986). Applicants for a VSV may be required to submit a letter from Black Belt World Canada.
8. Provide a Driver’s Abstract, if requested.
9. Category 3 coaches who have not resided in Canada for at least five (5) years must obtain the equivalent of a Vulnerable Sector Verification from any country where they have spent 183 days or more within the last five (5) years prior to their arrival in Canada. If any of those documents are in a language other than English or French, the documents should be provided along with a translation from a certified translator.

All coaches must provide any written consent that may be necessary for Black Belt World Canada to conduct an E-PIC, VSV, or any other form of background or criminal check.

Any coach who is charged with and/or subsequently convicted of a relevant criminal offence, must immediately report this circumstance to Black Belt World Canada who will take such steps as are appropriate, including re-assignment, suspension, dismissal or expulsion, on a provisional basis and/or pending the conclusion of the investigation or criminal process.

If a coach provides falsified or misleading information, the coach will immediately be removed from their position and may be subject to further discipline in accordance with Black Belt World Canada’s policies.

SCREENING COMMITTEE

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. Black Belt World Canada will ensure that the members appointed to the Screening Committees possess the requisite skills, knowledge and abilities to accurately screen documents and render decisions under this Policy (example: legal background).

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 Black Belt World Canada. 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.

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.

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.

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.

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

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 Black Belt World Canada or to another individual.

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 Black Belt World Canada, the Screening Committee shall approve the individual’s application, subject to the Screening Committee’s right to impose conditions.

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 owner of Black Belt World Canada, which may disseminate the decision as they see fit in order to best fulfil the mandate of Black Belt World Canada.

A Participant whose screening application has been denied or revoked may not re-apply to participate in the programs or activities of Black Belt World Canada for two (2) years from the date the rejected application was made.

Black Belt World Canada may remove any member of the Screening Committee. When a position on the Screening Committee becomes vacant, either because a member has been removed or because a member has resigned, Black Belt World Canada will appoint a replacement member.

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

PROCEDURE

Screening documents must be submitted to the Screening Committee.

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.

If an organization requests a VSV or local police check, there may be delays of up to 3 months. For this reason, we recommend the completion of an E-PIC via Sterling which will be returned within 48 hours, until the VSV or local police check is completed.

Black Belt World Canada recognizes 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 VSV 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.

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

The individual has passed screening and may participate in the desired position;
The individual has passed screening and may participate in the desired position with conditions;
The individual has not passed screening and may not participate in the desired position; or
More information is required from the individual.

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.

The Screening Committee may decide that an individual has not passed screening if the screening documentation reveals any of the following:

If imposed in the last three years:

- Any offense involving the use of a motor vehicle, including but not limited to impaired driving
- Any offense of assault, physical or psychological violence
- Any offense involving trafficking or possession of illegal drugs
- Any offense involving conduct against public morals
- Any offense involving theft or fraud

If imposed at any time:

- Any offense involving a Minor or Minors
- Any offense involving the possession, distribution, or sale of any child-related pornography
- Any sexual offense

CONDITIONS AND MONITORING

If the screening documentation reveals an offense that does not automatically cause the individual to not pass screening (described in the above subsection), 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.

RENEWAL

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 are required to submit the documents as follows:

An E-PIC every three years
A Screening Disclosure Form every three years
A Vulnerable Sector Verification once

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 Black Belt World Canada, could affect the assessment of the individual’s suitability for participation in the programs or activities of Black Belt World Canada, or the individual’s interactions with other individuals involved with Black Belt World Canada.

RECORDS

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, or is in the best interest of the public.

All records will be maintained for a period of 10 years. Once the retention period has been reached, Black Belt World Canada will securely dispose of records in accordance with applicable laws and policies.