APPENDIX B

POLICY ON PROTECTION OF CHILDREN (KIDSAFE)

 

SECTION 1.  PURPOSE

 

The purpose of this policy is the protection of children who participate in VSA activities VSA does not wish to embarrass anyone or to unduly invade the privacy of our volunteers We must recognize the legal climate in which we live however a lawsuit by an aggrieved parent could destroy VSA as an organization More importantly we have a moral responsibility for the children s welfare and we must be able to say to parents that we have taken effective steps to protect their children

 

This policy has the following goals:  To implement procedures that will protect children from abuse and satisfy the requirements of the VYSA.-mandated KidSafe program. To define the responsibilities of VSA volunteers and parents for the protection of children. To minimize paperwork costs and the invasion of peoples privacy.

 

SECTION 2. RESPONSIBILITIES

 

PARENTS

 

Parents have the ultimate responsibility for the protection of their children .Parents who will not be at the field for the duration of a game or practice must tell the coach or team parent where they will be and when they expect to return. Children should not be left unattended at the park and parents should return promptly at the scheduled end of the event so that coaches do not have to wait. Coaches must be made aware of any alternate transportation arrangements such as a child who will be riding home with a neighbor. Coaches must also be made aware of any medical conditions affecting the child and any supplies required by the child (such as an inhaler for asthma) MUST be brought to the field for every event If the child is NOT to be released to a particular person for custodial or other reasons this must be communicated to the coach

 

Parents are responsible for bringing the child to practice on time in appropriate exercise clothes (including shin guards and sweatsuits in cold weather) and with a supply of water or other beverage. Coaches cannot accept responsibility for personal valuables such as jewelry and these should be left at home.

 

Parents should contact the KidSafe Coordinator or any Board member if they have questions about this policy and should promptly report to the Coordinator or Alternate Coordinator any situation where they feel that children may be in danger or this policy is not being adhered to.

 

COACHES, TEAM PARENTS AND OTHER VOLUNTEERS

 

At no time will children attending an approved VSA activity (game practice clinic or team photo session) be left with only a single adult present. If a Coach or Assistant Coach must be absent from a practice or game another adult (not related by blood or marriage to the remaining Coach) MUST be present for the entire activity. This may be the Team Parent or any parent of a team member, but the two adults must be aware of their responsibilities. BOTH adults must remain at the field until ALL children have been released to their parents or other approved adults. Children will NOT be released to anyone other than their parents unless the Coach has been notified in advance.

 

VSA volunteers will only work with children at regularly scheduled practices games clinics and photo sessions.

Special help sessions for individual children at other than regular practice times are prohibited.  If a child needs additional help the Coach should teach the parent what is required and let the parent work on the skill at home with the child.

 

Parents occasionally volunteer to help out at practice. Completion of a KidSafe form is not required unless the parent becomes a full time volunteer. Offers of coaching assistance from anyone not related to a child on the team should be reported to the KidSafe Coordinator before being accepted. The Coordinator will obtain a completed KidSafe form from these people before they will be allowed to assist as volunteers.

 

VSA volunteers should remember that their personal conduct sets an example for the children and that certain kinds of behavior could be considered abusive Profanity verbal abuse or humiliation of children confrontational behavior towards a referee and other unsporting conduct are prohibited. Coaches are responsible for the behavior of their team and spectators during games and may receive a yellow or red card from the referee for failure to restrain obnoxious sideline behavior.

 

This policy applies to volunteers in the House League the Select program and on Girls or Boys Travel teams sponsored by VSA. Volunteers must complete a KidSafe form for VSA even if they have already completed one for another organization.

 

KIDSAFE COORDINATOR AND ALTERNATE COORDINATOR

 

The KidSafe Coordinator and Alternate Coordinator will obtain KidSafe forms approved by VYSA or create a VSA form that echoes the text of the VYSA form exactly. The Coordinator will work with the Directors of Coaches and Team Parents to ensure that the forms are completed by all coaches assistant coaches team parents VSA Board members and any other volunteers who could be expected to have regular contact with children involved in VSA activities. The Coordinator will review all completed forms and retain them in a secure container.  As new forms are completed prior forms will be destroyed. Forms must be updated every two years. The Coordinator will maintain a database of approved volunteers. The Coordinator will respect the pnvacy of volunteers by denying access to the completed forms to those not authorized to see them

 

The Coordinator will take proactive steps as approved by the Board of Directors to obtain information that allows VSA to make an informed judgment about the suitability of volunteers to serve. This could include but is not limited to background checks with local state or national law enforcement authorities or the obtaining of state provided lists of convicted sexual offenders living in VSA s geographic area. The Coordinator will notify the Commissioner immediately when any information raising a child safety concern is received so that the Board can assess the situation. The Coordinator will provide the facts of the situation to the Commissioner and the Board while maintaining the privacy of the individuals involved to the extent possible under the circumstances. If the Board determines that no cause for concern exists the Coordinator will destroy any background check that was obtained and will keep no record of the fact that one was obtained. anyway or if the committee denies the volunteer permission to work with the children, all paperwork will be retained indefinitely secured in the same manner as the KidSafe forms.

 

The Coordinator will maintain and update this policy subject to approval of the Board of Directors. The Policy will be reviewed for possible updates annually.

 

BOARD MEMBERS

 

The VSA Commissioner will appoint the KidSafe Coordinator and Alternate Coordinator. In the event that the suitability of a volunteer is called into question, Board members may be asked by the Commissioner to serve on a committee to review the facts of the case and make a recommendation as to further action

 

SECTION 3.  APPEALS PROCESS

 

KIDSAFE COORDINATOR

 

When a KidSafe form or other source of information reveals a reason for concern about an individual’ s fitness to serve as a VSA volunteer the KidSafe Coordinator will first seek to resolve the issue by asking for further information from the individual. Generally an arrest or conviction for one of the offenses listed on the KidSafe form will be grounds for denying the individual permission to work with children as a VSA volunteer. Other concerns may also lead the Coordinator to deny participation.  The Coordinator will inform the individual that an appeals process exists. If the individual chooses not to appeal the Coordinator will document this in the confidential file but no others will be informed of the individual’s identity The Board of Directors will be informed of the fact that an individual was denied permission to volunteer.

 

BOARD REVIEW PANEL

 

If the individual appeals the Coordinators decision the Coordinator will present the facts (minus identifying information) to a committee of Board members selected by the Commissioner The committee will have an odd number of members and a minimum of three This committee will discuss the case and may elect to consult legal counsel for guidance. The Coordinator will document the results of the appeal process in the confidential file. If the committee upholds the Coordinator's decision the Coordinator will inform the individual that an appeals process exists at the State level and will provide the individual with the point of contact for such appeals.

 

SECTION 4. LEGAL COUNSEL

 

This policy will be reviewed by legal counsel prior to approval by the VSA Board and prior to the approval of any substantive changes Counsel will provide advice on the constitutionality and degree of protection from liability provided by the policy Board Review Panels may elect to retain legal counsel at VSA s expense to advise on the proper course of action during an appeal counsel may also be retained by the Board if in their judgment the risk to VSA in a particular case is substantial even when a denied individual has declined to appeal or pursue legal action The Coordinator will not seek legal counsel without the approval of the Board of Directors.

 

Adopted 8 August 1997

Revised February 2005