GLRSA RISK MANAGEMENT PLAN - MARCH 2023
1.0 RISK MANAGEMENT OVERVIEW
1.1 What is Risk Management?
Risk Management is a method for identifying risks in areas, and developing
and implementing a plan to protect an organization and prevent loss. An
effective Risk Management program consists of these four basic steps:
1.1.1 Assess, identify, analyze, and prioritize potential risks.
1.1.2 Select methods to prevent loss and implement the best methods.
1.1.3 Monitor the results and revise as necessary.
1.2 GLRSA Risk Management Policy Statement:
GLRSA is committed to protecting its human assets and resources through the
practice of effective Risk Management. The GLRSA Board of Directors and
staff are dedicated to safeguarding the safety and dignity of its paid and
volunteer staff, its clients, and anyone who has contact with the
organization. To this end, the board will insure that GLRSA has a Risk
Management Plan for the organization that is reviewed and updated on an
1.3 Purpose of the GLRSA Risk Management Plan:
The purpose of the GLRSA Risk Management Plan is to communicate methods of
minimizing risk to players, volunteers, paid personnel, spectators, clubs
and leagues. This Plan does not provide professional legal or tax advice
and may not be relied upon for that purpose. Consult an attorney for legal
advice or a tax professional for said information.
While this program may require time and effort, there is no higher priority
than the protection of the soccer players and volunteers within our
2.0 GLRSA RISK MANAGEMENT PLAN
Greater Lafayette Regional Soccer Alliance (GLRSA) Background Check
GLRSA is committed to the safety of all individuals who participate in its
programs or events, including without limitation minors and vulnerable
adults. To help protect these individuals, GLRSA requires that anyone who
wants to volunteer with or become an employee of GLRSA, or participate in a
GLRSA event or program, undergo a criminal background check and sex
offender registries. This Policy contains information about GLRSA’s background check program and describes the process used by GLRSA
to evaluate criminal background checks.
A. This policy applies to the following individuals (collectively, the
2.1.1 GLRSA employees and individuals GLRSA formally authorizes,
approves, or appoints to (a) serve in a position of authority over or (b)
have regular contact with athletes.
2.1.2 Coaches, assistant coaches, or personal care assistants who are
funded, have a contractual obligation with, or are credentialed by GLRSA, or otherwise have regular contact with GLRSA athletes. All other
individuals listed in the GLRSA Code of Conduct as “Adult Participants.”
2.1.3 All athletes and alternates, training partners, and guides age of
majority or older who are selected by GLRSA to
participate in GLRSA Events. Individuals referenced in this subsection
shall have 45 days after reaching the age of majority), to come into
compliance with this background check policy. An “GLRSA Event” is any GLRSA
2.1.4 Individuals who have regular contact with athletes at GLRSA Training
Sites. An “GLRSA site” is any facility/location that is formally affiliated
with GLRSA and used by GLRSA or its athletes for competitions and/or
training, recovery, or coaching purposes.
2.1.5 Other individuals who have regular contact with athletes, or who have
one on one access to athletes, as determined by GLRSA, in its discretion.
3.1 A criminal background check covering a Subject utilizing the background
check components set forth in Section VII (“Background Check Components”)
will be completed prior to the Subject’s commencement of a new role at
GLRSA, or prior to the Subject’s participation in an GLRSA Event.
Thereafter, a criminal background check covering a Subject utilizing the
Background Check Components will be conducted every two years for as long
as that individual qualifies as a Subject.
4.1 GLRSA Sites will require criminal background checks that utilize search
components set forth in Section VI (“Background Check Components”) for
individuals the GLRSA Sites formally authorize, approve, or appoint (a) to
serve in a position of authority over athletes, or (b) to have regular
contact with athletes. Upon GLRSA’s request, the GLRSA Sites must provide
certifications to establish that the mandated background checks were
conducted in accordance with this Policy. For purposes of clarification, an GLRSA Site shall be regarded as having formally authorized,
approved, or appointed an individual in instances where the GLRSA Site has
control over the authorization, approval or appointment process.
5.1 Individuals affiliated with the media, who are authorized or
credentialed by GLRSA to access an GLRSA Site or attend an GLRSA Event, and
may have unsupervised one-on-one interactions with athletes, will be
required to undergo a criminal background check utilizing the Background
6.1 Contracts with third-party vendors/contractors that are (a) in a
position of authority over or (b) in regular contact with athletes must
include the background check requirements set forth in this Policy. The
contracts shall also specify that certification must be provided by the
vendor/contractor upon request by GLRSA to establish the mandated
background checks were conducted in accordance with this Policy.
7.1 When partnering with community organizations for events, GLRSA shall
ensure that the partnership agreements include language regarding
background check requirements. The agreements shall also specify that
certification must be provided by the community organization upon request
by (Organization) to establish that the mandated background checks
were conducted in accordance with this Policy.
Background Check Search Components
8.1 Social Security Number validation.
8.2 Name and address history records.
8.3 Multiple independent Multi-Jurisdictional Criminal Database searches
covering 50 states plus DC, Guam, and Puerto Rico.
8.4 County Criminal Records for each name used and county where the
individual currently lives or has lived during the past seven years, going
back the length of time records are available and reportable for each
8.5 Multiple Sex Offender Registry database searches of all available
states, plus DC, Guam, and Puerto Rico.
8.6 Multiple National Watch Lists.
9.1 GLRSA Background Checks: Any criminal background check that is obtained
pursuant to the terms of this Policy that results in a report of a
disposition or resolution of a criminal proceeding, other than an
adjudication of not guilty, for any of the below criminal offenses will be
subject to GLRSA’s policies and procedures to determine eligibility:
1. Any felony.
2. Any misdemeanor involving:
a. All sexual crimes, criminal offenses of a sexual nature to include but
not limited to, rape, child molestation, sexual battery, lewd conduct,
possession and distribution of child pornography, possession and
distribution of obscene material, prostitution, indecent exposure, public
indecency, and any sex offender registrant.
b. Any drug related offenses.
c. Harm to a minor, including, but not limited to, offenses such as child
abandonment, child endangerment/neglect/abuse, contributing to the
delinquency of a minor, and DUI with a minor.
d. Violence against a person (including crimes involving firearms and
e. Stalking, harassment, blackmail, violation of a protection order and/or
f. Destruction of property, including arson, vandalism, and criminal
g. Animal abuse or neglect.
Background Check Process
10.1 When a criminal background check is obtained, GLRSA will evaluate the
results of that criminal background check pursuant to GLRSA’s policies and
procedures to determine whether the Subject receives a “declined” or a
10.1.1 If a Subject receives a cleared status, the criminal background
check results did not contain information that disqualifies the Subject
from volunteering with or becoming an employee of GLRSA or participating in
an GLRSA Event.
10.1.2 If a Subject receives a declined status, the criminal background
check results did contain information that disqualifies the Subject from
volunteering with or becoming an employee of GLRSA or participating in an
10.2 If a criminal background check results in a declined status, then the
Subject who has received that declined status may be able to appeal GLRSA’s
determination by filing a grievance pursuant to GLRSA’s Background Check
Appeals Process, which can be found at the following URL:
Subjects who wish to file such a grievance should contact GLRSA at
the following email address: [email protected]
10.3 Structure and Responsibilities
10.3.1 Structure of GLRSA Risk Management Committee:
10.3.1.1 Chair of the RMC shall be the President of GLRSA.
10.3.1.2 RMC shall consist of the VP-Rec, Secretary, and Treasurer.
10.3.1.3 The President shall serve as the designated representative of the
RMC for the purposes of receipt, protection, storage and disposal of all
background check information collected pursuant to these rules to insure
10.3.2 Responsibilities of GLRSA Risk Management Committee:
10.3.2.1 Oversee the administration of the background checks.
10.3.2.2 Develop and maintain policy and procedures on Risk Management.
11.0 PROCEDURES FOR BACKGROUND CHECKS
11.1 The President shall ensure that each person in his/her organization
required by these rules, complete a Disclosure Form. This includes, but is
not limited to:
- Any paid staff
- All coaches and assistant coaches
- Members of Board of Directors
- Any other individual having on-going contact with children
11.2 Ensure that all appropriate individuals complete a background check
form with the following mandatory fields:
- First Name
- Last Name
- Date of Birth
- Social Security Number
- Current Street Address
The above information may require verification by examining a government
issued picture identification (or any other document necessary) with such
information on it.
12.0 Background Check Appeals Policy
The background check appeals policy for GLRSA will be governed
through a Review Panel and should adhere to the 20% athlete representative
The composition of the Review Panel will be: GLRSA Executive Board Members
1.) GLRSA President
2.) GLRSA Vice President
3.) GLRSA Secretary
4.) GLRSA Treasurer
5.) Affected Club Representative
⇒The Review Panel will conduct a hearing. The individual will be notified
of the date and time and can participate if they feel inclined. This
hearing can be virtual if necessary and the individual has a right to legal
counsel at the hearing.
⇒At the hearing the individual may present any evidence or argument they
wish the Review Panel to consider. The Review Panel may request that any
documentary evidence and names of witness(es) be presented prior to the
⇒A determination on a reversal of the declined status for the disqualifying
factor will be made by a majority vote of the Review Panel. The individual
remains ineligible pending the review unless the Review Panel enacts
temporary measures to ensure the safety and wellbeing of others at GLRSA sanctioned activities.
⇒At the request of the individual, and if it is necessary to expedite the
proceeding to resolve a matter prior to GLRSA sanctioned
activities that is scheduled, the Review Panel may render an expedited
⇒It is at the discretion of the Review Panel to deny any individual from
participation in GLRSA sanctioned activities if it finds that
permitting the individual to participate is inconsistent with the stated
purpose of the GLRSA Background Check Policy. In coming to a finding, the
Review Panel should consider:
1.) The interest of GLRSA in providing a safe environment for all
2.) The seriousness of the criminal offense or act.
3.) The time which has elapsed since the occurrence of the criminal offense
4.) The age of the individual at the time of the criminal offense or act.
5.) The bearing the criminal offense or act has on the individual’s ability
to safely participate in GLRSA sanctioned activities.
6.) Any information provided by the individual or on their behalf with
respect to reputation, rehabilitation, or other good conduct.
7.) Any volunteer restrictions of access proposed by the individual
8.) Any recommendation or information provided by the individual’s
9.) Any other information, which in determination of the Review Panel would
bear on whether or not the individual should participate in (Organization) sanctioned activities.
In the event that the declined status is reversed, the individual will be
removed from the ineligible list and allowed to participate in GLRSA
sanctioned activities. The declined status reversal is based on the
disqualifying factors that led to the initial pre-adverse or adverse
finding and is not a permanent declined status reversal for any future
offenses that are considered disqualifying factors.