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 annual basis.

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 organization.

2.0 GLRSA RISK MANAGEMENT PLAN

Greater Lafayette Regional Soccer Alliance (GLRSA) Background Check Policy

Purpose

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.

Policy Statement

2.1 Application

A. This policy applies to the following individuals (collectively, the “Subjects”):

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 activity.

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.

3.0 Timing:

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.

4.0 GLRSA Sites

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.

5.0 Media

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 Check Components.

6.0 Third-Party Vendors/Contractors

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.

7.0 Partner Programs

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.

8.0 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 county searched.

8.5 Multiple Sex Offender Registry database searches of all available states, plus DC, Guam, and Puerto Rico.

8.6 Multiple National Watch Lists.

9.0 Eligibility Determinations

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 domestic violence).

e. Stalking, harassment, blackmail, violation of a protection order and/or threats.

f. Destruction of property, including arson, vandalism, and criminal mischief; and

g. Animal abuse or neglect.

10.0 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 “cleared” status.

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 GLRSA Event.

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:

WWW.GLRSA.ORG

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 confidentiality.

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

A. Procedure:

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

- Referees

- 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

- City

- State

- Zip

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 requirement.

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 hearing.

⇒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 determination.

⇒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 participants.

2.) The seriousness of the criminal offense or act.

3.) The time which has elapsed since the occurrence of the criminal offense or act.

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 themselves.

8.) Any recommendation or information provided by the individual’s affiliated organization.

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.