Baseball Ontario - Volunteer Screening Policy
Local Associations Responsibilites

OBA Volunteer Screening Policy - Link

OBA FAQ's

YSBA Local Association Responsibilities

YSBA local association are required to establish a "Screening committtee" that follows the guildlines set in the OBA Volunteer Screening Policy - section 21.

Members of the "screening committee" need to complete "APPENDIX 4 – SAMPLE OATH OF CONFIDENTIALITY DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE" found in the OBA Volunteer Screening Policy (Download Form Here)

The Screening Committee members must follow the Record keeping guildlines set in the OBA Volunteer Screening Policy - section 33 to Section 36.
  
 
Screening Committee - Responsibilities

YSBA local association are required to establish a "Screening committtee" that follows the guildlines set in the OBA Volunteer Screening Policy - section 21.

Members of the "screening committee" need to complete "APPENDIX 4 – SAMPLE OATH OF CONFIDENTIALITY DECLARATION OF CONFIDENTIALITY AND NON-DISCLOSURE" found in the OBA Volunteer Screening Policy
Section 21
OBA Volunteer Screening Policy
• The implementation of this policy is the responsibility of the Organization’s Screening Committee which is a committee of either one (1) or three (3) members appointed by theOrganization’s Board of Directors (the "Screening Committee").
• That Board of Directors will ensure that themembers appointed to the Screening Committee possess the requisite skills, knowledge andabilities to accurately review screening documents and render decisions under this
Section 22
OBA Volunteer Screening Policy
• The Screening Committee will carry out its duties, in accordance with the terms of this Baseball Ontario Screening Policy, independent of the Board.
Section 23
OBA Volunteer Screening Policy
 • The Screening Committee is responsible for reviewing all documents submitted and, based on thereview, making decisions regarding the appropriateness of individuals filling positions within the Organization.
• 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.
Section 24
OBA Volunteer Screening Policy
 • Screening documents must be submitted to the Organization's Screening Committee
 
Screening Committee - Record Keeping
Section 33
OBA Volunteer Screening Policy
• All records will be maintained in a confidential manner and will not be disclosed to others exceptas required by law, or for use in legal, quasi-legal, or disciplinary proceedings.
Section 34
OBA Volunteer Screening Policy
• The records kept by the Organization as part of the screening process include but are not limited to:
i.  Confirmation from the Screening Committee of having viewed the individual's VSC/CPIC/EPIC
ii. An individual’s Screening Disclosure Form (for a period of three years)
iii.An individual’s Screening Renewal Form (for a period of one year)iv.Records of any conditions attached to an individual’s registration by the
   Screening Committee. Records of any discipline applied to any individual by the Organization
Section 35
OBA Volunteer Screening Policy
• The Organization is required to safeguard the confidentiality of personal information gathered during the screening process.
i. If an Organization receives information about an applicant, whether from the applicant directly or from the police, the Organization becomes responsible for that information and is then subject to many of the same legal requirements and regulations as other holders of personal information, in terms of confidentiality and access.
ii. Baseball Ontario recommends that those involved in the screening process should sign an Declaration of Confidentiality and Non-Disclosure in the form of Appendix 4
 
Section 36
OBA Volunteer Screening Policy
• The Organization should have procedures that:
i.  Identify who will review personal information including a Disclosure Form, police records check and vulnerable sector check
ii. If they will keep the applicant’s police records check and vulnerable sector check or return it to the applicant once it has been reviewed. Baseball Ontario highly recommends returning all personal documents to the applicant.
iii. State that the information received through the screening process will only be used to determine if an applicant is suitable.
iv. Identify where confidential information will be stored (for example in a locked cabinet), and who will have access to the information.
v. State that the Organization will take all reasonable steps to protect the confidentiality of personal information
vi. Identify how long the Organization will keep confidential information, if different than the timelines outlined in the Baseball Ontario Screening Policyvii.Explain in what circumstances, and with whom, the information be discussed and why.