Definitions
1. The following terms have these meanings in this Policy:
Purpose
2. Screening individuals is a vital process in order for the Organization and Basketball Nova Scotia Affiliate Clubs to achieve the Organization’s Mission to provide a safe sporting environment. The Organization is responsible to take all reasonable precautions to provide a safe and secure environment for participants in its programs, activities, and events. Screening coaches will allow the Organization and Basketball Nova Scotia Affiliate Clubs to identify and preclude those who may pose a risk to the Organization, Basketball Nova Scotia Affiliate Clubs and its participants.
Application of this Policy
3. Subject to the Policy Section, all coaches under the Organization, including but not limited to, Basketball Nova Scotia Provincial teams and other Basketball Nova Scotia programs shall be screened according to the categories outlined below or as otherwise determined by the Organization.
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 minors unsupervised.
Examples:
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 access to minors.
Examples:
Category 3 - High Risk - Coaches involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, and who have regular unsupervised access to minors.
Examples:
4. Basketball Nova Scotia Affiliate Clubs’ coaches shall be screened according to the category outlined below.
Category 4 - Basketball Nova Scotia Affiliate Clubs - Coaches involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, and who have regular unsupervised access to minors.
Policy
5. It is the Organization’s policy that:
a) Category 1 coaches will:
b) Category 2 coaches will:
c) Category 3 coaches will:
d) Category 4 coaches will:
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e) Failure to participate in the screening process as outlined in this policy will result in the coach’s ineligibility for the position appointed.
f) If a coach has a conviction under E-PIC, the Organization will use the Screening Committee. If a coach has a conviction under E-PIC, Basketball Nova Scotia Affiliate Club Presidents have access to the expertise of the Screening Committee. If a coach has a conviction under E-PIC and the Screening Committee is of the opinion that the coach can be appointed within the Organization without adversely affecting the safety of the Organization or individuals, athletes/participants or members of the Organization, the Screening Committee may approve that coach’s participation. The Screening Committee may impose terms and conditions on the coach’s participation.
g) If a coach subsequently receives a conviction for, or is found guilty of, an offense they must report this circumstance immediately to the Organization.
h) If a coach provides false or misleading information, the coach will immediately be removed from their position and may be subject to further discipline in accordance with the Organization’s policies.
Screening Committee
6. The Screening Committee will be appointed annually at the Organization’s Annual General Meeting. The Executive Director and or Technical Director of the Organization are responsible to submit documents to the Screening Committee for review as needed. Club Presidents can also access the Screening Committee, the Club President will submit required documents for review via email to the Executive Director and or the Technical Director of the Organization marked confidential or paper submissions at the office for submission to the Screening committee.
7. The implementation of this policy is the responsibility of the President, Board and or Executive Director of the Organization, as well as Basketball Nova Scotia Affiliate Club Presidents. The Organization’s Screening Committee is a committee of two (2) to five (5) individuals who can be full time staff members and or current members of the Governance Committee. A minimum of two (2) members of the committee must review the documents.
8. The Screening Committee acts independent of the Organization’s Board of Directors and all decisions made by the committee are final.
9. The Screening Committee will sign a disclosure document to ensure the privacy of all coaches.
10. The Organization may remove any member of the Screening Committee.
11. When a position on the Screening Committee becomes vacant, either because a member has been removed or because a member has resigned, the Organization shall appoint a replacement member and notify the Board of Directors and the Basketball Nova Scotia Affiliate Club Presidents.
12. The Screening Committee is responsible for reviewing all submitted forms and, based on such reviews, making decisions regarding the appropriateness of coaches filling proposed positions. 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.
Procedure - Categories 1 - 3 Coaches
13. E-PICs may be obtained from the options below, at the cost of the coach:
14. VSVs may be obtained in person from the options below, at the cost of the coach:
15. CBRs - Request for Search Form, can be found here.
16. The Screening requirements defined in this policy can be submitted electronically or by paper. If electronically, they will be emailed to the Executive Director or Technical Director (contact information available on the Basketball Nova Scotia’s website). If by paper, they will be submitted to the Organization in an envelope marked “Confidential” at the following address:
Basketball Nova Scotia
5516 Spring Garden Road, Unit 308
Halifax, NS B3J 1G6
17. If required, the Organization will provide a letter confirming the potential position within the Organization.
18. The Executive Director and or Technical Director only will review all submitted documents to the Organization.
19. If a coach’s documents do not reveal a Relevant Offense, the Executive Director, Technical Director will advise the coach and appoint them to their position. If the coach’s documents reveal a Relevant Offense, the Executive Director and or Technical Director will submit the relevant documents to the Screening Committee for review and decision. The Screening Committee will provide notice to the coach of its decision.
20. Subsequent to its’ review, the Screening Committee, by majority vote, will:
21. E-PICs, VSVs and CBRs are valid for a period of three (3) years and Screening Disclosure Form must be completed on an annual basis. However, the Screening Committee or the Organization may request updated forms at any time.
22. The Organization will keep an electronic record of the coaches’ name, contact information, the date noted on of each of the documents and the date received and reviewed and approved by the Organization.
Procedure - Category 4 Coaches
23. E-PICs may be obtained from the options below, at the cost or the coach or as determined by the Basketball Nova Scotia Affiliate Club:
24. CBRs - Request for Search Form, can be found here.
25. VSVs may be obtained in person from the options below, at the cost of the coach or the coach or as determined by the Basketball Nova Scotia Affiliate Club:
26. The Screening requirements defined in this policy can be submitted electronically or by paper. If electronically, they will be emailed to the Club President. If by paper, they will be submitted to the Organization in an envelope marked “Confidential” to the address specified by the Club President.
27. If required, the Club President will provide a letter confirming the potential position within the Basketball Nova Scotia Affiliate Club.
28. The Club President and selected members of the Board, if approved by the members, will review submitted documents from the coaches affiliated with their Basketball Nova Scotia Affiliate Club Coaches.
29. If a coach’s documents do not reveal a Relevant Offense, the Club President will advise the coach and appoint them to their position. If the coach’s documents reveal a Relevant Offense, the Club President will either make a final decision within their board or submit the relevant documents to the Screening Committee for review and decision. The Screening Committee will provide notice to the coach of its decision.
30. Subsequent to its’ review, the Club President and board members or Screening Committee, by majority vote, will:
31. E-PICs, VSVs and CBRs are valid for a period of three (3) years and Screening Disclosure Form must be completed on an annual basis. However, the Screening Committee or the Club President may request updated forms at any time.
32. The Club President will keep an electronic record of the coaches’ name, contact information and the date noted on of each of the documents, which proves it has been approved by the Basketball Nova Scotia Affiliate Club. This document will be required to be sent to Basketball Nova Scotia upon yearly club affiliation application, along with required affiliation documents outlined on the Basketball Nova Scotia’s website.
Relevant Offenses
33. Provided a pardon has not been granted, the following examples are considered to be relevant offenses:
Records
34. 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, disciplinary or criminal proceedings. All paper and electronic documents will be destroyed or returned to the originator immediately upon a decision. A note should be placed on the coach’s file indicating date of receipt and whether the coach has been cleared based on the information provided on the documents. The Organization and Basketball Nova Scotia Affiliate Clubs will be required to keep an electronic file outlining which coaches have been cleared for their records. The Organization will require all Basketball Nova Scotia Affiliate Clubs to ensure all dates are provided in their affiliation documents.
35. The Organization or a Club President may remove a coach from the Organization, the Affiliate club and or from designated positions, competitions, programs, activities and or events under the Organization, where a coach is convicted or any of the following Criminal Code offenses:
Review
This policy will be reviewed by the Organization yearly to ensure that all Basketball Nova Scotia coaches meet Category 3 standards and that Basketball Nova Scotia Affiliate Club coaches are working towards Category 3 standards.
This Policy was last reviewed and approved Monday October 26, 2020.