VOLUNTEER POLICIES & PROCEDURES 

 

Anachronyms:                        SOVC – Special Olympics Ventura County
                                    SOSC – Special Olympics Southern California
                                    ALP – Athlete Leadership Program

 

POLICY ON VOLUNTEERS DATING ATHLETES

Volunteers may not date Special Olympics athletes.  If a volunteer is dating, or wishes to date an athlete, the volunteer must resign or be relieved of his or her duties in connection with SOSC.

POLICY ON KNOWN SEXUAL OFFENDERS

 

Known sexual offenders cannot volunteer or participate in any way in connection with SOSC programs or events.  Such persons cannot attend practices or events, nor can they transport athletes other than their own sons or daughters to practices or events.

If it comes to the attention of SOSC, through a volunteer background check or other means, that a volunteer or an athlete’s family member is a known sexual offender listed on the Megan’s Law Registry, that person is 1) to be excluded from SOSC activities, and 2) be notified in person and/or in writing of SOSC’s policy.

If a known sexual offender, following his or her notification of policy, violates this policy, SOSC will exercise any and all options including legal options to enforce the policy.  This could also include prohibiting the offender’s athlete from participation in Special Olympics.

U.S. VOLUNTEER SCREENING POLICY

 

Class A Volunteers are considered to be:

• Volunteers who have regular, close physical contact with athletes
• Volunteers in a position of authority or supervision with athletes (real or apparent)
• Volunteers in a position of trust of athletes
• Volunteers that handle substantial amounts of cash or other assets of the program

 

This includes coaches, chaperones, unified partners, overnight hosts, ALP mentors, drivers of athletes, sports and games management team members, volunteer staff, and some fundraising committee members.

Class B Volunteers are considered to be:

• Volunteers who only have limited contact with athletes or who have contact with athletes accompanied by coaches and chaperones.

 

This includes Healthy Athlete volunteers, volunteers who drive on behalf of Special Olympics (other than drivers for athletes), and day-of-event volunteers.

TYPE OF SCREENING

 

Class A Volunteers (adult):  Completion of a Class A volunteer registration form (pages one & two), background screen using a national vendor, photo ID check at time of registration (kept on file), and a photo ID check or identity verification check at events.

Class A Volunteers (minors):  Completion of a volunteer registration form, two personal/professional references (one of whom is from the volunteer applicant’s school, church, civic group, etc.), photo ID check at the time of registration (kept on file), and photo ID check or identity verification check at events.

Class B volunteers (adults and minors):  Completion of a volunteer registration form (first page) or sign in sheet and photo ID check or identity verification check at events (for minors, IDs are only required to the extent available).

Minimal Acceptable Background Screening:  Class A volunteers must be screened using a national vendor that includes the sex offender registry for each state in which the sex offender registry is available electronically.  In addition to, but not in place of, the check through the national vendor, Special Olympics offices may conduct a statewide criminal background check.

Motor Vehicle Record checks are required if the applicant answers “yes” to the question regarding their driving record on the Volunteer Application, or if the Special Olympics office has received information through the background check that the applicant may have other motor vehicle related convictions.

VOLUNTEER SCREENING PROCESS

 

This is compliance with SOSC’s Volunteer Screening Process.  The Chapter (SOSC) will perform all volunteer background screening.

Class A Volunteer Application Process:  To be considered for participation with SOVC, ALL volunteers must submit a signed, completed, and truthful Volunteer Application (both pages).  Failure to do so will result in not being able to volunteer with SOVC.

The decision of SOVC with regard to any volunteer’s application rests within the sole and absolute discretion of SOVC (and SOSC).  In exercising that discretion, SOVC shall be guided by its Mission Statement, the policy and procedure set forth herein, and the standards set forth in various other policies of SOVC (and SOSC).

All Class A volunteers shall be screened for participation in the Special Olympics program.  Once screened and accepted, Class A volunteers shall be re-screened every three years.

Protective Behaviors:  All Class A volunteers shall complete the online Protective Behaviors Screening questionnaire prior to volunteering.  The online web link will be provided to the volunteer upon receipt of the completed Class A volunteer application.

Chapter runs background screening on potential Class A volunteers:  Each Class A volunteer is subject to a criminal records and background check, and where applicable under this policy, a motor vehicle records check.

Background screening results:  SOSC will notify SOVC of the acceptance or rejection of the volunteer application within 30 days after receipt of the background check.  SOSC will provide background results and a copy of rights under the Fair Credit Reporting Act to a volunteer who has been denied.  SOVC will notify volunteers whose background check was cleared.

Records maintenance:  SOSC will undertake reasonable efforts to maintain the confidentiality of results of background checks.  SOSC will maintain results of background checks in locked file cabinets that only contain information related to volunteers and applicants that were denied.  Local programs and staff (SOVC) will not be provided with the specifics of background checks.  At the discretion of SOSC, the information may also be shared with legal counsel.  SOSC may also be required to disclose information to law enforcement or other government entities or as otherwise required by law.

Day of event for Class A volunteers:  Before a competition or training event, SOVC will check the final volunteer roster against the Master Approved Screening List.

Class B Volunteer Screening Process: 

Class B Volunteer Application Process:  Class B volunteers shall apply for participation by completing a Volunteer Registration form (first page only).  Based on the contents of the application, SOSC may conduct additional inquiries as may be appropriate before accepting the applicant as a Class B volunteer.

Prospective volunteers who are minors (under the age of 18) shall not be subject to criminal records check, but must provide two adult references.

Day of event:  On the day of each event, the accepted volunteer shall report to a designated volunteer coordinator for that event and verify his or her identity with that coordinator by way of a photo ID.

RESULTS OF CRIMINAL BACKGROUND CHECK

 

Automatic Disqualifiers:  If the background check discloses a conviction for any of the reasons listed below, the volunteer applicant shall automatically be disqualified from participation as a volunteer:

• Child abuse
• Sexual abuse of a minor or adult
• Causing death of any person, including murder or manslaughter
• Neglect of child or any other individual for whom the potential volunteer has or has had responsibility
• Assault
• Kidnapping
• Physical abuse
• Battery
• Arson
• Criminal sexual conduct
• Attempted murder
• Cruelty to animals
• Fraud

 

Motor Vehicle Records:  If the background check or motor vehicle record check discloses a conviction for driving under the influence of alcohol or drugs, driving while intoxicated, driving while impaired by alcohol or drugs, or comparable offenses, the volunteer applicant shall automatically be disqualified from driving on behalf of Special Olympics.

Appeals Process:  The automatic disqualifiers are final and not subject to appeal.  If a volunteer believes the information from the national vendor is incorrect, they may work out the incorrect information directly with the vendor.  Upon such time that SOSC receives the new information, they will reconsider the volunteer’s application.

 

 

 

 

 

 

 

Special Olympics Ventura County
1559 Spinnaker Drive, Suite 206, Ventura, CA 93001

Created by the Joseph P. Kennedy, Jr. Foundation
Authorized and Accredited by Special Olympics, Inc. for the Benefit of Persons with Intellectual Disabilities