Calgary Ski Club

Definitions

The following defined terms have these meanings in this Policy:

a) Athlete – An individual who is subject to the policies of Calgary Ski Club, and who may also be subject to the policies of Nordiq Alberta, Nordiq Canada and the Universal Code of Conduct to Prevent and Address Maltreatment in Sport (“UCCMS”)

b) Criminal Record Check (CRC) – A search of the RCMP Canadian Police Information Centre (CPIC) system for adult convictions

c) Enhanced Police Information Check (E-PIC) – a Criminal Record Check plus a search of Local Police Information, available from Sterling Backcheck

d) Local Police Information (LPI) – Additional conviction and selected non-conviction information in national and local police data sources which may be relevant to the position sought

e) Minor – as defined in the UCCMS and as amended from time by the Sport Dispute Resolution Centre of Canada

f) Participants – Refers to all categories of individual Members and/or Registrants as defined in the By-laws of Calgary Ski Club, who are subject to the policies of Calgary Ski Club, as well as all people employed by, contracted by, or engaged in activities with Calgary Ski Club including, but not limited to, employees, contractors, Athletes, coaches, instructors, officials, volunteers, managers, administrators, committee members, parents or guardians, spectators, directors or officers

g) Vulnerable Sector Check (VSC) – A detailed check that includes a search of the RCMP Canadian Police Information Centre (CPIC) system, Local Police Information, and the Pardoned Sex Offender database

Preamble

Calgary Ski Club understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice among sport organizations that provide programs and services to the sport community.

Application of this Policy

This Policy applies to all individuals whose position with Calgary Ski Club is one of trust or authority which may relate to, at a minimum, finances, supervision, or Vulnerable Participants.

Not all individuals associated with Calgary Ski Club will be required to obtain a criminal record check or submit screening documents because not all positions pose a risk of harm to Calgary Ski Club or Participants. Participants will be subject to the screening requirements described in the Screening Requirements Matrix found in Appendix A of this Policy.

Screening Committee

The implementation of this policy is the responsibility of the Screening Committee which is a committee composed of either one (1) or three (3) members. Calgary Ski Club will ensure that the members appointed to the Screening Committee possess the requisite skills, knowledge and abilities to accurately screen documents and render decisions under this Policy.

The Screening Committee is responsible for reviewing all documents submitted and, based on the review, making decisions regarding the appropriateness of individuals filling positions within Calgary Ski Club. 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.

Nothing in this Policy restricts or limits the Screening Committee from requesting that the individual attend an interview with the Screening Committee if the Screening Committee considers that an interview is appropriate and necessary to screen the individual’s application.

Nothing in this Policy restricts or limits the Screening Committee from requesting the individual’s authorization to contact any professional, sporting or other organization in order to assess the individual’s suitability for the position that they are seeking.

Nothing in this Policy restricts or limits the Screening Committee from requesting further information from the individual on more than one occasion, subject to the individual’s right

to insist that the Screening Committee make a decision on the basis of the information before it.

The Screening Committee may, where appropriate, draw an adverse inference from an individual’s failure to provide information or answer queries.

When assessing an individual’s screening application, the Screening Committee shall determine whether there is reason to believe that the individual may pose a risk to Calgary Ski Club or to another individual.

An individual having been previously penalized for a prior offence shall not prevent the Screening Committee from considering that offence as part of the individual’s screening application.

If the Screening Committee determines on the basis of the individual’s screening application, in addition to any further material received by it, that the individual does not pose a risk to Calgary Ski Club or Participants, the Screening Committee shall approve the individual’s application, subject to the Screening Committee’s right to impose conditions.

In the case of a decision denying an application or approving an application with conditions, a copy of the decision shall be provided to the applicant and to the Board of Directors of Calgary Ski Club. Subject to applicable privacy and/or employment legislation and any related internal policies, Calgary Ski Club may disseminate the decision as they see fit in order to best fulfil the mandate of Calgary Ski Club.

A Participant whose screening application has been denied or revoked may not re-apply to participate in the programs or activities of Calgary Ski Club for two (2) years from the date the rejected application was made.

Screening Requirements

A Screening Requirements Matrix is provided as Appendix A.

It is the policy of Calgary Ski Club that when an individual is first engaged by the organization:

a) Level 1 individuals will:

i. Participate in training, orientation, and monitoring as described in the Screening Requirements Matrix (Appendix A)

b) Level 2 individuals will:

i. Complete an Application Form (Appendix B)

ii. Complete a Screening Disclosure Form (Appendix C)

iii. Complete and provide an E-PIC or its equivalent defined as both a Criminal Records Check and a Judicial Matters Check

iv. Participate in training, orientation, and monitoring as described in the Screening Requirements Matrix (Appendix A)

v. Provide a driver’s abstract, if requested

c) Level 3 individuals will:

i. Complete an Application Form (Appendix B)

ii. Complete a Screening Disclosure Form (Appendix C)

iii. Complete and provide an E-PIC or its equivalent defined as both a Criminal Records Check and a Judicial Matters Check, and a VSC

iv. Provide one letter of character reference

v. Participate in training, orientation, and monitoring as described in the Screening Requirements Matrix (Appendix A)

vi. Provide a driver’s abstract, if requested

d) If an individual subsequently receives a charge, conviction for, or is found guilty of, an offense they will report this circumstance immediately to Calgary Ski Club. Additionally, the individual will inform the organization of any changes in their circumstance that would alter their original responses in their Screening Disclosure Form.

e) If Calgary Ski Club learns that an individual has provided false, inaccurate, or misleading information, the individual will immediately be removed from their position and may be subject to further discipline in accordance with the Discipline and Complaints Policy.

Young People

For the purposes of this Policy, Calgary Ski Club defines a young person as someone who is younger than 18 years old. When screening young people, Calgary Ski Club will:

a) Not require the young person to obtain a VSC or E-PIC (or its equivalent); and

b) In lieu of obtaining a VSC or E-PIC (or its equivalent), require the young person to submit up to two (2) additional letters of reference.

Notwithstanding the above, Calgary Ski Club may ask a young person to obtain a VSC or E- PIC (or its equivalent) if the organization suspects the young person has an adult conviction and therefore has a criminal record. In these circumstances, the organization will be clear in its request that it is not asking for the young person’s youth record. Calgary Ski Club understands that they may not request to see a young person’s youth record.

Renewal

Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, individuals who are required to submit an E-PIC, Screening Disclosure Form, or Screening Renewal Form, are required to submit the documents as follows:

a) An E-PIC (or its equivalent) every three years

b) A Screening Disclosure Form every three years

c) A Screening Renewal Form (Appendix D) every year

d) A Vulnerable Sector Check once

At any time, including after either the submission of an individual’s application or its approval (with or without conditions), the Screening Committee may re-open an individual’s file for additional screening if it is advised of new information that, in the discretion of Calgary Ski Club, could affect the assessment of the individual’s suitability for participation in the programs or activities of Calgary Ski Club, or the individual’s interactions with other individuals involved with Calgary Ski Club.

Orientation, Training, and Monitoring

The type and amount of orientation, training in addition to the training required per the Screening Requirements Matrix (Appendix A), and monitoring will be based on the individual’s level of risk, at the discretion of Calgary Ski Club.

Orientation may include, but is not limited to: introductory presentations, facility tours, equipment demonstrations, parent/Athlete meetings, meetings with colleagues and supervisors, orientation manuals, orientation sessions, and increased supervision during initial tasks or initial period of engagement.

Training may include, but is not limited to: certification courses, online learning, mentoring, workshop sessions, webinars, on-site demonstrations, and peer feedback.

At the conclusion of orientation and training, the individual will be required to acknowledge, in written form, that they have received and completed the orientation and training (Appendix E).

Monitoring may include but is not limited to: written or oral reports, observations, tracking, electronic surveillance (e.g., facility security cameras), and site visits.

Calgary Ski Club will annually ensure that Participants have received up-to-date training. When the training program has been substantially updated to include new information or resources, or if the Participant’s certification has expired, the Participant will be required to re-take the training.

Calgary Ski Club will provide annual, up-to-date information on their policies and procedures related to Prohibited Behaviour and Maltreatment. Additional training resources may be provided by Nordiq Alberta, Nordiq Canada, the Office of the Sport Integrity Commissioner (OSIC) and/or Abuse-Free Sport.

How to Obtain an E-PIC or VSC

Information on obtaining an E-PIC (or its equivalent) can be obtained from the Calgary Ski Club President or designate.

Calgary Ski Club and Participants understand that the requirements and process for obtaining an EPIC (or its equivalent) may vary by province. Calgary Ski Club and/or the Participant, as the case may be, are responsible for confirming and following the applicable requirements and process in each case.

Questions concerning a VSC should be directed to the relevant local RCMP office or police service. Fees may also be required.

Calgary Ski Club understands that they may be required to assist an individual with obtaining a VSC. A Request for VSC (Appendix E) may need to be submitted or other documentation may need to be completed that describes the nature of the organization and the individual’s role with Vulnerable Participants.

Procedure

Screening documents must be submitted to the Screening Committee.

An individual who refuses or fails to provide the necessary screening documents will be ineligible to volunteer or apply for the position sought. The individual will be informed that their application and/or position will not proceed until such time as the screening documents are submitted.

Calgary Ski Club understands that there may be delays in receiving the results of an E-PIC or a VSC. At the discretion of Calgary Ski Club, an individual may be permitted to participate in the role during the delay. This permission may be withdrawn at any time and for any reason. 

Calgary Ski Club recognizes that different information will be available depending on the type of screening document that the individual has submitted. For example, an E-PIC may show details of a specific offense, or not, and/or a VSC may be returned with specific information or simply a notification indicating ‘cleared’ or ‘not cleared’. The Screening Committee will use its expertise and discretion when making decisions based on the screening documents that have been submitted.

Following the review of the screening documents, the Screening Committee will decide:

a) The individual has passed screening and may participate in the desired position;

b) The individual has passed screening and may participate in the desired position with conditions;

c) The individual has not passed screening and may not participate in the desired position; or

d) More information is required from the individual.

In making its decision, the Screening Committee will consider the type of offense, date of  offense, and relevance of the offense to the position sought.

The Screening Committee must decide that an individual has not passed screening if the screening documentation reveals any of the following: If imposed in the last three years:

i. Any offense involving the use of a motor vehicle, including but not limited to impaired driving

ii. Any offense of assault, physical or psychological violence

iii. Any offense involving trafficking or possession of illegal drugs

iv. Any offense involving conduct against public morals

v. Any offense involving theft or fraud

 If imposed at any time:

i. Any offense involving a Minor or Minors

ii. Any offense involving the possession, distribution, or sale of any child-related pornography

iii. Any sexual offense

Conditions and Monitoring

Excluding the incidents above which, if revealed, would cause the individual to not pass screening, the Screening Committee may determine that incidents revealed on an individual’s screening documents may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee shall have the sole and unfettered discretion to apply and remove conditions, determine the length of time for the imposition of conditions, and determine the means by which adherence to conditions may be monitored.

12. Records

41. All records will be maintained in a confidential manner and will not be disclosed to others except as required by law, for use in legal, quasi-legal, or disciplinary proceedings.

42. The records kept as part of the screening process include but are not limited to:

a) An individual’s Vulnerable Sector Check

b) An individual’s E-PIC or its equivalent (for a period of three years)

c) An individual’s Screening Disclosure Form (for a period of three years)

d) An individual’s Screening Renewal Form (for a period of one year)

e) Records of any conditions attached to an individual’s registration by the Screening Committee

f) Records of any discipline applied to any individual by Calgary Ski Club or by another sport organization

Privacy

43. The collection, use and disclosure of any personal information pursuant to this Policy is subject to Calgary Ski Club’s Privacy Policy.

44. Calgary Ski Club or any of its delegates pursuant to this Policy (i.e., the Screening Committee) shall comply with Calgary Ski Club’s Privacy Policy in the performance of their services under this Policy.