Volunteer Screening Policy, News (Orangeville & Headwaters Minor Baseball)

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Apr 13, 2022 | Steve Hough | 862 views
Volunteer Screening Policy
Hello Bengals,

Baseball Ontario has implemented a mandatory volunteer screening policy. The OHMBA has developed a policy to meet the standards set out by the OBA. Forms can be found under the "Volunteers" tab on the home page. Please contact [email protected] to request a non-profit volunteer form for OPP to conduct CPIC or EPIC.

Orangeville & Headwaters Minor Baseball Association

Screening Policy


The Board of Directors recognizes Baseball Ontario’s Volunteer Screening Policy (VSP) as Orangeville & Headwaters Minor Baseball Association’s (OHMBA’s) Policy, which can be found by clicking the link below.

BASEBALL ONTARIO, Canada | Volunteer Screening Policy

To support the implementation of the Baseball Ontario Volunteer Screening Policy, the Board approves the following procedures.

1.0 Risk Levels

Only the positions identified in the Chart #1 will be required to complete the screening process, as these are the positions OHMBA deems may pose a risk of harm to the Association or the participants of the Association. The positions are identified by Level 1, 2 or 3, based on the risk levels in Baseball Ontario’s VSP.

Chart #1 - Volunteer/Paid Position Risk Assessment

Level 1 [Low Risk]

Level 2 [ Medium Risk]

Level 3 [High Risk]

House league Assistant


Signing officer on Rep & Select team bank accounts

Rep & Select Coaches

Umpires 18 years old +

Directors on the Board

Signing officers of the OHMBA Board.

House League Head Coaches


Sponsorship Coordinator

Admin Coordinator

2.0 Registration Requirements

All positions listed in the chart #1 of this policy must be registered annually with OHMBA in the role(s) that they are working in, prior to conducting the responsibilities of the position(s).

3.0 Screening Requirements

As per Section 6 of Baseball Ontario’s VSP, the following screening document(s) will be required as follows per level.

Chart #2 - Screening Requirements


Year 1

Year 2,5,8 etc

Year 3,6,9 etc

Year 4,7,10 etc

Level 1 [Low Risk]





Level 2

[Medium Risk]

SDF and




SDF and


Level 3 [High Risk]

SDF and




SDF and


SDF = Screening Disclosure Form | SRF = Screening Renewal Form | VSC = Volunteer Sector Check

4.0 Safe Sport Training Requirements

All individuals taking on a position(s) identified in Chart #1 of this policy, must complete the NCCP on-line Safe Sport Module prior to volunteering in their first year. In addition, each individual must sign off through the registration process that they have read the Baseball Ontario’s Supervision (Rule of 2) Policy.

The Board may, on the advice of the Screening Committee, require additional safe sport training.

4.0 Record Keeping

All records relating to criminal record checks will be required to be stored on a Google Drive assigned to the email address [email protected]. At least two people are required to have the login information to this account, ideally two committee members, but in the event there is only one committee member, the Board will assign a second person to have this login information.

The original copy of an individual's VSC, CPIC or EPIC must be provided to the Screening Committee, however only a record that the individual's VSC, CPIC or EPIC has been checked will be kept on file, via a copy of a letter to the individual saved as per above. In no situation, will OHMBA retain a copy of an individual's VSC, CPIC or EPIC. The copy will be returned to the individual with a confirmation letter.

An individual’s Screening Disclosure Form or Screening Renewal Form will be kept by the Screening committee as per above; however will be discarded after a period of three years after receiving the form. Discipline records on any individual within OHMBA will be kept indefinitely.

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