Coaching Eligibility and Background Check Policy

Purpose

The purpose of this policy is to ensure a safe and positive environment for all participants, volunteers, and members of the Hopkinton Youth Sports Association (HYSA). To maintain the integrity and safety of our programs, HYSA requires all coaches to undergo a background check and adhere to the eligibility standards outlined below.

Policy Statement

1. Mandatory Background Checks
All individuals who wish to coach for HYSA are required to undergo a background check. The background check will be conducted by an authorized third-party provider designated by HYSA and must be completed before any coaching activities begin.

2. Criminal Charges and Arrests
Regardless of the results of the background check, if the HYSA Board becomes aware that a coach or coaching candidate has been arrested, charged, or convicted of any criminal offense, including but not limited to Driving Under the Influence (DUI), the individual will not be eligible to coach for HYSA for a period of two (2) years from the date of the incident.

3. Expungement Exception
If the arrest or charges are expunged from the individual's record, the two-year ineligibility period may be waived upon review and approval by the HYSA Board. Documentation proving expungement must be provided to HYSA for consideration.

4. Ongoing Disclosure Requirement
Coaches are required to disclose any arrests, criminal charges, or convictions which occur after the completion of the background check to the HYSA Board immediately. Failure to disclose such information will result in immediate removal from coaching duties and potential permanent disqualification from future coaching roles within HYSA.

5. Board Discretion
The HYSA Board reserves the right to review each case individually and make eligibility determinations based on the circumstances surrounding the arrest or charges. All decisions made by the HYSA Board are final.

6. Confidentiality
All information related to background checks, arrests, charges, and board reviews will be kept confidential and shared only with individuals on a need-to-know basis.

Implementation and Compliance

This policy will be enforced by the HYSA Board, and compliance is mandatory for all coaching personnel. Any questions or concerns regarding this policy should be directed to the HYSA Board of Directors.