Tiffin Parks & Recreation
TIFFIN PARK & RECREATION POLICY
Any person convicted of or having open criminal charges for any crime against children (misdemeanor or felony) and/or any violent crimes shall be prohibited from participation in any capacity in youth programs or activities sponsored by the Tiffin Park & Recreation Department. Other criminal offenses will be considered on a case by case basis.
As a prerequisite for participation, any adult who has care, custody or control of youth participants in any youth program or activity is required to successfully complete a Background Check. This condition applies to youth programs or activities sponsored by the Tiffin Park & Recreation Department.
TIMEFRAME FOR A BACKGROUND CHECK
There is no time limit on criminal convictions, which are considered in the context of the application of this policy. All criminal convictions regardless of their longevity will be taken into account when determining an individual’s eligibility to participate in youth programs or activities.
Even though adult criminal records are public information, information received during the background process will be shared on a “need to know” basis only. Individuals may obtain a copy of their background report upon written request and with proper identification.
RESPONSIBILITY FOR COMPLIANCE
It is the responsibility of the adult leader in charge of the respective youth activity to ensure all assistants or aides have a completed background check prior to their participation. For example, head coaches are responsible for all assistant coaches.
COMPLETED AND UPDATED BACKGROUND CHECKS
A copy of individuals with completed and cleared background checks can be obtained through the Tiffin Park & Recreation Department. This list is updated the beginning of each month. All adult leaders of youth programs or activities are required to have an updated background check every year.
CHANGE OF ADDRESS
It is the responsibility of the volunteer to inform the Department regarding a change of address. When mail is returned to the Department as “undeliverable”, the volunteer will be inactivated for the purposes of the background check program and be removed from the list of cleared volunteers.
Individuals prohibited from participating in youth programs or activities based on the findings of their background check have no right of appeal.
An individual does not have to disclose information regarding criminal charges or convictions that have been expunged by the courts. An individual whose criminal convictions were expunged after being prohibited from participation should provide the Department with evidence of the court’s actions.
The only exception to the policy as stated above is for an individual with a one-time conviction for misdemeanor assault. This exception is limited to an individual whose conviction was more than ten years ago and has no other conviction or violation of probation. The exception process requires the head of the organization/league to accept all liability for the individual’s participation and to provide full disclosure to the parents or guardians of all youth participants involved in the program or activity. Once the Department has received written acknowledgement that the organization/league has accepted full liability and attested to parental disclosure, the individual will be granted a one-time exception to participate as an assistant leader for the respective program or activity. This exception process must be followed a new for each subsequent program or activity in which the individual desires to participate.
BACKGROUND CHECK PROCESS
To initiate a background check, an individual mustcomplete and sign an Authorization and Release for the Procurement of an Investigative Report form, which can be obtained through the Tiffin Park & Recreation Department by filling out the online authorization form. The release form must be completed in its entirety – any missing information will prevent or delay the background investigation process. Refusal to provide all required information shall result in the
individual being prohibited from participation in youth programs or activities. Once completed, the Authorization and Release for the Procurement of an Investigative Report form should be delivered to Park & Recreation department prior to involving oneself with the respective youth program or activity. Under no circumstances is an individual authorized to participate in any youth program or activity prior to the completion of his or her background check. Typically, a background report is received within five business days from the date requested. The requests and subsequent reports are transmitted through the Tiffin Police Department to the Tiffin Park & Recreation Department. If a background report comes back with a criminal conviction, the Department’s Administrator of the Background Check Program will call and discuss the information with the individual. The individual can either call the primary point of contact for the organization to disclose the findings or the Department’s Administrator of the Background Check Program will call the primary contact. When the individual makes the call, the leader of the organization must then contact the Department’s Administrator of the Background Check Program. The leader must acknowledge the findings and agree to preclude the individual from participating with the youth program or activity. If deemed necessary, a meeting may be held between the individual, the leader of the organization and representatives of the Park & Recreation Department.
It is the responsibility of each organization that participates in Tiffin Park & Recreation-sponsored activities to fully comply with this policy and the background check program.
Organizations and/or their members that knowingly or unknowingly violate the Tiffin Park & Recreation’s policy or background check program are subject to disciplinary measures that may include, but are not limited to, the loss of organizational/league privileges; restrictions on facility usage; and/or suspension from participation.
Volunteer Criminal Background Check Policy