Risk Management (Guelph Minor Baseball)

PrintRisk Management

Volunteer Screening

Policy

That all persons over the age of 18, whose position with Guelph Minor Baseball Association (GMBA) is one of trust or authority, which may relate to, at a minimum, finances, supervision, or Vulnerable Individuals follow the directives set out in the Ontario Baseball Association’s (OBA) Volunteer Screening Policy 

Procedure

  1. GMBA will provide volunteers with the necessary directions, authorization numbers and/or documents required to obtain a police check free of charge from the appropriate police department. Any fees incurred as a result of failing to adhere to the directions or failure to request such documentation shall be the responsibility of the applicant.

  2. Each person in a Level 1-Low Risk role as defined by OBA in section five of the Volunteer Screening Policy must complete a Screening Disclosure Form as soon as possible after being initially appointed, as well as participate in any training, orientation, and monitoring as determined by OBA throughout the duration of their role within GMBA.

  3. Each person in a Level 2-Medium Risk role as defined by OBA in section five of the Volunteer Screening Policy must complete a Screening Disclosure Form, obtain and submit a copy of a CPIC or EPIC as soon as possible after being initially appointed, as well as participate in any training, orientation, and monitoring as determined by OBA throughout the duration of their role within GMBA.

  4. Each person in a Level 3-High Risk role as defined by OBA in section five of the Volunteer Screening Policy must obtain and submit a copy of a Vulnerable Sector police check (VSC), as well as a Screening Disclosure Form as soon as possible after being initially appointed. They must also participate in any training, orientation, and monitoring as determined by OBA throughout the duration of their role within GMBA.

  5. All volunteers as listed in points 3 and 4 must obtain and submit a CPIC or EPIC every three (3) years after the initial police check was obtained and submitted upon appointment to that position. From that year of the original police check, a person can sign two (2) consecutive years of OBA Attestations from GMBA. If a year is missed with no OBA Attestation signed, then a new police check must be completed.

  6. GMBA reserves the right to request a new police record check at any point in time as deemed necessary.

  7. If an individual subsequently receives a charge, conviction for, or is found guilty of, an offence they will report this circumstance immediately to GMBA. Additionally, the individual will inform GMBA of any changes in their circumstance that would alter their original responses in their Screening Disclosure Form.

  8. If OBA or GMBA, 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 from both OBA and GMBA.

  9. GMBA will accept a signed OBA Attestation for any persons who have had a VSC/CPIC/EPIC completed with another organization as long as the police check was obtained within the previous 6 months and they provide the original copy of said report. From the year of the original police check, a person can sign up to two (2) OBA Attestations. If a year is missed with no Attestation signed, then a new VSC/CPIC/EPIC must be completed. GMBA reserves the right to validate any document from another organization.

  10. Police record checks must be submitted by each person as listed in points 3 and 4 by the deadlines specified. The deadline for requesting a police check for all Rep (Elite, Tier 1 and Tier 2) and select coaches/managers/first aiders is December 31. All rep coaches/managers/first aiders must submit a completed check by April 1. House League coaches (excluding Rally Cap) must be requested prior to their first game of the season. Failure to adhere to these deadlines may result in suspension until the requirements are met.

  11. All police checks obtained from those listed in points 3 and 4 must be submitted to the GMBA Risk Management Committee ([email protected]) who will confidentially receive all the record checks. All police checks collected by the Risk Management Committee will be consolidated and maintained by GMBA and stored in a secure place, respecting the privacy of each individual. Only those whose police check contains such information which may have potential harm to the membership or the organization will be disclosed to the President and subsequently to the Board if deemed necessary. Appeals regarding coaching eligibility can be made to the GMBA Grievance Committee whose decision will be final. 


Any further question can be sent to Risk Management at [email protected]

Police Checks

GMBA Volunteer Screening for 2024 Season.

All GMBA coaches, treasurers, managers and board members are considered Level 2 (House League) or Level 3 risk and are required to complete the following:

  1. A Vulnerable Sector Check (VSC) must be completed ONE TIME for GMBA

  2. A Criminal Record Check must be completed once every THREE years

  3. A Volunteer Screening Disclosure must be completed annually

Please click on the link below to complete a required form for ALL GMBA VOLUNTEERS.  This form contains links to all requirements. 

GMBA Disclosure Form 2023

There is no authorization code for police checks this year, we are hopeful that costs will be covered by the city.  (Waiting for confirmation)

OPP

  • If you reside outside of the city of Guelph, the application must be done online via the OPP.

  • This will  require the completion of the following a GMBA Letter

GMBA POLICE CHECK LETTER


Any further question can be sent to Risk Management  [email protected]

Injury Report

Accidents happen, even in baseball.  We ask that any incident involving a player, coach or umpire where medical attention is required be reported within 30 days of the incident as you may be eligible to receive benefits through our insurance program.  Please complete the injury report and submit it to [email protected].

Insurance Certificates

Valid through March 01, 2025

For any questions on these, please contact [email protected].

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Concussions

One in every five Canadians under the age of 18 has suffered a concussion while playing in youth sports.  While the incidence is relatively low in baseball compared to other sports, it is still important to take them seriously as they are a form of brain injury and can lead to problems with concentration, memory, balance and co-ordination.  The following documents will help players, parents and coaches understand what a concussion is, how to screen for a concussion at the diamond and how to safely return to play.

 

Links

Coaches Screening Links:

Umpire Screening Links:

All Members: