Volunteer Screening Policy

 Duty of Care

Screening is a process performed by an organization to create and maintain a safe environment. It helps an organization fulfil its moral, legal and ethical obligations to all those individuals that it reaches. As we, the Eliot River Ramblers Soccer Club (ERRSC), work with vulnerable people, screening aids us in identifying anyone serving in a position of trust who may look to do harm to those individuals.This, in turn, helps to reduce the risks and liability for both our members and ourselves. It is our duty of care to do what is reasonably expected of us to create a safe and welcoming environment for our members and our community.

The ERRSC considers a vulnerable person to be anyone under the age of 18 and a position of trust to include anyone whose involvement with a vulnerable person meets any or all of these criteria (as per Volunteer Canada):

  • Decision making power
  • Unsupervised access
  • Closeness inherent in the relationship
  • Personal nature of the activity itself

Standard of Care

The level of attention to safety that the ERRSC provides varies depending on the context. Screening requirements and procedures differ according to the level of risk to which our vulnerable members are exposed. The standard of care evolves as public awareness, education and training adapt and update to new circumstances. 

Currently, the various levels of play in the sport have been ranked according to the level of risk associated with that position and the appropriate screening measures have been assigned to each level of risk.


Position Risk Level

Person to be Screened

Screening Requirements

Low Risk

Coaches (paid student and parent volunteer) and helpers at U5, U7 and U9

Application form

Medium Risk

Club administrative staff

Board members

Application form

Criminal Records Check (including vulnerable sector check)*

High Risk

Coaches, assistant coaches, managers or trainers at U11, U13, U15 and U18

Club technical staff

Application form

Criminal Records Check (including vulnerable sector check)*

Reference check**

Screening interview***

Respect in Sport for Activity Leaders certification


* Criminal Record Checks are good for three years and must be dated no earlier than May 1st.


** Only needs to be completed once for new team staff or club technical staff. Submit two references (name, e-mail address, phone number) which will be verified by the Club. These references should not include family members, ERRSC staff or board members or team officials on the same team.


*** Only needs to be conducted once for new team staff and/or club technical staff.


Reasons for Applicant Rejection

Individuals with outstanding Criminal Code convictions or charges pending for the following offences will not be considered for a service position.

  • Physical or Sexual Assault
  • Child abuse
  • Fraud

Current prohibitions or probation orders forbidding the individual to have contact with children under the age of 14 will also result in rejection of the applicant.

Applicants may be rejected as a result of other information gained during the police records check process or through the screening process as a whole, or as a consequence of other factors. Closed investigations that did not lead to conviction or charges will not be considered as reasons for rejection.

It should be noted that every applicant once accepted, is obliged to inform the ERRSC if they have been charged, tried or convicted of any offence under the Criminal Code or under other provincial or federal statutes, if that offence is relative to a position of trust held by the individual.


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