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Risk Management Policy
The Port Moody Soccer club is a non-profit organization that is run entirely by volunteers. The club could not operate without the efforts of the approximately 250 volunteers who donate their time and expertise as coaches, assistant coaches, managers and team moms. These people provide a valuable community service to the kids enrolled in our club, for which they should be commended. However, as with any organization that deals with children it is imperative that the club takes steps to exclude from participation in Port Moody Soccer Club activities, all persons who pose a risk to the safety of our players, or other coaches, administrators and volunteers. In accordance, the Port Moody Soccer Club has adopted a Risk Management Policy which requires every volunteer providing direct supervision of players to undergo an annual Criminal Record Check.
Instructions for Volunteers needing a Criminal Record Check
The following instructions include general comments that pertain to all volunteers as well as specific instructions that apply to residents of Port Moody, which are highlighted in blue.
More information on the Port Moody Police Department policy can be obtained at http://www.portmoodypolice.com/security.htm.
It is the responsibility of every volunteer who wishes to perform the duties of coach, assistant coach or team manager to ensure that a Criminal Record Check is performed and the results are forwarded to the club's Risk Management Coordinator. Criminal Record Checks are considered valid for 1 year and volunteers must complete a new CRC prior to the start of each season or tryout period.
Criminal Record Checks can only be executed by the police establishment that has jurisdiction in the community where the applicant resides. For residents of Port Moody, this is the Port Moody Police Department. For residents of Coquitlam, Port Coquitlam and Burnaby, this is the local RCMP detachment. Please check with your local police department for the exact location of the office you need to use.
Each police force has its own forms and you have to make sure you use the correct ones. There may actually be two forms that you have to fill out; one for a general Request and Consent for Police Record Search and Disclosure and a second one for a specific Request and Consent for Criminal Record Search for Sexual Offences for which a pardon may have been granted. These forms can be obtained from your specific police department.
Complete all forms carefully. In some jurisdictions there may be a section in which you sign to give authorization for the police to disclose the information to the club. It is very important to ensure that the correct address show below is provided in this section.
The Port Moody Police Department form has a Work Environment Details section describing the activities to be performed. Note that this section must be completed by the club. To simplify things we are using the one set of activities for all volunteers - coaches, assistant coaches and managers. Click here to obtain a copy of the new form with the Work Environment Details section and our contact information filled in. (When printing the form please note that it consists of three 8.5 x 14.0 inch pages.)
In addition to the form noted above, the Port Moody Police Department requires a letter from the volunteer organization authorizing the request for the Criminal Record Check. Click here to obtain a copy of a cover letter to be included with the request form.
The forms can not be mailed in or dropped off by a spouse of friend. When submitting the forms you must present a valid picture ID. This is a safeguard to ensure that unauthorized persons do not access your personal information.
Make sure you go to the correct location and take note of the hours of operation for this particular activity. As this is a clerical activity the hours are generally normal business hours. Residents of Port Moody, should bring the completed request form and letter to the Port Moody Police Department located at 3051 St. Johns Street (south side across from the Petro Canada gas station) between the hours of 8:00 am and 8:00 pm, Monday to Friday.
NOTE: Recently most police departments, including the Port Moody Police Department, stopped forwarding the results to the club directly. Instead, they are contacting the person applying for the criminal record check and asking them to come and pick up the results in person. Note that once again it must be done in person and have your ID available. In this case it is your responsibility to forward the results in an unaltered form in a sealed envelope to the address provided below. The CRC contains personal information and should not be given to any other club official or volunteer.
Risk Management Coordinator
Port Moody Soccer Club
119 - 255 Newport Drive
Port Moody, BC V3H 5H1
One final note to mention is that some police departments do charge a fee for processing a Criminal Record Check. The Port Moody Police Department have waived this fee for people volunteering for youth oriented organizations like the Port Moody Soccer Club. If you are asked to pay for this service in any jurisdiction, please pay the fee and submit a copy of the receipt showing payment with your completed Criminal Record Check and the Port Moody Soccer Club will reimburse you.