athletechs Volunteer Background Check and Concussion Certification Tracking
This document describes the Volunteer Background Check and Concussion Certification Tracking features within athletechs.
Provider Configuration and Setup
Background Check Policy. This is a free-form text field where the background check of the provider is stored. The background check policy is public and viewable by volunteers either in the Registration Wizard or the ChipIn page. The background check policy could contain a summary and/or URL to an external website if more detailed information on the provider’s policy is maintained elsewhere.
Background Check Validity Period. This field indicates the period of time (in months) an approved background check is valid. This field is used to derive the current status of volunteer. If a provider requires new background checks every year, 12 would be entered in this field.
Background Check Application URL. Several background check services provide a website to securely capture the volunteer’s background check application. The URL to such a website is placed in this field. Reminder/notifications emails to volunteers will include this link.
Concussion Certification Policy. This is a free-form text field where the concussion certification policy of the provider is stored. The concussion certification policy is public and viewable by volunteers either in the Registration Wizard or the ChipIn page. The concussion certification policy could contain a summary and/or URL to an external website if more detailed information on the provider’s policy is maintained elsewhere. Within athletechs, a concussion certification validity period is 36 months regardless of the provider.
Volunteer Pool. Only volunteer positions requiring a Background Check and/or Concussion Certification are tracked and only individuals who have signed up for the opportunity will appear in the volunteer pool.
All volunteers are required to have an athletechs Profile. This is necessary to track a person who volunteers for more than one registration period (e..g sport/season).
Background Check and Concussion Certification Status
For each volunteer, athletechs maintains two statuses: Background Check (BC) and Concussion Certification (CC).
These statuses are derived based on the completion date of the background check or concussion certification and the provider’s defined policies.
The statuses include:
Not On File. No background check or concussion certification for the volunteer. In the event that someone fails a background check, leave the status as “Not On File”.
Valid. The background check or concussion certification for the volunteer has been completed within the defined policy. For background check, valid also indicates that the provider has reviewed the background check results and it meets all thresholds defined in the provider’s policy.
Expired. The background check or concussion certification is no longer valid due to age.
Expiring. The background check or concussion certification is nearing its renewal date (currently 45 days).
The compliance status of an individual volunteer is displayed in various volunteer reports, team builder and on team pages within athletechs.
Completion of Concussion Certification is tracked across providers.
Background Check status is tracked on a provider by provider basis.
Registration Period Volunteer Opportunity
Within each Registration Period, volunteer opportunities are added depending on the volunteer needs of the registration. The volunteer opportunities are presented to the registrants in the Registration Wizard when they register or via the ChipIn page.
Each Volunteer Opportunity indicates if a background check is required, if a concussion certification is required or if both are required.
If either a background check or concussion certification is required, the individuals who express interest or who are selected will have their volunteer compliance tracked.
Concussion Certification is similar across providers. Concussion Certification (free) is provided by the Center for Disease Control and Prevention.
The laws in most states indicate that it is the responsibility of the volunteer to maintain a copy of their certification certificate.
After taking the training and receipt of the certificate, the volunteer is requested to self-report the successful completion of training.
athletechs Members are able to access their profile via the My Account page and complete this self-reporting.
The issues with the PDF document (names disappearing, date changes to current date) are to be resolved by the Center for Disease Control and Prevention.
Since the concussion certification is directly linked to the athletechs Profile, there is no need for the provider’s staff to perform any manual activity.
Reviewing Background Checks and Setting the Status
The reviewing of background check results is a manual activity performed by the provider’s staff. This is primarily due to the wide variance in background check policies among providers.
After reviewing the results of the background check, the provider’s staff would update the background check status on the volunteer’s athletechs profile. This is quickly accomplished via the Volunteer Center within athletechs.
The Volunteer Center is a secure dashboard, limited to users with the permission of “Admin” or “Background Checks”.
The Volunteer Center displays the volunteer compliance by volunteer opportunity across the entire provider.
From the summary, the user is able to “drill-down” into more detail. For example, the provider is able to see the volunteers who have not completed a background check.
The user is also able to search for a volunteer by name, phone, email address or registration number.
For a given volunteer, the user is able to see the details of the compliance.
For a given volunteer, the user is able to update the status of either the concussion certification or the background check.
The user is also able to send reminders to the volunteers that are not in compliance. The emails that are sent are tracked (opens, clicks, etc) in the same way as Communication Center emails.
The administrators of a registration period have the option to segment the volunteers based on their compliance.
System Generated Notifications
On a weekly basis, the system will automatically send any Selected Volunteer that is not in compliance a reminder email.
On a weekly basis, the system will automatically send a reminder email to the volunteers that has expiring background checks or concussion certification a reminder email.
The Volunteer Reports show the compliance statuses.
The Roster Reports show the compliance statuses of the team staff. We believe that this public release of the status (not underlying details) can help drive compliance.
A Volunteer Compliance report will report, for the registration period, the compliance of the volunteers. Unlike the Volunteer Center that shows the entire organization, this would only report the registration period.