Criminal Information Request Procedure and Policy
Approved March 8, 2012
All members of the WMBA Board of Directors, all Rep coaches and business managers, and all House League coaches are required to have a valid CIR filed with the WMBA. A valid CIR includes the vulnerable sector check.
When first submitted the ‘as of’ date of the CIR must be between the current date and September 1, two years prior to the season (as an example only: September 2010 and more recent CIR’s would be valid for the 2012 playing season). The Secretary will provide a signed letter on WMBA letterhead to all those who are proceeding to request a CIR indicating the individual is a volunteer. Those individuals who are identified by the police as matching someone of interest on their files (matched on gender and birth date) will be asked to provide fingerprints. The letter from the Secretary will speed up the process and avoid the applicant paying an additional fee.
For any member of the WMBA Executive who is not associated with a team (Rep team coach, assistant coach, or manager, or House League coach or assistant coach) once the individual has provided a valid CIR and it is on file with the WMBA Secretary, as long as that individual continues uninterrupted in only an executive role with the WMBA he/she will not be required to provide another CIR. The individual will instead be asked to sign a declaration each year indicating that no charges have been made against them since the CIR was produced.
CIR’s with the vulnerable sector check are to be requested of Police Services within two weeks of having been appointed to the position.
CIR’s are to be deposited with the Secretary of the WMBA who will maintain a database of which individual has a valid CIR. The members of the Board of Directors of the WMBA will deliver their CIR’s directly to the Secretary. Coaches and Business Managers of Rep teams will submit their CIR to the Rep Director or his assignee (for Rep record keeping) who will then submit them to the Secretary. House League coaches should submit their CIR’s either through their conveners to the Secretary, or through the Equipment Manager(s) to the Secretary.
In all cases, if the individual wishes to do so, the CIR can be submitted in a sealed envelope that is only to be opened by the Secretary. The Secretary will then record the CIR in the database and review the contents of the CIR for any charges or vulnerable sector issues. CIR’s will not be returned to the applicant. They will remain on file with the WMBA for a period of at least two years beyond when the individual left their role with the Association after which they will be shredded.
After having filed a CIR with the WMBA, should charges be laid against the individual, they are required to bring this to the attention of the Secretary of the WMBA immediately. Submitting a CIR that the individual knows to be incorrect or incomplete due to clerical or other error is grounds for suspension.
The following information appearing on the CIR will cause the Secretary to pass on the information to the WMBA Risk Management Office (consisting of the 5 Officers of the WMBA).
Any indication on the CIR that the Vulnerable Sector Pardon File Search has produced a result other than negative.
Any charge(s) dealt with in court (including those where no convictions have been registered) or conviction(s) regardless of date for sexual assault, sexual exploitation, invitation to sexual touching, sexual interference, child abuse, voyeurism, making or distribution of child pornography.
Any current prohibitions or probation orders forbidding the individual to have contact with children under the age of 14.
Any charge(s) dealt with in court (including those where no convictions have been registered) or conviction(s) in the last ten years for physical assault, intent to traffic or trafficking in illegal substances, possession or other illegal substance convictions, any violent offense whether or not it involved weapons, outstanding convictions or charges pending for criminal driving offences including but not limited to impaired driving and driving while license suspended, any charges or convictions for robbery or possession of stolen property.
Any CIR that the Secretary brings to the attention of the WMBA Risk Management Office will be reviewed by the Officers and a decision made as to whether or not the individual should continue in the role to which they have been appointed. If the decision is that the individual cannot continue, the individual will be notified directly. There is no appeal of this decision.