criminal background checks · 2015. 8. 27. · rotary district 7770 youth exchange 7770 6/06...

Rotary District 7770Youth Exchange

7770 6/06

Criminal

Background

Checks

Protecting You, Rotary, and Our Students

Rotary District 7770 Youth Exchange

7770 6/06

Rotary District 7770

and its member districts are committed to

the safety and security of each of the young

people who is in our care through the

Rotary Youth Exchange Program.

Our Commitment

Rotary District 7770 Youth Exchange

7770 6/06

Our Procedures

Personal references

In-home interviews

Orientation and training

Criminal background checks

Monthly student contacts

Rotary District 7770 Youth Exchange

7770 6/06

Who do we check?

Anyone volunteer who has direct one-on-one

unsupervised contact with students

Host family members 18 or over

Rotary District 7770 Youth Exchange

7770 6/06

Ineligible

Anyone who does not provide references

Anyone who does not authorize a criminal

background check

Any host who is not visited at home before and

during the exchange

Rotary District 7770 Youth Exchange

7770 6/06

Our Primary Concern

The primary concern is always to safeguard the

best interests of the exchange students.

Rotary District 7770 Youth Exchange

7770 6/06

Exclusion Discretion

To exclude altogether or limit a prospective

volunteer’s/host’s participation in the District is

exclusively at the discretion of the District

Rotary District 7770 Youth Exchange

7770 6/06

Decision Factors

Considerations of the criminal conduct include,

but are not limited to:

• Nature of offense(s)

• Severity

• Lapsed time

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Volunteers and hosts must sign a Youth

Exchange Volunteer Affidavit authorizing

District 7770 to conduct a background check

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Application must be accurate

• False information means automatic exclusion

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

District will rely on information in background

report

• District has no control of or liability for information

received

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

District requests National Criminal Background

and Sex Offender Registry checks plus Social

Security verification

• District is currently paying for all background checks

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

District obtains report from Spectrum Security

and communicates results to Club YEO

• Positive reports notified by e-mail

• Negative reports sent to Alan Walters – his

committee will review report and make a

determination of the proper course of action

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Discussion and Decision by Alan Walter's

Committee

• In some cases, may discuss disqualification with DG,

District Chair, and Club YEO

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Automatic disqualifications

• Crimes against children

• Felony offenses against persons

• Felony offenses against the family

• Crimes of public indecency

• Crimes using weapons

• Arson

• Violent Crime or felony drug-related offenses

• Residing with a registered sex offender

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Possible disqualifications

• First offense DWI, DUI, or possession of a controlled

substance under two ounces

• Crimes involving theft, fraud, embezzlement, and

forgery

• For all other criminal offenses (except traffic

violations classified as misdemeanors)

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Notification

• Provide notice of possible action to volunteer before

and after adverse decision

• Include the individual's rights under the Fair Credit

Reporting Act

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Contesting Information

• Provide a written notice to the Alan Walters within ten

days of being advised that participation has been

denied.

• Individual's responsibility to challenge the report

received from Spectrum Security and to arrange for

any corrections, if necessary.

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Confidentiality

• Background check information kept by Spectrum

Security and District

• Reference checks done and kept by Club YEO and

District

• Criminal checks done and kept by Spectrum

Security, Inc. and maintained by individual checked

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Records Retention

• Retained in secure files for ten years

• Electronic files are acceptable

• Hard copies are alternative

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Frequency of Background Checks

• Every five years for volunteers with continuous

service

• Significant change requires a new check (e.g. change

of residence or Rotary club)

• Host families annually unless continuous

• Host family members who are also volunteers are

rechecked every five years

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Criminal Background Checks by District 7770

• Checks must be national and will be coordinated by

District 7770 acting with authorizations obtained by

Rotary Clubs.

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Selection of Agent to Conduct Background

Checks

• State authorities are not acceptable

• District is currently using Spectrum Security, but

reserves the right to use another agent in the future

Rotary District 7770 Youth Exchange

7770 6/06

Procedures

Rates for Background Checks

• District 7770 will work with to develop the lowest

possible rates that meet acceptable standards.

Rotary District 7770Youth Exchange

7770 6/06

Protecting You, Rotary, and Our Students

Criminal

Background

Checks