C.V.Y.B.A. Volunteer Background Procedures

C.V.Y.B.A. always looks out for the best interest of the players.  Act 15 of 2015 (Pennsylvania Child Protective Services Law) requires that all volunteers who come in contact with youth obtain background checks clearances prior to beginning any volunteer service. The PA Child Protective Service Act provides for a waiver of fees for criminal record checks conducted for volunteers who are required to obtain such clearances. If you would like to volunteer in any capacity which will have contact with our players (example: Head Coach, Assistant Coach, Team Parent, or Age Group Coordinator) you will need to obtain these certifications prior to beginning volunteer service.

You may complete the process online and receive some results immediately.

Regardless of any other background checks that you may have completed, ALL volunteers must obtain the following certifications to be approved to volunteer for CVYBA.  Once obtained, background clearance certifications will be valid for five (5) years.

BEGIN THE PROCESS HERE:

ALL Volunteers – CLICK HERE TO START THE PROCESS - 
(Once registered, you will receive an e-mail with the details and process regarding how to collect all of the required documents.  The process is also detailed below.)

BACKGROUND PROCEDURE STEPS:

1. Complete a “Report of Criminal History” from the Pennsylvania State Police (PSP); and o MANDATORY FOR ALL VOLUNTEERS 
2. Complete a “Child Abuse History” certification from the Department of Human Services (DHS). o MANDATORY FOR ALL VOLUNTEERS 
3. PA Residency Compliance (complete either “a” or “b” below): 
   1. If the volunteer has NOT been a resident of the Commonwealth of Pennsylvania for the previous 10 years, a “fingerprint-based federal criminal history (FBI)” submitted through a PA Department of Human Services (DHS) authorized agent is required. 

▪ THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS WHO HAVE NOT LIVED IN PENNSYLVANIA FOR THE LAST TEN (10) YEARS 

1. Complete the “Keep Kids Safe Disclosure Form” (KKS) if you HAVE lived in PA for the last ten (10) years. 

▪ THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS WHO HAVE LIVED IN PA FOR THE LAST TEN (10) YEARS AND ARE NOT REQUIRED TO COMPLETE AN FBI FINGERPRINT CHECK. 

**Original/unedited copies of each certification must be provided to CVYBA via document upload or email to org.volunteer.clearances@gmail.com.  No volunteer can begin any volunteer service prior to the certifications being reviewed and the volunteer being approved. **

You can email PDF copies of your completed background checks to org.volunteer.clearances@gmail.com.  Please keep a copy for your records.

STEP 1: REPORT OF CRIMINAL HISTORY FROM THE PENNSYLVANIA STATE POLICE (PSP)

This process will take approximately ten (10) minutes to complete online.
** THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS **

• Navigate to the PSP Patch website located at https://epatch.pa.gov/home
• Click on “New Record Check”
• Read and check “Volunteer Acknowledgement Section.” Click “Accept.”
• The Requestor must complete the Personal Information section and click “Next:”
• Review Personal Information and click “Proceed.”
• Enter your personal information and click “Enter This Request.”
• You may now enter additional requests (not common), VIEW the request you have in queue by clicking on “View Queued Record Request (x), or click “Finished” to proceed. Once you click “Finished” you will be presented with a summary of your requests.
• Review the information and click “Submit.”
• The results of your background check requests will be displayed. Click on the “Control Number” hyperlink to view the details of a specific record check.
• The Record Check Details will now be displayed. Click on “Certification Form” and Save the document. To save the document, click on “Save” and choose a location to save the document as a PDF.  Save a copy for your records.
• Email a copy of the saved PDF to CVYBA at org.vounteer.clearances@gmail.com.
END OF STEP 1: PSP PROCESS

STEP 2: CHILD ABUSE HISTORY CERTIFICATION FROM DHS (CHILD ABUSE).

This process will take approximately thirty (30) minutes to complete online and may take up to fourteen (14) days for your results to be posted in your account by DHS.
** THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS **

• Navigate to the Child Welfare Information Solution (CWIS) website located at https://www.compass.state.pa.us/cwis/public/home
• If you do not already have a Keystone ID, click on “Create Individual Account”
• Follow the online instructions to create your Keystone ID.
• You will receive two emails; one verifying the username (Keystone ID) you selected and one containing your temporary password.
• Close all browser windows and navigate back to the Child Welfare Information Solution (CWIS) website located at https://www.compass.state.pa.us/cwis/public/home
• Click on “Individual Login”
• Click on “Access My Clearances”
• Read the disclosure statement and then scroll to the bottom of the page and click “Continue” in the bottom right-hand corner of the page.
• Enter your username and temporary password and click “Login.”
• Create a new password and click “Submit.”
• Follow the onscreen instructions, close the active browser window, enter your username and NEW password and click “Login.”
• Read the Terms and Conditions, fill-in the radio button to accept the terms, and click “Next.”
• Read the disclosure statement again, scroll to the bottom of the page, and click “Continue” in the bottom right-hand corner of the page.
• Click on “Create Clearance Application”.
• Read the instructions and then scroll to the bottom of the page and click “Begin” in the bottom right-hand corner of the page.
• On the “Application Purpose” page, select “Volunteer Having Contact with Children,” select “Other” for the “Volunteer Category,” and enter “Cumberland Valley Youth Basketball Association” under “Agency Name”.  Please do not abbreviate this.
• Scroll to the bottom of the page and click “Next.”
• Enter your Applicant Information in its entirety and scroll to the bottom of the page and click “Next.”
• Enter your “CURRENT address” and scroll to the bottom of the page and click “Next.”
• Enter “Additional Addresses” and scroll to the bottom of the page and click “Next.”
• Enter “Household Member” information and scroll to the bottom of the page and click “Next.”
• Review your information on the “Application Summary” page and scroll to the bottom of the page and click “Next.”
• Complete the “eSignature” attestation page and scroll to the bottom of the page and click “Next.”
• On the “Application Payment” page, select the “No” radio button and click “Submit Application”
• You will receive a page with your Submission Confirmation.
• Once your application has been processed, you will receive a notification via email to log into your account and view the outcome/result of the application (within fourteen days).
• Upon completion, save a copy for your records and email a copy of the saved PDF to CVYBA at org.vounteer.clearances@gmail.com.
END OF STEP 2: DHS PROCESS

STEP 3: FBI Criminal History or Keep Kids Safe (KKS) Disclosure

FBI FINGERPRINT-BASED CRIMINAL BACKGROUND CHECK INSTRUCTIONS

If the volunteer has NOT been a resident of the Commonwealth of Pennsylvania for the entirety of the previous 10 years, a fingerprint based federal criminal history (FBI) submitted through a PA Department of Human Services (DHS) authorized agent is required.
THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS WHO HAVE NOT LIVED IN PENNSYLVANIA FOR THE LAST TEN (10) YEARS

• Volunteers are required to use an authorized Pennsylvania Department of Human Services authorized vendor (currently Cogent Systems) to process fingerprint- based FBI criminal background checks.
• The fingerprint based background check is a multiple step process and may take several weeks to complete and receive results.
• For more information and to begin the registration process, go to http://www.pa.cogentid.com/index_dpw.htm.
• Upon completion, the results of the criminal history check will be mailed to the volunteer.  Save a copy of the FBI results for your records and email a copy to CVYBA at org.vounteer.clearances@gmail.com.

END of FBI PROCESS

 

KEEP KIDS SAFE (KKS) DISCLOSURE INSTRUCTIONS

If the volunteer has been a resident of the Commonwealth of Pennsylvania for the entirety of the previous 10 years, the volunteer can submit a Keep Kids Safe Disclosure Form in lieu of completing a FBI Criminal History Background Check.
THIS PROCESS IS MANDATORY FOR ALL VOLUNTEERS WHO HAVE LIVED IN PENNSYLVANIA FOR THE LAST TEN (10) YEARS AND HAVE NOT COMPLETED A FBI CRIMINAL HISTORY BACKGROUND CHECK.

• Volunteers required to completed the Keep Kids Safe Disclosure shall download the disclosure form at https://www.dhs.pa.gov/KeepKidsSafe/Resources/Documents/Disclosure%20Statement%20for%20Volunteers.pdf and complete the form.
The disclosure requires a signature of a witness and shall be completed in its entirety.
The fingerprint based background check is a multiple step process and may take several weeks to complete and receive results.
• Upon completion, save a copy of the KKS Disclosure for your records and email a copy to CVYBA at org.vounteer.clearances@gmail.com.

END of KKS PROCESS