... | ... | @@ -7,10 +7,65 @@ |
|
|
3. [Background Checks](#background-checks)
|
|
|
4. [inLeague System Access and Eligibility Rules](#inleague-system-access-and-eligibliity-rules)
|
|
|
|
|
|
# Introduction to Volunteer Membership
|
|
|
## Introduction to Volunteer Membership
|
|
|
|
|
|
**Volunteer Membership** refers to the registration and approval process through which a parent or community member becomes an authorized AYSO volunteer, whether as a coach, a referee, a board member, or any number of other roles configurable by the league.
|
|
|
|
|
|
![Volunteer_Registration.drawio](uploads/d713c4cd0f2868992282b0a33f2483a2/Volunteer_Registration.drawio.png)
|
|
|
|
|
|
Volunteer membership is 'baked in' to the player registration process: inLeague directs family members to review their user accounts and complete their volunteer registration form prior to registering any players. |
|
|
\ No newline at end of file |
|
|
Volunteer membership is 'baked in' to the player registration process: inLeague directs family members to review their user accounts and complete their volunteer registration form prior to registering any players.
|
|
|
|
|
|
## Affinity and AYSO Volunteer Management
|
|
|
|
|
|
### Important: Last Name & DOB
|
|
|
|
|
|
The first time an inLeague user selects a volunteer role for themselves or someone in their family, inLeague will prompt the user to confirm their last name and to enter their date of birth.
|
|
|
|
|
|
inLeague sends volunteer data to the [AYSO Association Management Platform](https://eayso.sportsaffinity.com/foundation/login.aspx), called Affinity (operated by Stack Sports). Affinity will look for an existing volunteer record from any AYSO region and assign the inLeague volunteer the appropriate AYSO ID, or else generate a new one.
|
|
|
|
|
|
The basis for AYSO ID is the volunteer's last name and date of birth. Once a volunteer has an AYSO ID, their name and date of birth can only be changed by a regional administrator with access to the Affinity platform. These changes are sent to inLeague and the volunteer record will be updated instantly. Nevertheless, the volunteer registration flow was designed to encourage users to input this information correctly up front.
|
|
|
|
|
|
### AYSO Volunteer Registration and Electronic Legal Agreements
|
|
|
|
|
|
Once per AYSO Membership Year, inLeague will prompt volunteers to electronically sign forms and waivers managed by AYSO. These Electronic Legal Agreements (ELAs) are transmitted to Affinity and AYSO. The process is simple and may be done from a browser or mobile device.
|
|
|
|
|
|
## Background Checks
|
|
|
|
|
|
### At-A-Glance
|
|
|
|
|
|
* AYSO Background checks are conducted by Sterling Volunteers and are good for **455** days.
|
|
|
* The fee associated with background checks is charged by Sterling Volunteers to the [regional commercial card](https://aysovolunteers.org/updating-your-sterling-credit-card/).
|
|
|
* On the regional level, leagues may approve or reject a volunteer's **request** for a background check; once approved, the adjudicated results are shared with the region automatically.
|
|
|
* inLeague initiates background check requests for volunteers whom the league approves. Each volunteer receives a link unique to their user account that is emailed to them by Sterling but also available to them in their inLeague family profile.
|
|
|
* Once the volunteer completes the background check on the Sterling site, the results are sent to AYSO. The majority of results are automatically adjudicated and available within 24-48 hours, but some results may take up to two weeks.
|
|
|
* Results are sent to inLeague as soon as they are made available.
|
|
|
|
|
|
### Who Requires Background Checks
|
|
|
|
|
|
After a user completes the seasonal volunteer preference form, inLeague makes a determination on whether the user is required to register with AYSO based on:
|
|
|
|
|
|
1. The volunteer selected the 'Head Coach' or 'Assistant Coach' volunteer roles
|
|
|
2. The volunteer selected the 'Referee' volunteer role (**Youth** volunteers will go through the registration process but do not need background checks until their 18th birthday)
|
|
|
3. The volunteer selected a custom, league-specific role designated by the league as requiring a background check (most roles do)
|
|
|
4. The volunteer has already been assigned as a coach, assistant coach, or team administrator, regardless of the volunteer preferences they seleceted
|
|
|
5. The volunteer has inLeague roles as a division coordinator, chief referee, competition manager, player or volunteer administrator, game or referee scheduler, event administrator or reporter, data reader, registrar, or other position conferring system access.
|
|
|
|
|
|
Users or volunteers who do not meet any of the above criteria will be counted as "current" for the season for which they submitted a preference form but they will skip the remainder of the volunteer registration process.
|
|
|
|
|
|
### Background Checks: Regional Approval Queue
|
|
|
|
|
|
Because the league covers the cost of each background check, inLeague provides a "holding tank" for league administrators to review volunteer applications before inLeague generates the background check request.
|
|
|
|
|
|
The Regional Approval Queue allows a **registrar** or **volunteer administrator** to manage the volunteer approval queue:
|
|
|
|
|
|
1. Approve a pending volunteer for the specified Membership Year so that inLeague will submit them to Sterling Volunteers (this should happen either right away or within 15-30 minutes of approval)
|
|
|
2. Approve a pending volunteer for all future volunteer applications so that they can skip the regional approval queue in the future
|
|
|
3. Reject a pending volunteer for the specified membership year so that inLeague will not automatically submit them for a background check
|
|
|
4. Reject a pending volunteer for all future volunteer applications so that inLeague will never submit them for a background check
|
|
|
5. Review all volunteers previously approved or rejected by the league and adjust any "permanent" status where applicable
|
|
|
|
|
|
Volunteers are not notified by inLeague if they are approved or rejected in the regional queue, but any volunteer that is approved and automatically submitted for a background check will receive an email invitation as described in the next section.
|
|
|
|
|
|
#### Users Exempt from the Regional Queue
|
|
|
|
|
|
The approval queue is designed to handle **seasonal** volunteer roles like coach and referee. Volunteers with higher system access roles like Division Coordinators or player or volunteer administrators will 'skip the queue' and behave as though they were automatically approved for a background check on the basis that any user granted such access to inLeague has sufficient administrative responsibility that they do not require an extra layer of approval to go through the background check (even though they do still require a background check). |
|
|
\ No newline at end of file |