Background Screening
& SafeSport Compliance (Matrix)
Screening & SafeSport Compliance Policy & Matrix
McKinney Ice Hockey Club (“MIHC”) maintains this Screening & SafeSport Compliance Matrix Policy to clearly define which roles require background screening, SafeSport training, and ongoing compliance with minor‑athlete protection standards. This policy applies to all MIHC high school and youth teams, programs, events, and activities where adults interact with players or influence club operations.
Policy Purpose and Standards
MIHC follows USA Hockey and U.S. Center for SafeSport requirements for background screening and abuse‑prevention training for adults who have regular contact with or authority over minor athletes. A consolidated, role‑based matrix helps ensure consistent application of these requirements, reduce compliance gaps, and provide clarity to volunteers, staff, and families.
MIHC will not permit an individual to serve in a role requiring screening or SafeSport training until all required checks and trainings are completed and verified by the club. Individuals are responsible for completing renewals on time; MIHC will provide reminders but may remove an individual from their role if requirements lapse.
Role‑Based Screening & Training Matrix
The matrix below summarizes baseline expectations; MIHC may apply stricter requirements where appropriate based on risk, league rules, or updated guidance:
| Role / Function | Background Screening Required | SafeSport / MAAPP Training Required | Typical Cadence / Expiry (Minimum) |
|---|---|---|---|
| Board members / Officers | Yes | Yes | Every 2 years, or per USA Hockey rules |
| Club SafeSport / Discipline lead | Yes | Yes (full) | Every 1–2 years, per SafeSport requirements |
| Head coaches (all teams) | Yes | Yes (full) | Every 1–2 years, per USA Hockey/SafeSport |
| Assistant coaches | Yes | Yes (full) | Every 1–2 years |
| Goalie/skills coaches regularly on ice | Yes | Yes | Every 1–2 years |
| Team managers | Yes | Yes (full or refresher, as required) | Every 2 years |
| Locker‑room monitors / safety volunteers | Yes | Yes (at least core modules) | Every 2 years |
| Off‑ice officials (scorekeepers, time) | Yes, if recurring with minors | Yes, if recurring with minors | Every 2 years for recurring assignments |
| Travel chaperones on overnight trips | Yes | Yes | Every 2 years; must be current for trip |
| Practice helpers regularly on ice | Yes | Yes | Every 2 years |
| Social‑media admins with team access | Yes (if access to player data) | Yes (abuse & electronic comms) | Every 2 years |
| Billet families (if ever applicable) | Yes (all adults in home) | Yes (at least one adult; prefer all) | Every 2 years; before any placement begins |
| Occasional one‑time volunteers | Case‑by‑case; minimized access | Required if recurring or authority | As required before role expands |
Implementation and Verification
- MIHC will designate a compliance coordinator (often the SafeSport/Discipline lead or Registrar) to track completion and expiration dates for background screening and training by role.
- Verification may rely on USA Hockey/TAHA or league‑managed systems (e.g., centralized screening providers), but MIHC will maintain internal records of who is cleared and current for each team.
- Coaches, managers, and Board liaisons may only assign or approve individuals to covered roles after confirming they meet all requirements in the matrix.
Handling Lapses and Role Changes
- If a background check or SafeSport training expires, the individual will be temporarily removed from direct contact roles (on‑ice, locker‑room, travel, supervision, or administrative roles with authority) until renewed and verified.
- When an individual moves into a higher‑risk role (for example, from game‑day helper to assistant coach or travel chaperone), MIHC will review their status against the matrix and require any additional screening or training before they assume the new responsibilities.
Privacy and Recordkeeping
- Screening and training status will be treated as confidential personnel‑type information, shared only with those who need to know for assignment and compliance purposes.
- Records of completion dates, expiry dates, and role eligibility will be retained consistent with MIHC’s document retention policy for SafeSport and personnel‑related records.
Review and Updates
MIHC will review this Screening & SafeSport Compliance Matrix at least annually and whenever USA Hockey, TAHA, the AT&T High School Hockey League, or the U.S. Center for SafeSport changes screening or training requirements. The Board or its designee may adjust the matrix, cadence, or role definitions to reflect updated best practices or identified gaps in club operations.