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New Background Check procedures and the application forms


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#1 ofina

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Posted 27 April 2018 - 05:38 PM

I have a question about the new online background check system through JDP and the forms.

 

The online process through JDP has the exact same information to be entered as the pdf forms.  Do our volunteers still need to complete the forms?

Some of our volunteers are getting irritated and confused at seemingly doing the same thing twice.



#2 amutz

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Posted 27 April 2018 - 05:52 PM

No - volunteers do not need to do the PDF form.
Just the online form.
https://www.littlele...ogram/jdp-faqs/ mentions this.

#3 ofina

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Posted 27 April 2018 - 06:52 PM

Thanks.
What is JDP's "manual process"?
I wonder if that is what we are doing then.

#4 Lou Barbieri

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Posted 27 April 2018 - 06:55 PM

Hate to ask but where are you that you haven't done your Background Checks yet?
Did you do your BOD?

#5 ofina

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Posted 27 April 2018 - 07:08 PM

Well, I'm in Northern Illinois where games for some divisions are just starting this week.
But I never said that we haven't done our background checks.
But we have been asking for the forms to be filled out too and I'm wondering if we still need to do that.
People have been asking about it and have been confused.

That having been said, since games are just starting for some divisions and not even started yet for most of the divisions, assistant coaches and team parents are still trickling in, so it is also a current-issue question.

Yes, our BOD was done a while ago.

#6 amutz

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Posted 27 April 2018 - 07:25 PM

Thanks.
What is JDP's "manual process"?
I wonder if that is what we are doing then.


I went through the JDP demo flow (our league isn't using them this season) and they have a 'one-at-a-time' web submission process like the old cut-and-paste method which is (I think) their 'manual process'.
They have a batch process which is their 'quick-app' process.
The 'quick-app' process just requires the league to submit names and emails to JDP, who then asks the volunteer directly for their additional information. It seems reasonable to me.

#7 ofina

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Posted 27 April 2018 - 07:30 PM

In case you couldn't tell, I'm not the one who has been processing these, but I will be taking it on next year.

Okay, I think we have been using the quick-app process, but doing it one at a time when they come in.

I was told that we still needed the paper form filled in with at least their name and signature, which constitutes "permission" for us to start the background check process.
hmmm....

#8 amutz

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Posted 27 April 2018 - 08:07 PM

In case you couldn't tell, I'm not the one who has been processing these, but I will taking it on next year.

 

Okay, I think we have been using the quick-app process, but doing it one at a time when they come in. 

 

I was told that we still needed the paper form filled in with at least their name and signature, which constitutes "permission" for us to start the background check process.

hmmm....

 

I recommend contacting JDP directly if you have questions. 

 

We are using another vendor this year (and probably next year too) but the process is similar in that the user has to provide permission to allow the background check to proceed.  This happens within the vendor web flow (electronic signature) and does not require our league to obtain permission.   Our vendor requires upload of a photo of government issued photo ID.

 

The big 'win' (and its made life a lot easier for me to run the process) is that I use the same boilerplate email for every volunteer and I never have to manage their confidential information.    It's still somewhat of a pain but way better than asking every volunteer to hand me a paper form and then re-entering all of the information.

 

Little League retains the following requirement:  according to https://www.littlele...ck-information/

 Leagues must still verify the volunteer’s application with a government-issued photo ID.



#9 rsnyder6

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Posted 27 April 2018 - 11:45 PM

We have been using the batch processing.  We gather the info through an online volunteer form filled out when they register their child, and the submitted it as a batch file to JDP. (There is another step in there where the private info has to be sent via secured server.)

The the coaches has to prove who they are before they get their photo IDs.  

The question I have is how is the response rate for coaches having to respond to another form from JDP? I look at my league bulk emails, and not everyone reads them, so I wonder if it is an issue getting people to fill out the JDP forms.

Oh, and though we started a couple weeks ago, except Seniors, we still have new coaches trickling in.



#10 ofina

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Posted 24 January 2019 - 06:27 PM

So, regarding the line:

 Leagues must still verify the volunteer’s application with a government-issued photo ID.

 

I can send the link for the application/background check to their email through JDP, but then I also have to email them separately for their photo ID?  And all I'm doing with that photo ID is check name, address and DOB right?



#11 rsnyder6

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Posted 31 January 2019 - 11:53 PM

We check the government ID when they pick up their league photo ID.

You are just making sure it is them.


One issue this year.

This year is the first that we are having JPD email them to fill out the web form. So far only about half the coaches are responding to the email and filling out the form.

In the past, I sent all the info to JDP to have it run as a batch process.

Maybe it is just new, and it will not be a problem, but it is looking like it could be more work getting people processed this way.



#12 Gator Y

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Posted 01 February 2019 - 03:37 PM

Volunteers were more eager to provide you with the Driver's license and social security numbers?  I've urged all the coaches to fill it out themselves so that I don't see any of their personal information.

 

We have about 50% rate so far.  I just sent an email clarifying that no teams will be released to coaches/parents unless every assigned volunteer passes a background check.  

 

The email from JDP is confusing and looks like spam.  It might be a good idea to include a copy of what the email looks like to coaches.

 

Also if you are using Blue Sombrero it is easy to track which volunteers have passed and the team assigner can see who has passed, failed or have not completed yet.

 

Finally, with Blue Sombrero - the registration data is automatically uploaded to Little League.  So they know how many parents have volunteered and how many background checks you have completed (if using JDP or First Advantage).

 

We used a different system last year (Bonzi or now know as Stack Sports) and I got a stern email from Williamsport that we hadn't conducted any background checks.  I had to tell them we were using Stack Sports to conduct the background checks.


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#13 rsnyder6

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Posted 01 February 2019 - 07:58 PM

>>>Volunteers were more eager to provide you with the Driver's license and social security numbers?  I've urged all the coaches to fill it out themselves so that I don't see any of their personal information.

    I think that they were used to doing that every year. It used to be on paper, and then online. 

 

>>>>We have about 50% rate so far.  I just sent an email clarifying that no teams will be released to coaches/parents unless every assigned volunteer passes a background check.  

   We are about 50% on the first try also.

 

>>>>>The email from JDP is confusing and looks like spam.  It might be a good idea to include a copy of what the email looks like to coaches.

    That is a great idea. I'll try that.

 

>>>>>Also if you are using Blue Sombrero it is easy to track which volunteers have passed and the team assigner can see who has passed, failed or have not completed yet.

   It would be nice if the loop was closed. That is when they approved they automatically whet back into the system. I find the section that handles this a bit clumsy, particularly when you get over a hundred. 

 

>>>>Finally, with Blue Sombrero - the registration data is automatically uploaded to Little League.  So they know how many parents have volunteered and how many background checks you have completed (if using JDP or First Advantage).

     The contacted us last year also because we ran most of the JDP background checks through one charter, some through a second, and none through the third. Though that is what they said we can do. :) It looked like one charter did no checks.

 



#14 ofina

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Posted 02 February 2019 - 10:33 PM

But I do still need them to get me a copy of their DL, right?



#15 rsnyder6

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Posted 11 February 2019 - 10:38 PM

But I do still need them to get me a copy of their DL, right?

Yes.

We ask for it when we hand out the ID badges.



#16 ofina

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Posted 13 February 2019 - 10:55 PM

Thanks.





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