Operating Policy

Subject: Team Coach Selection and Screening Process
Adopted: 8/26/2003 by a vote of the Board of Directors

1. Once it is known that a person has an interest in being a coach (referred to herewith as “Coach Candidate” ) for any team or program involving minor children, the following process shall be followed.

2. The Coach Candidate shall complete the “Application For Coaching Position” form.

3. Coach Candidate completes sections I and II of “Criminal Record Release Authorization”

4. The Coach Candidate shall, in the presence of a Notary or Justice Of The Peace, sign section II of the “Criminal Record Release Authorization Form” authorizing the release of records to the President of the corporation.

5. The Coach Candidate shall mail both documents back to the board using a provided envelope.

6. The President will submit “Criminal Record Release Authorization” to the NH State Police.

7. Once the records have been released to the President he will review the results with the coaching selection committee which shall consists of, The President, The Coaching Director, The Registrar, and one member at-large appointed by the President.

8. Only the above mentioned people will be privy to the information on the applications and criminal records. In the case of a rejection, no public release of the determination will be made. In all cases, the privacy of the coaches will be protected.

9. Once coaching positions have been decided upon, the President shall send a letter to each Coach Candidate informing them of the committee’s decision.

10. If rejected, a Coach Candidate may appeal the committee’s decision in writing within 30 days of notification. The letter of appeal shall be sent to the President and the Coaching Director. The President then has 30 days to set the time and place for a hearing of the appeal and to appoint a three person committee to hear the appeal. No person on the committee shall be a member of the original Coaching Selection Committee. The original Coaching Selection Committee shall be in attendance to provide testimony as required by the appeal committee. The appeal committee will set all other rules of the hearing. The appeal committee shall provide a decision, in writing, within 7 working days of the hearing to the President and the Coach Candidate making the appeal. The decision of the appeal committee shall be considered final.

11. The documents generated as a result of this entire process shall be kept as the confidential files of the corporation for a period of not less than 7 years.