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Rotary District 7770Youth Exchange
7770 6/06
Criminal
Background
Checks
Protecting You, Rotary, and Our Students
Rotary District 7770 Youth Exchange
7770 6/06
Rotary District 7770
and its member districts are committed to
the safety and security of each of the young
people who is in our care through the
Rotary Youth Exchange Program.
Our Commitment
Rotary District 7770 Youth Exchange
7770 6/06
Our Procedures
Personal references
In-home interviews
Orientation and training
Criminal background checks
Monthly student contacts
Rotary District 7770 Youth Exchange
7770 6/06
Who do we check?
Anyone volunteer who has direct one-on-one
unsupervised contact with students
Host family members 18 or over
Rotary District 7770 Youth Exchange
7770 6/06
Ineligible
Anyone who does not provide references
Anyone who does not authorize a criminal
background check
Any host who is not visited at home before and
during the exchange
Rotary District 7770 Youth Exchange
7770 6/06
Our Primary Concern
The primary concern is always to safeguard the
best interests of the exchange students.
Rotary District 7770 Youth Exchange
7770 6/06
Exclusion Discretion
To exclude altogether or limit a prospective
volunteer’s/host’s participation in the District is
exclusively at the discretion of the District
Rotary District 7770 Youth Exchange
7770 6/06
Decision Factors
Considerations of the criminal conduct include,
but are not limited to:
• Nature of offense(s)
• Severity
• Lapsed time
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Volunteers and hosts must sign a Youth
Exchange Volunteer Affidavit authorizing
District 7770 to conduct a background check
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Application must be accurate
• False information means automatic exclusion
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
District will rely on information in background
report
• District has no control of or liability for information
received
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
District requests National Criminal Background
and Sex Offender Registry checks plus Social
Security verification
• District is currently paying for all background checks
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
District obtains report from Spectrum Security
and communicates results to Club YEO
• Positive reports notified by e-mail
• Negative reports sent to Alan Walters – his
committee will review report and make a
determination of the proper course of action
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Discussion and Decision by Alan Walter's
Committee
• In some cases, may discuss disqualification with DG,
District Chair, and Club YEO
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Automatic disqualifications
• Crimes against children
• Felony offenses against persons
• Felony offenses against the family
• Crimes of public indecency
• Crimes using weapons
• Arson
• Violent Crime or felony drug-related offenses
• Residing with a registered sex offender
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Possible disqualifications
• First offense DWI, DUI, or possession of a controlled
substance under two ounces
• Crimes involving theft, fraud, embezzlement, and
forgery
• For all other criminal offenses (except traffic
violations classified as misdemeanors)
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Notification
• Provide notice of possible action to volunteer before
and after adverse decision
• Include the individual's rights under the Fair Credit
Reporting Act
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Contesting Information
• Provide a written notice to the Alan Walters within ten
days of being advised that participation has been
denied.
• Individual's responsibility to challenge the report
received from Spectrum Security and to arrange for
any corrections, if necessary.
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Confidentiality
• Background check information kept by Spectrum
Security and District
• Reference checks done and kept by Club YEO and
District
• Criminal checks done and kept by Spectrum
Security, Inc. and maintained by individual checked
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Records Retention
• Retained in secure files for ten years
• Electronic files are acceptable
• Hard copies are alternative
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Frequency of Background Checks
• Every five years for volunteers with continuous
service
• Significant change requires a new check (e.g. change
of residence or Rotary club)
• Host families annually unless continuous
• Host family members who are also volunteers are
rechecked every five years
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Criminal Background Checks by District 7770
• Checks must be national and will be coordinated by
District 7770 acting with authorizations obtained by
Rotary Clubs.
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Selection of Agent to Conduct Background
Checks
• State authorities are not acceptable
• District is currently using Spectrum Security, but
reserves the right to use another agent in the future
Rotary District 7770 Youth Exchange
7770 6/06
Procedures
Rates for Background Checks
• District 7770 will work with to develop the lowest
possible rates that meet acceptable standards.
Rotary District 7770Youth Exchange
7770 6/06
Protecting You, Rotary, and Our Students
Criminal
Background
Checks