AYSO Volunteer Membership Program Presented by: Randy Pittman – National Board of Director Al Prado - Program Manager Replace the presenter(s) name with your own

VMP The Volunteer Membership Program Welcome Since 1964, AYSO has been innovating and responding to the needs of the marketplace. Starting with “everyone plays,” creating the first girls teams in all of youth soccer, developing the Safe Haven program, organizing VIP soccer, to name a few…our organization has always been driven by doing what’s necessary to support our Mission. The Volunteer Membership Program Today we are sharing with you the details of implementing our latest evolution… VMP Read the first bullet then [Click once and the rest of the slide will appear] continue speaking positively and Promoting 50 years of innovative programs to meet the needs of our members after all the pictures appear [click] they will disappear. Read the message and then [click again]

Volunteering and AYSO The reality of recent events within the youth sports market and recent litigation has made it necessary for AYSO to re-evaluate how we go about keeping our organization and membership protected; specifically when it comes to Volunteer Screening. Late in 2017, the NBOD agreed through a vote to enhance the current background check and implement a level 2 background screening and to also develop a framework for a volunteer membership program. In 2018 a communication plan was employed to prepare Regions for the MY2019 implementation of an enhanced background screening process. Player Safety and Volunteer Protection has always been in our collective best interests. Reality of events: The most recent years have seen bad things happen to good organizations. Just last year (2018) $8.2 million was brought against US youth soccer, AYSO settled suits including one for $1 million cash. USA Gymnastics was forced to file bankruptcy and the Boy Scouts of America is currently considering bankruptcy. Both of these organizations succumbing to years of mounting lawsuits; some associated with poor screening practices.

Enhanced Background Check The goals of the enhanced background check procedure include: Addressing rising insurance rates Mitigating Risk and litigation Reducing risks to you, the people who run our programs, and the volunteers you rely on …and of course, player safety. By implementing an enhanced background check we hope to achieve the following: [click the bulletts] To achieve these goals we are requiring a ‘Level 2” background screening.

What is a Level 2 Background Check? AYSO determined that the Level 2 check would properly screen for our highest risks at the most manageable cost. Features of the Level 2 check include: SSN Trace Department of Justice Sex Offender Search OFAC Watch list search Validated Nationwide Criminal Search Validated Locator Select Monthly Nationwide Updating Current County of Residence Search Explain that this is the list of databases currently searched. The initial screen for a new volunteer goes back at least 7 years. The county of residence search is the newest edition bringing AYSO screening to level 2. this new feature combined with the monthly monitoring ensures a high level of assurance and quick notifications of disqualifying events.

Implementing the New Process The program runs through the Blue Sombrero registration platform It is linked to a third party specialist in the industry, Verified Volunteers, which enables AYSO to deliver high-quality screenings at a reasonable cost. Allows for free access to all AYSOU training and manuals Region leadership has control over how the costs are absorbed or passed through. This slide introduces our two process partners blue sombrero and verified volunteers – this is the opportunity to explain that free Access to AYSO U training is also included in the membership fee.

Verified Volunteer (VV) Registration Process Volunteer Registration Volunteer Registers in Blue Sombrero Email sent to Volunteer E-invite sent by VV with link to begin the screening process E-invite will be from “The Advocates,” Verified Volunteer’s customer care team Complete order 4 step order process If already a part of the VV community, they will be prompted to login to their account and share their background check if they have a valid one Report Complete Email notifications sent to volunteer Volunteers may login and see their Report Volunteer can access their profile & share the background check for 1 year

Verified Volunteer Verification Process Verified Volunteers Invitation Verify Screen This is the invitation e-mail issued by verified volunteer almost immediately after e-signing in blue sombrero. The verify screen looks back at blue sombrero to confirm that “you” is “you”

Verified Volunteer Verification Process Create Login Complete Background Check The next screens are for a volunteer to enter profile information in preparation for screening

Verified Volunteer Verification Process Sign Consent and Disclosure After entering personal information this is the consent form giving permission to conduct the background check after payment is confirmed.

Verified Volunteer Payment Process Each Region, Area or Section needs to decide who will pay for Volunteer Membership Fee Region Area Section If a volunteer is a member with multiple roles or multiple regions, only the first enrollment will be charged. Each must set up payment using the AYSO purchasing card when paying for volunteer This slide introduces the 2 options for payment. (1) The Region, Area, or Section pays depending on where the volunteer is applying to or (2) the volunteer pays. [click] No matter how many roles the volunteer will be volunteering for, the fee is only charged once; to the first volunteer role they apply to. Volunteer Volunteer pays using personal credit card

Blue Sombrero – Regional Setup Option By default the volunteer will pay for their own VV profile. In order for a region to pay for their volunteers, they must check this box when setting up their season in BSB. This is a development slide- this box will not show up until the projected April 3rd rollout.

….And now an AYSO Public Service Announcement AYSO Purchasing Card ….And now an AYSO Public Service Announcement You cannot pay for volunteers without the AYSO Purchasing Card [click] REALY, REALy important! Without the AYSO Purchasing card regions, areas, and sections cannot pay for their volunteers. Volunteers will be charged and then reimbursements will be necessary. Make sure that if you choose to pay for your volunteers you request this card.

AYSO Purchasing Card Only Executive Members can request a card (Regional Commissioners, Area Directors, and Section Directors) The EM member must send a request to commercialcard@ayso.org and say something like: ”Dear friendly AYSO person, I need that AYSO purchasing card so I can pay for my volunteers. How do I get one? Yours in soccer, Pat Smith Region 304. Dear friendly AYSO person, I need that AYSO purchasing card that was mentioned in training so that I can pay for my volunteers. How do I get one? Thanks, -Your name here- -your AYSO title here- Make sure you have money in the bank or you will get an over draft fee A personal credit check is NOT required Online access with NAP Codes: expenses loaded directly from Wells Fargo monthly to NAP online. No hard copy statements or login to WF is necessary No bills - the ACH withdrawal is deducted directly from your Region bank account It works with any bank! You don’t have to change yours. Send Read the bullet [click] Read the bullet [click] as the animation occurs explain that the EM must send a request to commercialcard@ayso.org [click]&[click] read the following bullets by clicking. Key pint with yellow balloon- make sure you have money in your account the purchase card will deduct for all enrolled volunteers each month on the 8th.

AYSO Purchasing Card – Application process Read and understand the agreement Provide Banking information: Bank name, Bank address, Account name/number and routing number Sign and return it to Commercialcard@ayso.org Allow 3-4 weeks to receive the card. After you send you request to Commercialcard@ayso.org you will receive an email with the Purchasing Card agreement. This is the application that you should receive after requesting it from commercialcard@ayso.org. [click]follow the instructions [click through the bullets] KEY POINT- it will take 3-4 weeks. If you are paying for your volunteers, don’t open your season if you don’t have the card!

Verified Volunteer payment process When Region pays for volunteer This is the screen shot for the volunteer process the red circle shows where it indicates that the region has paid. [click] the ‘x’ is a verified volunteer product. AYSO doesn’t participate with the fast pass program at this time. If this box is checked then the volunteer will be billed for this product, not the region. – remember this profile belongs to the volunteer. Don’t speak to the fast pass details... Merely explain that information about it is on the VV website. And reiterate that AYSO is not participating in this VV program at this time.

Verified Volunteer payment process Optional Contribution This screen reveals the option for a volunteer to contribute or donate back to the region for their VV account fee. This contribution can be for any amount. 17

Verified Volunteer payment process Volunteer Pays When the volunteer pays.. Its very simple and self-explanatory. Again mention that the fast pass is a verified Volunteer product that can be chosen but AYSO is not participating with the service at this time. The Verified Volunteer website explains this program .. And move on. 18

Screening complete! Login and View the Report After submission of payment it will take about 24 hours. Longer if the individual has a lot of address history and/or background history. Typical verification takes 24-72 hours; longer if the person has a “complicated” history. 19

AYSO Volunteer Membership Program Costs A typical 4:1 ratio of volunteers would result with a $6.25 increase to player registration if a region decides to cover the volunteer background screening This is an example calculation to help with setting the regions player registration if the region is paying for its volunteers through player registration. If they have a ratio of 4 players to every 1 volunteer (100 volunteers for every 400 players) then the impact will be $6.25 to the player registration. If your volunteer ratio is higher the impact is higher. If you have fewer volunteers than 4:1 it will cost less.

Responding to many requests to address certain circumstances we have developed a couple of additional tools. Keep in mind these may or may not be applicable or preferable to your needs.

Options The information for anyone you are not accepting must be submitted to CVPA @ayso.org at least 2 weeks before opening your next MY Season Known volunteers you do not want . Invite and pay only for volunteers who will also register a player(s). Other Options are being explored The “No Acceptance list” only applies to your Region, Area Staff or Section Staff. They may still may be eligible to volunteer with another region, area or section A “No Acceptance” process is available for you to exclude individuals whom you know you don’t want volunteering. This process will place the individual on a list and prohibit them from processing through Verified Volunteers. We are listening to you and we are exploring other options. However, some options require much more time and extensive testing. This first rollout is expected to be a successful platform from which to build future improvements For regions electing to NOT paying for all volunteers up front. You can invite a volunteer with a $25 coupon. It’s a creative opportunity to use a coupon which can only be applied when registering a child in BSB to play in your program. This is simply a way to e-mail a coupon before registering their child instead of writing a reimbursement check for volunteering later. This option is simply a tool for those regions who are choosing to pay for volunteers and know a person(s) who they do not want volunteering. It is a simple method to stop that individual from continuing through to the Verified Volunteer process connected to your region. Know volunteers you don’t want – this is an option for the few volunteers that you don’t want back in your region due to previous experiences. Putting them on a list that prohibits them from moving from the BSB to VV which would result in the $25 fee. This is simply a way for a region to avoid a charge before it occurs. <click > The coupon option is a way to reimburse volunteers who paid for their profile without writing check. Have them complete the volunteer process first. After they have been cleared and you have assigned them to a role, issue a reimbursement coupon which can be applied when registering their child in BSB instead of the region writing a reimbursement check. Again this doesn’t help those who don’t register a child or who already registered a child but it should cut down on the number of reimbursement checks issued. <click>

Non-Acceptance List Process To have a volunteer added to the non-accepted list: The RC sends an email to CVPA@ayso.org with the subject line – Region (your region number) - Non-Acceptance List List each volunteer first and last name and AYSOID The directions for the non-acceptance list process. Only the RC, AD or SD can make this request.

Volunteer Membership Program - additional support resources - For Purchasing Card info: commercialcard@ayso.org Volunteer Membership Program questions: questions@ayso.org BSB and AYSOU questions: support@ayso.org Non-acceptance list : CVPA@ayso.org The AYSO volunteers website: www.aysovolunteers.org A review of the important e-mail addresses explained during this presentation <click through the bullets>

www.aysovolunteers.org Simply search for: “Volunteer Membership program” www.aysovolunteers.org Volunteer membership program Take a moment and promote the volunteer resources site. Give some examples of what can be found here: Answers to questions, useful Forms, announcements, coach and referee resources, marketing tools, etc.…. Almost everything you need! <Click> through the animations to show how to get to the microsite to access this presentation and general information about the VMP

Information about the program the webinar schedule and FAQ’s https://www.aysovolunteers.org/?s=volunteer+membership+program Information about the program the webinar schedule and FAQ’s A copy of the most up-to-date presentation From the home page of the ->This will be the search result for “volunteer membership program”

Q & A

Webinar Schedule Wed - 4/10 - 7 pm PT/10 pm ET Sunday - 4/14  - 4 pm PT/ 7 pm ET Tuesday - 4/23 - 4 pm PT/ 7 pm ET A review of all the webinars. As they progress minor changes might be made in response to questions or discovered improvement opportunities.

Randy Pittman – rpittman.nbod@gmail.com Al Prado – alprado@ayso.org