Georgia District of Kiwanis

1. Georgia District of Kiwanis Administering Your Club’s Background Screening Program Janice M Walters-Taylor Owner, BSASS LLC 706.745.2121

2. Ki’s definition of ages for Interaction with youth

3. Why guidelines? Responsibility to… • Protect the children and youth • Our target audience • Protect the Kiwanis members and clubs • Our Assets • Protect the organization • Our Reputation

4. History of the Program Board Appointed Committee… • Oct 2008 - Committee appointed by the District board for the development of a background screening program for Georgia. • May 2010 – Program Design and Processes finalized and approved by District Board • Current Board Members: Debbie Brilling, Bob Pinckney, TO Sturdivant, Mark Smith, • Mar 2010 – District enlists BSASS LLC as screening company • Oct 2010 – Pilot program launched • Jan 2011 – Clubs at large invited to join the process • Spring 2012 – Program Amended to include national components • Fall 2013 – Program Enters Tri-Annual Re-check period

5. Components of the Program Board Approved Program (Revised as of Spring 2012 to match KI…) • Residential Social Security Trace containing • All names, addresses, and dates or birth • National Multi-Jurisdictional Criminal Database Search • Searches all names and run through database. Also includes • Sex Offender Registry, Known Terrorists, Fugitive Watch List, Office of Foreign Assets Control, FBI Terrorist, Wanted Fugitives • Applicable County Level Courthouse Searches based on past residences • Georgia Crime Information Center Criminal Database Search • Searches all 159 counties • Felony and Misdemeanor info, Sex Offender, Wants/Warrants

6. Costs of the Program Board Approved Program (as of June 2014 IAW KI Guidelines) • Baseline Search is $ 9.95 which includes the following: • Residential Social Security Trace containing • National Multi-Jurisdictional Criminal Database Search • Georgia Crime Information Center Criminal Database Search • Searches all 159 counties • Felony and Misdemeanor info, Sex Offender, Wants/Warrants • County Level Courthouse Searches - $ 9.00 per search • County Level courthouse access fees may apply • Corrections based on unclear info on consent forms - $ 5.00 each • Rechecks - $ 7.95 each – plus $ 9.00 per required county level searches

7. What are the steps? • Pick a screening representative • Enroll at www.bsassllc.com/kiwanis • Download consent (same URL) • Distribute, Instruct, Collect, FAX • Retrieve Results and Distribute Certificates • Receive Bill and forward for payment • Tri-Annual Recheck process

8. Pick a Screening Representative • Representative should be chosen based on • Access to a computer, fax machine, and color printer • Possession of an email address • Willingness to work closely with club and BSASS LLC, keeping lines of communication open (phone and email)

9. Enroll in the Program • Enroll at www.bsassllc.com • Print out the contract and Schedule B (club contact info) • The rep and the treasurer will get logon info • The rep gets the info • The rep and the treasurer get the bill • Provide required information • Return to fax 888.607.7144 or janice@bsassllc.com • Each club enrolls individually and is responsible for the administration of the program for their club.

10. Download the Necessary Forms • Download at www.bsassllc.com/kiwanis • Download the consent form, the Disclosure Statement, and the Summary of Rights (all three of which must be given to the applicant) • Club screening rep fills out club number at the top of the form and their contact info on the bottom. • It is permissible to fill in the info before making the required number of copies. • Each individual requesting a background check must complete and sign an Authorization and Consent Form requiring the following info: • Name, Dob, SSN, Race, Sex.

11. Explanation of Necessary Forms • Consent Form • This provides for the consent of the applicant to have a consumer report or an investigative consumer report completed on them, and the terms regarding the report. • Disclosure Statement • Notifies the Consumer (applicant) of the nature and scope of the investigation that may be conducted on them • A Summary of Your Rights under the FCRA • The federal Fair Credit Reporting Act (FCRA) promotes the accuracy, fairness, and privacy of information in the files of consumer reporting agencies. There are many types of consumer reporting agencies. Here is a summary of your major rights under the FCRA.

12. Distribute, Instruct, Collect, Fax • Club representative distributes forms and • Instructs each applicant to completely fill out the form. Forms with missing information will not be processed. • Club representative collects the forms and • Faxes them to BSASS LLC Fax: 888.607.7144 • It is possible for the club screening representative to permit the applicants to fax the form as the screening representative will be notified via email of the receipt of the faxed form by BSASS LLC.

13. Retrieve Results, Distribute Certs • Club representative is notified twice • Once upon receipt of the Consent and Authorization • Again upon delivery of the completed report • Club reps are unable to view PII but may see the “Meets Requirements” notation on the computer. • Club screening rep utilizes their proprietary user name and password to log into the secure online platform to retrieve results. • Yes or No only – no personal or report info is shown. • Club representative will receive a Certificate of Background Screening for cleared subjects and should either • Print out the certificate for the subject and / or • Forward the Certificate to the subject via email print out for or email the certificate

14. Receive Bill - forward for payment • The Club screening representative, as well as the president and the treasurer will be logged for receiving the bill for the previous month’s screenings. • Invoices are due and payable upon receipt and may be mailed to the address at the top of the Invoice. • Late invoices are assessed a finance charge – the greater of • 18% per annum or $ 10.00

15. Tri-Annual Recheck Program • Initial Screening - $ 9.95 • Tri-Annual Re-check - $ 7.95 • Month prior to required screening club screening representative will receive an email list of individuals to be screened. • Club representative should confirm membership status of individuals on the list. • Clubs will receive an initial list and 1 courtesy reminder. • Emails that are not responded to will be run in their entirety and clubs will be responsible for the work performs on everyone on the list.

16. Pre-Adverse & Adverse Action • Pre-Adverse Action Process • BSASS LLC will send required documentation, on behalf of the club and the District Screening Committee, to the individual in question. A copy of the cover letter only will be sent to the club screening rep. • Individual is given 30 days to respond to the letter from BSASS LLC • There may be inaccurate information on the report • There may have been extenuating circumstances and the applicant wishes to explain and request a variance to the screening level protocols from the District Screening Committee by writing a rebuttal letter to BSASS LLC.

17. Pre-Adverse & Adverse Action cont. • If applicant - - - • Does not respond to the Pre-Adverse Action Package • An Adverse Action Letter is sent to the applicant and the club screening rep • Does return a rebuttal • BSASS LLC works with the applicant on a confidential basis until a resolution to the process is achieved. • Decision of Georgia District Screening Board is the final step • Either Adverse Action Letter is sent to the applicant and club repo or Pre-Adverse Action Letter retracted and Certificate of Screening forwarded to applicant and club rep.

18. GA District Committee Position If Adverse Action is taken against an applicant, at this time the Georgia District Screening Committee is not saying an applicant can’t be a member. That may, however, change in the future. However we are saying that they should not be around children which would also include working in the schools. They cannot participate with key club or at key leader weekend, key club convention or be an advisor to any SLP group or the Aktion clubs,  run for an office like Lt. Gov or any district position, etc.  The Georgia district protocols match the protocols of KI.  We do have a process in place that allows a member to respond to the issue of which they were notified in the Pre-Adverse Action process to either explain what happened or to have BSASS LLC help to get their report corrected. If the applicant does not respond in the 30 day timeframe allowed for rebuttal, there is nothing the Screening Committee can do.  He does have the option to explain whatever is on the record.   Ultimately the membership decision rests with the club.

19. Conflicts with other reports Examples: • School, Professional, and Carry permit background checks • All background checks should be the same • Set standard prevents legal vulnerability through preventing disparate reports • BSASS LLC combines Industry Best Practices IAW Local ordinances and State or provincial laws as they pertain to youth protection.

20. Personal information • All information is confidential! • Minimize number of handlers – consent forms are never printed to be seen or handled by humans • BSASS LLC utilizes and encrypted paperless communications and filing system • Maintain in secure files for 7 years from the last activity • Dispose of information in proper manner – through document destruction service Consider applicable laws

21. Education Clubs • Annual program to the club • Carol Wisdom, Youth Protection Officer • Janice Taylor, Owner, BSASS LLC • 4 Member Panel Georgia District Committee • Debbie Brilling, Bob Pinckney, TO Sturdivant, Mark Smith • Customize with local laws and regulations • Workshops at conferences & conventions • Web resources

22. Questions ?

23. Background Screening & Security Solutions, LLC Elevating the Screening Process Partnering for Peace of Mind For more information: www.bsassllc.com Janice M. Walters-Taylor Post Office Box 2285 Blairsville, GA 30514 USA Tel: 706.745.2121 Fax: 888.607.7144 Email: janice@bsassllc.com