CCYBA Volunteer Clearance Policy

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Updated Tuesday August 14, 2018 by CCYBA.

CCYBA Volunteer Clearance Policy

CCYBA takes the safety of our players and families very seriously. Ensuring the league is in compliance with PA state laws and our Ripken charter regarding volunteer background checks is an important part of our commitment to player safety.

Individuals looking to volunteer as a coach, assistant coach, or team manager must provide CCYBA with three clearance certifications to be eligible.

  • Pennsylvania State Police Clearance for Volunteers
  • Pennsylvania Child Abuse History Clearance for Volunteers
  • FBI Fingerprint-based Crime History Report

To help make sure everyone can provide what’s required as easily as possible, here are the 3 key parts of the process.

1. What do I need to provide?

Anyone who has been a PA state resident for 10 or more continuous years needs:

  • PA State Police Clearance
  • PA Child Abuse History Clearance
  • A signed and witnessed Act 15 FBI Exception affidavit

Anyone who has NOT been a PA state resident for 10 or more continuous years, needs:

  • PA State Police Clearance
  • PA Child Abuse History Clearance
  • FBI Fingerprint-based Crime History

To be very clear –

Until the registration coordinator has received all 3 of your certifications you CANNOT participate in a practice, scrimmage, game, or any other team activity. Knowingly allowing such contact is a class 3 misdemeanor, so we cannot make exceptions regardless of your past coaching experience with CCYBA or any other organization.

2. Where do I go to submit my applications?

Click here to start a free PA State Clearance application via the epatch website. You can download a help guide at the bottom of this page.

Click here to start a free PA Child Abuse Clearance application via the DHS website. You must request an activation code from the registration coordinator to complete this application. You can download a help guide at the bottom of this page.

Click here to visit the DHS website to start an FBI Fingerprint-based application. You’ll be using the service code for a DHS Volunteer applicant type.

You can download a volunteer Act 15 FBI Clearance Exception (PA Resident 10+ years) form at the bottom of this page.

3. Where do I send my certificates after my applications are processed?

Email PDFs of your documents to the registration coordinator at crawford.cassandra@gmail.com

Paper documents can be mailed to the league PO box. However, they are not official until they reach the registration coordinator.

  • Do NOT email/text pictures of your documents. These will not be accepted. Only PDF files and hard copies are acceptable.

Your final certificates must be provided to the registration coordinator before the first practice of the season. Evidence of having submitted an application is NOT sufficient to begin coaching.

Your certifications must be renewed every 36 months. If you'd like to check what is currently on file for your clearances, contact the registration coordinator.

Finally, if you are arrested for or convicted of any offense that negates your eligibility under PA's Act 15 policy, you must notify the league in writing within 72 hours. 

For more information on PA state requirements, visit keepkidssafe.pa.gov

PA Child Abuse Certification Guide.pdf
ePatchVolunteerCertificationGuide.pdf
PA Act15 Affidavit.pdf