new rm packet info

8/14/2019 NEW RM Packet Info

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NEW RISK MANAGEMENT SYSTEM UPDATES

Enclosed you will find:

• Risk Management System Release document explaining the newupdates and the reason behind them

• New Quick Reference Guide on how to use the system

• New Paper Application Form (online method strongly recommended)

• Sample of the New Risk Management Clearances

Some things to keep in mind with the new system:

• National criminal history background checks now in effect

• Applicants able to access their information from a previousapplication, online entry method strongly recommended.

• Application fee of $10 (new and recerts)

• Clearances expire 2 years from date of application

• All clearances sent via email within 7-10 days (valid email must beused on form)

• Social Security Numbers are mandatory for running nationalchecks (valid SSN must be used on form)

• All information is stored on a double-password protected, 128-bitencrypted server. Data is also encrypted which only thebackground check provider is able to access.

New League Features (accessed through E-Registration System):

• Leagues can access their ‘Approved’ list, updated in real-time

• Leagues can access the ‘Master Approved List’ for all MSYSAleagues, updated in real-time

• National Disciplinary Action Report (DAR) from USYS available


http://slidepdf.com/reader/full/new-rm-packet-info 2/9*These lists are updated in real-time as the applicants are approved

MSYSA Risk Management Coordinators:

The introduction of a National Background Screening company prompted an entire update to the MSYSA Risk Management System ranging from a new online form, to the ability to print off your clearance at any time, to utilizing email to send the approved clearances. MSYSA made every effort to take into account various suggestions regarding the problems with the old system to ensure that most, if not all, of those problems are resolved with this new system.

The New RM System attempts to verify an applicant in the system, if the applicant is found, he/she is able to downloadand print off their clearance or recertify to extend their expiration date for another 2 years. If the system is unable to verify the applicant, he/she is directed to fill out the RM Certification Form.

Applicants can now double check their application before submitting the information to ensure all their information isaccurate. Once everything is submitted the second time, the application will be processed and all approved applicants

will receive an email in the next 7-10 days with a link to print off their Certification. The time period coaches and volunteers wait until their Clearances are received will be significantly reduced. Temporary Clearances are no longerissued. Communicate to your members the need to plan ahead when they are required to be RM Certified fortournaments, games, practices, etc.

All applicants will need to provide their Social Security Numbers and a valid email address. If either of these two aremissing or wrong, the applicant will not receive their clearance. The SSN is only used for purposes of running aNational Background Check. All information is stored on a double-password protected, 128-bite encrypted server.Data is encrypted again when uploaded to the National Background Check provider which only they can decrypt.Every effort was made to provide security and protection to our membership’s personal information.

MSYSA will still recognize those who currently have a valid RM Clearance (has not yet expired). As they expire, the

new system will be used to recertify. All new certifications will be processed using the new system.

A nominal $10 application fee applies to certify for Risk Management. This fee is allocated to the total cost of running one National Background Check. MSYSA negotiated a phenomenally reduced fee to keep the expense to a bareminimum. Every clearance approved in the new system is valid for a maximum of 2 years.

MSYSA Leagues are now able to view all approved applicants within their league* in the E-Registration System. Themaster list (all leagues) of all MSYSA approved coaches*, and the National DAR (Disciplinary Action Report) list fromUSYS are also available to view in E-Reg.

Please communicate to your coaches, assistant coaches, trainers, managers, board members, and volunteers about thenew RM System. If you have copies of previous Risk Management Application Forms, please discard them and useonly the new application. Due to some different information needed on the new form, we are unable to accept any previous versions of the RM paper application.

The next page shows a sample copy of what the new Risk Management Clearances will look like. Have the coaches cutout the card in the lower right-hand corner and get it laminated. The top portion should be retained by the coach fortheir records.

If you have questions regarding the new system, please feel free to contact Adam Keller, Programs Manager [email protected] , or 734.459.6220 x201.



QUICK REFERENCE GUIDEFOR THE

ONLINE RISK MANAGEMENT SYSTEM

When accessing the NEW Risk Management system online, please keep

these hints in mind to ensure accuracy and to prevent any unnecessarydelays.

The New Risk Management System attempts to locate your existing information from a previous application. When the new system launched, only clearances that expire after 10/11/2006 were retained by the new system. You will not have the ability to access clearances that expired before that date; instead you will be prompted to fill out a new form.

Step 1 The RM System will attempt to locate your information from a

previous application. Fill in the following information and click ‘Submit’



Frequently Asked Questions About The Risk

Management Program

• Q: Why is Risk Management important?

• A: The Risk Management program is important because it enables us toprotect our young players. With keeping their best interests in mind, westrive to provide them the best environment to learn and grow aspossible. Risk Management allows us to keep them safe by making surethat they aren’t being influenced or interacting with the wrong rolemodels. Kids look up to and admire their coaches, assistant coaches,trainers, and managers and it is vitally important to us and parents thatprecautions are made in order to keep a safe and fun environment.

• Q: How do I get a Risk Management Card?

• A: You must be at least 18 years old to apply for your RM clearance atour website. Following the ‘programs’ tab on the side of the home pageshows the link to Risk Management. Click on the link to enter MSYSA’sOnline Risk Management system. The system will attempt to retrieveyour information from a previous application. If you are not in thesystem, you will be prompted to fill out a new application. If you arefound, the system will let you (1) access your clearance to print it out, or

2) fill out the form to recertify.

• Q: When will I get my card?

• A: Once your application is processed and approved, you will receive anemail from the MSYSA State Office ([email protected])within 7 – 10 days containing a link to access your Risk ManagementClearance. Be sure to add this email to your approved senders list inyour email.

• Q: What if the link in the email doesn’t work or says ‘Access Denied’?

• This error has nothing to do with your RM Approval. Receiving thisemail automatically indicates that you are RM Approved. If the link inthe email takes you to a web page that displays some kind of error, youwill need to copy the entire link and paste it into your browser bar. If the



link continues on 2 or more lines, you may need to copy each lineseparately and paste it in the browser bar.

• Q: What if I never received my RM Clearance or I lost/misplaced my

clearance?

• A: Enter the MSYSA Risk Management System and input theinformation the system asks of you. When the system locates yourapplication, you will be able to print off your clearance.

• Q: What if I accidentally submit incorrect information on the form?

• A: We understand that mistakes can happen when you fill out this form.If you notice that any of your information on the Temporary Clearancereflects inaccurate information, please notify the State Officeimmediately (same day) or email [email protected] may be responsible for another application fee if the notice of wronginformation was too late.

• Q: Why is a national criminal history background check needed?

• A: MSYSA always has the membership in mind when it comes to Risk Management. The introduction of a national criminal history backgroundcheck is an improvement to the existing Risk Management System toprovide even more safety to our young players. The new system is farmore sophisticated and user friendly for our members and many stepswere taken to make sure we could provide the best service for the lowestcost. The $10 fee may seem like a burden but it is a small cost whencompared to the added level of protection it provides. Michigan has oneof the most comprehensive and proactive Risk Management Programs inthe country, and we hope our coaches and volunteers can keep this in

mind when applying.

• Q: I have questions about filling out the form.

• A: You can visit our Quick Reference Guide for the Online Risk Management Form.

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