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Background Checks

Billing of Unpaid Registration Fees

Concussion Awareness & Prevention Policy

Expense Payments & Reimbursements

Facilities & Field Use

Flyer and Newsletter Distribution

Fundraising

Background Checks

Annual criminal background checks are required for all volunteer coaches and coordinators.  It is the responsibility of the Program Coordinator to initiate background check requests for coaching applicants before applicants have interaction with student athletes.  

The following information is required:

• Applicant's Full First Name
• Middle Initial
• Last Name
• Suffix (ex: Sr., Jr., II, III, etc.)
• Maiden Name(s) and/or all previous last names
• Date of Birth

Request a Background Check for Multiple Applicants

1. Download and complete our Background Check - Bulk Request template form.

2. Email completed forms to .

3. The Board of Directors will review and submit requests to MSAD #17 Central Office.

4. The Board of Directors will provide responses to Program Coordinator and retain copies of results in the Secretary's file.

Request a Background Check for a Single Applicant

1. Complete our online form and click Submit once finished.

2. The Board of Directors will review and submit request to MSAD #17 Central Office.

3. The Board of Directors will respond to Program Coordinator and retain a copy of results in the Secretary's file.

Billing of Unpaid Registration Fees

Introduction

Registration fees for OHAB programs should be paid at the time of registration.  In the event that fees are not paid, outstanding balances are tracked in the online registration system.  This procedure describes how unpaid registration fees are monitored and billed for OHAB.

Background

All registrations are recorded in the online registration system in one of two ways: 1) through a parent’s online registration process, or 2) through manual input by a coordinator or OHAB board member if paper registration forms are used.  Payment of registration fees is recorded during each of these processes.

Unpaid Balances

Collection of unpaid balances is a joint effort between program coordinators and the treasurer:

1. Two weeks after the close of registrations, treasurer will run a balance report from the online registration system to identify unpaid registrants.  Treasurer will email a copy of the balance report to coordinators.
2. Coordinators will issue a general reminder to all parents to log on to the website and pay any outstanding balances.  Coordinators will promptly notify the treasurer if:
   1. There are any known errors or discrepancies in the balance report
   2. Parent has requested a scholarship to cover registration fee(s)
   3. Coordinator has agreed to accept a child into the program without payment or scholarship*

      Treasurer will update balances in system accordingly.

3. Treasurer will issue individual billing reminders to parents.  Reminders will be sent every two weeks until the end of the season.  If an email address is known, billing reminders will be emailed.  Payments should be remitted online or via check to OHAB’s post office box.
4. Two to three weeks before the end of the season, treasurer will email an updated balance report to coordinators, who will perform a final follow up with parents. 
5. At the end of the season, treasurer will issue a final billing reminder to parents.  Any remaining outstanding balances will be written off as a bad debt expense for the applicable programs.
6. Parents who have failed to pay registration fees for two consecutive seasons will not be permitted to register children in further OHAB programs unless payment for the new season is remitted at time of registration.

*In all cases, coordinators will ensure there is adequate income to cover all season expenses.

Concussion Awareness & Prevention Policy

The following constitute the policies of Oxford Hills Athletic Boosters Association (OHABA) with regard to concussion awareness and prevention within our organization.  All coaches and coordinators are required to read these guidelines, watch the informational video on the CDC's website, and sign our Concussion Awareness form.

OHABA is committed to maintaining an adequate system and regularly promote a concussion awareness and safety recognition program, including but not limited to the online Concussion Course offered by the Center for Disease Control and Prevention.www.cdc.gov/ConcussionInYouthSports.

OHABA communicates in writing (including by electronic means), our concussion awareness and safety recognition program to all participants, coaches, parents and involved parties.

OHABA has a clear understanding of concussion and the potential consequences of the injury; recognizing concussion signs and symptoms and how to respond.

OHABA is focused on prevention and preparedness to help keep participants safe and learning the steps for returning to activity after a concussion.

OHABA will take the following 5 steps if we suspect a participant has a concussion:

1. Remove the athlete from play. Look for signs and symptoms of a concussion if your athlete has experienced a bump or blow to the head or body. When in doubt, keep the athlete out of play.
2. Ensure that the athlete is evaluated by a health care professional experienced in evaluating for concussion.
3. Record the following information can help health care professionals in assessing the athlete after the injury:
   1. Cause of the injury and force of the hit or blow to the head or body
   2. Any loss of consciousness (passed out/knocked out) and if so, for how long
   3. Any memory loss immediately following the injury
   4. Any seizures immediately following the injury
   5. Number of previous concussions (if any)
4. Inform the athlete’s parents or guardians about the possible concussion and give them the fact sheet on concussion.  Make sure they know that the athlete should be seen by a health care professional experienced in evaluating for concussion.
5. Keep the athlete out of play the day of the injury and until a health care professional, experienced in evaluating for concussion, says they are symptom-free and it’s OK to return to play. A repeat concussion that occurs before the brain recovers from the first—usually within a short period of time (hours, days, or weeks)—can slow recovery or increase the likelihood of having long-term problems. In rare cases, repeat concussions can result in edema (brain swelling), permanent brain damage, and even death.

Expense Payments & Reimbursements

Program Coordinators are responsible for including all planned expenses in their program's budget. Expenses will be paid by the OHAB Treasurer only with an accompanying receipt or invoice. Payments can be made either directly to the vendor or as reimbursement to the Program Coordinator, Coach, or other person who may have initially incurred the expense using personal funds.

To request payment or reimbursement, submit receipt or invoice to the OHAB Treasurer.  Email is the preferred submission method.  Documents may also be submitted in person during monthly meetings, or mailed to PO Box 284, Norway, ME 04268.

When using local vendors, please ask the vendor to submit all invoices directly to the Treasurer via email or regular mail. This helps ensure timely payment.

Distribution of Flyers and Newsletters

District policy requires that all flyers be approved by the Superintendent before they are distributed at district schools. Coordinators should email the Superintendent, with a copy of the flyer attached, to request approval.  Contact information may be found on the MSAD 17 website.

Best Practices

There are approximately 2,000 students enrolled in elementary schools throughout the district (see table below).  Schools do not provide photocopying for OHAB programs.  To reduce costs associated with distributing paper flyers, the following best practices are recommended:

• Use half-page flyers and/or two-sided printing when feasible
• Use black or gray ink
• Limit the use of photos and color graphics

The use of full-page flyers with colors, photos, and graphics are appropriate and even recommended for any type of electronic distribution (e.g. email, Facebook, website, etc.).

Facilities & Field Use

Use of any district facilities, including playing fields and gymnasiums, is governed by MSAD #17 District Policy. Program Coordinators must obtain approval in order to use any district fields, gymnasiums, or other facilities. 

1. Complete a Facilities Use form at least seven (7) days prior to event.
2. Submit completed form to the Principal of the facilities to be used.
3. Promptly inform appropriate parties if use of the facility is no longer needed.

Fundraising

Each Program conducts fundraising to support the financial needs of that Program.  The Program Coordinator oversees fundraising efforts. 

Individual team fundraising is highly discouraged as it generally leads to “over-fundraising” and takes control away from the Program Coordinator.

1. Fundraising activities must be part of the proposed budget and reflected in the final budget report, including the nature of the fundraiser and a breakdown of all income and expenses associated with each fundraiser.
2. Separate bank accounts opened by coordinators and/or coaches is strictly forbidden.
3. Checks must be made out to Oxford Hills Athletic Boosters or OHAB and submitted to the Treasurer at the earliest possible date along with a complete and accurate Deposit Tracking form describing how the funds were obtained.
4. If a cash box with starter cash is used for any event, a Cash Box Tally sheet must be completed and signed by the Program Coordinator and submitted to the OHABA Treasurer along with the deposit.
5. Invoices for fundraising expenses must be submitted to the Treasurer at the earliest possible date to ensure prompt payment.
6. The OHABA Treasurer will record all income and expenses in a General Ledger and shall provide a copy of said ledger to the Program Coordinator before or during monthly meetings. It is the Program Coordinator’s responsibility to verify their Program’s income and expenses as shown in the Treasurer’s ledger and accurately reflect them in their final budget report.