Cardinal Tennis Clinics Abuse/Molestation Risk Management Program

Our sports organization has adopted the following policies. This document will also serve as our adult staff educational training program.

Criminal Background Checks

Criminal background checks will be run with a third-party vendor on all paid and volunteer staff with access to youth. At a minimum, the criminal background check will pull records from all 50 states, including the National Criminal Database and the National Sex Offender Registry.

Any background check that indicates a potential staff member is unfit to work with youth will result in disqualification of such staff member.

Prior to running background checks, the following steps will be taken:

  1. All prospective staff will complete a written application including:

    • A question about whether the applicant has ever had any prior criminal convictions or pending investigations.

    • A consent provision to run a background check.

  2. Disqualification criteria will be adopted and published.

  3. The confidentiality of records will be protected and access will be limited to those with a “need to know” basis.

  4. Before an adverse action is taken against an applicant, Cardinal Tennis Clinics will comply with all federal and state laws governing background checks such as the Fair Credit Reporting Act. Our background check vendor will assist with required applicant notifications.

Identifying Signs of Child Abuse

With physical abuse, there may be visible signs such as bruises, welts, or broken bones. With sexual abuse, there may be signs such as genital soreness, difficulty sitting or walking, stomach aches, or itching/pain in genital areas.

Many effects of abuse are less obvious and can include:

  • Disclosure by the child (often indirect or hinted).

  • Unexplained or unlikely explanations for injuries.

  • Sudden changes in behavior or mood.

  • Extreme fear of a staff member.

  • Unusual attachment to a coach/staff member.

  • Withdrawal from activities without clear explanation.

  • Frequent absences with suspicious reasons.

Note: No single sign is absolute proof. Staff should treat concerning patterns as red flags and follow reporting procedures.

Recognizing Grooming

Grooming is the process by which sexual predators gain trust and access to minors. Stages include:

  1. Identifying a vulnerable child whose needs are not being met.

  2. Filling those needs to create a “special bond.”

  3. Gaining trust of family.

  4. Isolating the child for one-on-one opportunities.

  5. Gradual boundary violations (e.g., inappropriate messages, massages, tickling) leading to sexual contact.

  6. Maintaining control through fear, shame, or threats.

Policies to Protect Against Misconduct

  • All forms of abuse—sexual, physical, emotional—plus harassment, bullying, and hazing are prohibited.

  • Sexual abuse includes inappropriate touching, sexual penetration, sexual comments, sexting, and exposure to pornography.

  • Physical abuse includes hitting, choking, giving alcohol/drugs to minors, or forcing play while injured without medical clearance.

  • Emotional abuse includes verbal attacks, public humiliation, and intentional exclusion.

  • Bullying includes intentional harm (physical, verbal, or online) and is prohibited whether by staff or participants.

  • Hazing—any initiation practice that is humiliating, offensive, or harmful—is prohibited.

Additional protective measures:

  • Two-deep leadership: Two adults present at all times; no one-on-one isolation except in emergencies.

  • In travel, locker rooms, or private meetings, a second adult or “buddy system” will be used.

  • No overnight stays in the same room with unrelated minors.

  • All electronic communications with minors must include a parent/guardian or another staff member in copy.

  • Staff may not “friend” or follow minor participants on personal social media accounts.

Reporting Suspicions of Abuse

  • Federal and state law may require reporting suspected child sexual or physical abuse to law enforcement within 24 hours.

  • Staff must also report suspicions to a designated Cardinal Tennis Clinics official.

  • Suspected offenders will be removed from contact with minors pending investigation.

  • The organization prohibits retaliation against any good-faith reporter.

Child Abuse Training for Minors

In accordance with the SafeSport Act, Cardinal Tennis Clinics will provide training resources to parents for review with their children. This may include age-appropriate materials on prevention and reporting of abuse.

Communication of Information

This program will be communicated via:

  • Pre-season staff meetings, and/or

  • Written distribution to all paid and volunteer staff, with confirmation records kept for at least 15 years.

Cardinal Tennis Clinics has adopted this program and incorporated it into our written policies and procedures.

Name of Authorized Clinic Official: ___________________________________________
Signature: __________________________________ Date: ______________________

DISCLAIMER:
This sample plan is for general awareness and education on misconduct prevention in sport. It is not all-encompassing and may omit state-specific legal requirements. Consult U.S. Center for SafeSport resources and seek legal advice to customize for your jurisdiction.