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How much do PYS background checks cost and who pays for them?

Protect Youth Sports (PYS) bills your organization, not the volunteer, for each background check your TeamSideline site orders. The price depends on your PYS package, so ask PYS for current prices. To pass the cost on, add a background check fee to volunteer registration.

Applies to: Org admins · PYS Background Check module (all plans) · Youth Registration, Youth & Adult Registration and Team Registration plus Roster programs

Where: Your PYS account (prices, invoices and the card PYS charges); in TeamSideline, Reports > Report Dashboards > Background Checks (checks ordered) and Programs > Configurations > Buy Items/Add-Ons (volunteer fee)

Who pays

  • PYS charges your organization for the checks your site orders. The charges go to the payment card on your organization's PYS account, so you update that card with PYS.
  • PYS doesn't charge volunteers. A volunteer pays toward a check only if your organization adds a fee to volunteer registration.
  • TeamSideline doesn't set PYS prices, send PYS invoices or keep your PYS payment details. Don't send card details in a support request.

What decides the cost

  • Your package. Every check your site orders uses your organization's package: Basic (a national search), Plus (the national search plus a county criminal search, or a statewide criminal search, for the county and state in your setup) or PA Package (a national search, a Pennsylvania statewide criminal search and a Pennsylvania Child Abuse Registry clearance). Ask PYS for your package's current price, including any county or state court fees.
  • How many checks are ordered. A check is ordered when someone completes registration (places the order) for a volunteer role whose Background Check is Protect Youth Sports, or registers a team in a Team Registration plus Roster program whose Manager Background Check is Protect Youth Sports. Adding a check to a role doesn't order checks for people who registered before.
  • Returning volunteers. A volunteer whose earlier check is still in progress, or completed and still valid, usually isn't asked for background check information again, and no new check is ordered. These registrations show as "Duplicate - Registered Previously" on the Background Checks dashboard.
  • How long a check stays valid. Your organization's settings say how many years a check counts (1, 2 or 3) and whether it must still be valid on the registration date or through the end of the program. TeamSideline Support changes these settings.

See which checks your site ordered

  1. Go to Reports > Report Dashboards > Background Checks.
  2. Click Dashboard Configuration.
  3. In Program, check the programs you want to review, and in Volunteer Type choose All Types.
  4. In Additional Column 1, choose Order Date to see when each person registered.
  5. Click Apply.
  6. Compare the rows with your PYS invoice. Rows marked "Duplicate - Registered Previously" weren't ordered.

What you'll see: a row for each volunteer registration, with its Service Status, Result Status and Final Status. The dashboard leaves out canceled registrations and archived programs. Their checks are still listed on each volunteer's account, under Enrollments > Background Checks.

Note: Only administrators with Background Check Access will see the dashboard screen.

Pass the cost on to volunteers

Create a Buy Item for the fee on Programs > Configurations > Buy Items/Add-Ons, then add it on the program's 2 Configuration page as a required Add-On for the Volunteer enrollment type. Setting Required? to 1 per Season Year charges each person once across programs with the same season year. How To Add A Volunteer Background Check Fee, under Related articles, has every step.

If something looks wrong

  • You were billed again for a returning volunteer. Their earlier check had run out under your validity setting, or they registered from a different account. TeamSideline only recognizes earlier checks for the same adult on the same account in your organization, so ask returning volunteers to sign in to their existing account.
  • A volunteer says they were charged for the check. PYS doesn't charge volunteers for checks your site orders. If they paid a background check fee, it's the add-on your organization put on registration, and it's part of their registration order.
  • You need to change the card PYS charges, or need an invoice or receipt. Contact PYS. PYS has an Organizational Update form for account details and a Billing Notice form for billing changes.
  • You want a different package (for example, Basic to Plus). TeamSideline Support changes the package in your site's background check settings; admins can't change it. Ask PYS about the new package's price first.
  • Checks you didn't expect. Look for Protect Youth Sports in the Background Check column on each program's 2 Configuration > Volunteers, and in Manager Background Check on 1 Setup of Team Registration plus Roster programs. To check only some volunteers, see How to run background checks only on approved coaches (private background-check program).

Good to know

  • A registration marked "Duplicate - Registered Previously" isn't sent to PYS.
  • Canceling a volunteer's registration in TeamSideline doesn't cancel a check that's already been sent to PYS.
  • TeamSideline Support can't change PYS prices, invoices or charges. PYS Support: support@protectyouthsports.com or 877-319-5587.

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