NHSBBQA -Volunteer & Background Check Policy

Purpose of This Policy

The National High School BBQ Association® (NHSBBQA®) is committed to providing a safe, supervised, and school-aligned environment for students.

This Volunteer & Background Check Policy establishes expectations for screening, supervision, and authorization of adults who may interact with students in NHSBBQA®-affiliated programs, events, and activities.

Scope of Application

This policy applies to all adults participating in NHSBBQA® programs, including:

• Volunteers

• Judges

• Mentors

• Event staff

• State Association leaders

• Contractors and partners with student contact

School & District Authority

NHSBBQA® recognizes that schools and districts retain primary authority over volunteer approval and screening for students under their supervision.

• School employees and volunteers must comply with district background check requirements

• NHSBBQA® does not override or replace school or district screening policies

• When school policies are more restrictive, school policy prevails

Volunteer Roles & Levels of Access

Volunteer screening requirements are based on the level of interaction with students.

Level 1 — Supervised, Limited Contact

Examples:

• Event support

• Equipment setup

• Food service assistance

• Non-instructional roles

Requirements:

• Direct supervision by educators or authorized adults

• No one-on-one student interaction

• Background check may not be required unless mandated by the school or district

Level 2 — Direct Student Interaction

Examples:

• Judges

• Mentors

• Instructional assistants

• Team advisors (non-school staff)

Requirements:

• Background check consistent with NHSBBQA® or school standards

• Completion of Code of Conduct acknowledgment

• Adherence to Child Protection & Youth Safety Policy

Level 3 — Leadership & Oversight Roles

Examples:

• State Association officers

• Event directors

• Program coordinators

Requirements:

• Background check

• Governance training or orientation

• Ongoing compliance review

Background Check Standards

When required, background checks may include:

• Criminal history screening

• Sex offender registry check

• Identity verification (as permitted by law)

Background checks may be conducted:

• By the school or district, or

• By NHSBBQA® or its approved service providers

Results are reviewed solely for suitability to work with youth.

Confidentiality & Data Handling

• Background check information is handled confidentially

• Results are not shared publicly

• NHSBBQA® does not retain unnecessary personal data beyond compliance needs

Disqualification Criteria

Individuals may be disqualified from participation if background screening reveals:

• Violent offenses

• Sexual misconduct involving minors

• Crimes that pose a risk to student safety

• Failure to disclose required information

Final determination may be made by NHSBBQA® in coordination with school leadership when appropriate.

Supervision & Conduct Expectations

All volunteers must:

• Follow NHSBBQA® Code of Conduct

• Adhere to supervision requirements

• Avoid one-on-one isolation with students

• Maintain professional boundaries at all times

Violations may result in immediate removal from participation.

Reporting Concerns

Any concerns regarding volunteer behavior or safety should be reported promptly to:

• School or district officials (primary authority), and/or

• NHSBBQA® governance leadership

Reports made in good faith are protected from retaliation.

Annual Review & Renewal

Volunteer authorization may be:

• Reviewed annually

• Revoked for non-compliance

• Updated as laws or district requirements change

State Associations are responsible for maintaining compliance documentation.

Policy Review & Updates

This policy is reviewed periodically to ensure alignment with:

• Federal and state youth protection laws

• U.S. Department of Education guidance

• Best practices for youth-serving organizations

Updates may be issued as necessary.

Related Governance Resources

• Apply to Become a State Association

• Are We Official?

• Governance, Licensing & Legitimacy

• State Association License Agreement

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