MASSACHUSETTS YOUTH SOCCER ASSOCIATION, INC.
STEP 1: REVIEWING KORRIO PAGE
At the start of each season you will need to review your KORRIO page, to ensure all of your coaches are CORI checked. From the Quick Reports menu you will select the Find Background Check Status by Person report. Running this report will give you a listing of all of the adults you have listed in KORRIO with the expiration dates for their CORI check. How to Run a Background Check Status by Person Report.
Coaches who will be participating in the upcoming season and are not listed in KORRIO, or who have an expired CORI check will need to be submitted prior to the start of the season.
STEP 2: CONTACTING VOLUNTEERS
An email should be sent to all of the new or expired coaches with information on how to register in KORRIO. How to Register for CORI and Check Status in Korrio
With these instructions it will also be important to provide the URL for your organization. If you do not know your URL please email firstname.lastname@example.org to obtain it. It is necessary for your volunteers to complete this process first for the following reasons, registering for the program will collect the information you will need to complete the ICORI report when an volunteers account is created, (last name, first name, DOB and last 6 digits of the SSN), an electronic signature is created giving Massachusetts Youth Soccer permission to conduct the Background Check.
In addition to registering in KORRIO you will need to collect a copy of the volunteer’s License. How you collect this is up to you. Due to the sensitive nature of the information being collected you will need to take steps to keep this secure. If you are storing files electronically they must not be stored on the hard drive of any computer, but on a removable drive (i.e. jump drive, flash drive). This drive should be encoded and kept in a locked drawer or cabinet. Encrypting can be a simple process. Step-by-step Instructions. There are several sites available online which offer free encrypting software to download. One such site is True Crypt.
STEP 3: REVIEW REGISTRATION COMPLIANCE
In your correspondence to the volunteers you will want to give them a deadline date for this step. Indicate to them that if they do not complete this step you will not be able to run the CORI check on them and therefore they will not be eligible to be on the field. When you reach the deadline date you have selected you can easily make sure all adults have registered by logging into KORRIO yourself and running a report called the “Program by Attendees Report”. Set a date range for this to make sure you capture only this season’s registrants. The date range should be beginning with the date you sent the email and ending on date you are running this report. This report will show you the people who have completed the Registration process to date.
STEP 4: UPLOAD CORI INFORMATION FROM KORRIO
From the Quick Reports option in KORRIO upload the Commonwealth of Massachusetts – CORI Submittal Report. How to Run the MA-CORI Submittal Report. This report will provide you with the following information, Last Name, First Name, DOB, Last 6 of SSN.
This is sensitive information and should be saved in the manner explained in STEP 2.
STEP 5: SUBMITTING CORI INFORMATION TO MASSACHUSETTS YOUTH SOCCER
Once you have run the Commonwealth of MA – CORI report you will need to input the required information into the ICORI template.
Please do not make any formatting changes to the template; it is setup to meet exact specifications required to upload to the state.
You will notice that there are several additional columns of information requested on the new spreadsheet. Please note that the only columns that are required to be completed are the following:
Date of Birth
Last 6 Digits of SSN
The last name and the first name of each adult can be cut and pasted from the KORRIO report into the columns on the new template. Birthdates will still need to be in the mmddyyyy format; however the only format that will successfully upload to the new iCORI site is text. Despite our best attempts, the only way we have found to input a birthdate in correct form is to manually key each birthdate in the cell and using the format cell feature and to format as text. We are very much aware that manually keying in the birthdates is a burdensome process for the Submitter. Please be sure to enter the information using no / or -. The entry should look like this 01012012.
The last 6 digits of adults’ Social Security numbers have not been required in the past. However, the new CORI law is now making the submission of these digits MANDATORY. The last 6 digits of an adult’s Social Security number will unfortunately also have to be entered into the spreadsheet manually. We are aware that there may be some concern with providing even a portion of an individual’s Social Security number. Please be aware that this is not being required by Massachusetts Youth Soccer and is a requirement that we cannot change. Simply put, it is required by the laws of the Commonwealth of Massachusetts. As with copies of drivers’ licenses collected by Submitters, you must keep this information in a secure location.
**We understand the concerns your volunteers might have submitting Social Security Numbers. Please know that we are in agreement with them, but at this time it is a requirement of the Commonwealth of Massachusetts. We will be contacting our legislature to initiate a change of this policy. Until this change comes we are forced to require the information.
STEP 6: SUBMITTING THE TEMPLATE
Once you have completed the template please save the file as follows Organization name_date (ex. AbingtonYS_072512). Please use the organizations full name, as you can imagine there are several towns that use acronyms to distinguish themselves, and several are similar. Using the full name of the town will ensure that we are updating the correct organization. Due to the sensitive nature of the information we are asking that you upload it directly to a secure lock box. ICORI Secure Lock Box.
When your file is received it will be uploaded to the CORI web portal review and then update the status of your volunteers. This is why it is important for your volunteers to be registered prior to submitting to me. If they are not in the system they cannot be updated Submissions will be due on the following schedule:
Fall Season by July 1
Spring Season by February 1
After the initial submission, you can make additional submissions if needed, I suggest making weekly submissions as you update your list of adults. You can run your report once a week for new volunteers and then add them to your spreadsheet to then be submitted to me.
Once the status of your volunteers has been updated, the process is complete and you can see them updated in KORRIO when you log in. Please make sure to periodically review your organizations KORRIO account to see if we missed anybody and if we have please let me know. I will not be able to send notification emails to you each time updates are made, sorry.
If there is a problem with a CORI check it will be given to Executive Director Mike Singleton for his review. He will determine the appropriate course of action and if necessary he will contact your organization’s President.
If you have any questions regarding any of the steps please contact Tamie Endow email@example.com or 978-466-8812 x 235.