1.	Applicants fill out a Background Screen Consent/Release form and send directly to SSCI, Inc. All parties to be screened must do so through SSCI, unless they can offer an acceptable substitute via arrangement with the Chief Screener and/or head of the Standards and Ethics Committee.
2.	SSCI performs background screens using criteria set by AJJF Background Screen policy.
3.	All results are e-mailed from SSCI directly to the Chief Screener. Nothing from SSCI goes directly to the Central Office. Results are labeled "Clear" or "Not Cleared/Record." "Not Cleared/Record" results contain no further information of what was found. Per SSCI policy, a full report of findings will be sent to the applicant.
4a.	"Cleared" applicants Name, DOB, and AJJF membershi p number is recorded in the Chief Screener's Records. * The Screened registrant's Name, DOB, and AJJF membership number is then e-Mailed to Central Office indicating that the person has been Cleared. To verify that the Screened Names have been received, Central Office then will forward back to the Chief Screener, via e-mail, exactly what has been sent. Upon verification of receipt, the report from SSCI is deleted by the Chief Screener. * A copy of the screened member's Name, DOB, and AJJF membership number is also forwarded to Internal Relations (Chairperson of The Standards and Ethics Committee) as a safety backup. * Central Office fills in a check-box on the member's AJJF record indicating that the background screen has been passed. The 3-year screening expiration date is also recorded so a reminder can be sent out 3 months before screening renewal is required. * Central Office then notifies the member in writing that they have successfully been screened via a new registration card with the 3-year screening expiration date on it.
4b.	"Not Cleared/Record" applicants will be contacted by the Chief Screen to notify them of the finding.
The applicant may then:
5a.	Choose to withdraw their application for Membership with the AJJF. If they request to withdraw their application, then the applicant's Name, DOB, and AJJF membership number (if a number was issued) is recorded in the Chief Screener's Records with the note "membership application withdrawn."
5b.	Choose to have a hearing by the AJJF Standards and Ethics Committee. A hearing by the AJJF Standards and Ethics Committee is a special case drafted under the Procedures for Conflict Resolution - Implementation of the Code, Section II: "The AJJF Board of Professors may interact with member(s) to address any violations, without invoking these Procedures in, but not limited to, the following ways: A. Meet privately with the member(s). B. Decide if there are to be consequences imposed and informing the member(s)." In this case, a Standards and Ethics Committee hearing is convened. Said committee is chaired by the Internal Relations Officer and includes two additional Black Belts selected by the Internal Relations Officer. Upon receiving written permission from the applicant, the Chief Screener will request additional information from SSCI, Inc. be sent to the Internal Relations Officer. An investigation will ensue, followed by a hearing. The Internal Relations Officer will notify all necessary participants of the date and time of the hearing and will supply all necessary documents by Certified Mail. The Standards and Ethics Committee will investigate, hold the hearing, and report the results and make a recommendation to the BOP for final disposition without supplying the particulars of the Not Cleared/Record to anyone outside of the 3-person Committee. If the BOP then approves application, the application is treated as "Cleared" (return to step 4a). If the BOP denies the application, the applicant may accept the denial of membership (return to Step 5a) or appeal the ruling as provided by the Conflict Resolutions procedures found in the AJJF Code of Conduct ( http://www.ajjf.org/AJJF/handbook/conduct.pdf) and see 5c below). The decision reached under these additional procedures by the BOP is final.
5c.	Choose to have the matter referred to the Internal Relations Officer as provided by the Conflict Resolutions procedures found in the AJJF Code of Conduct (http://www.ajjf.org/AJJF/handbook/conduct.pdf). Upon receiving written permission from the applicant, the Chief Screener will request additional information from SSCI, Inc. In this case the "complaint" being registered is a "Not cleared/Record" finding by SSCI, Inc. of application for registration. The Accused will be the Registration Applicant and the Complainant will be the Chief Screener. In this case the 3 member Ethics Panel must all be AJJF Professors. The decision reached under these procedures by the BOP is final. If the BOP recommends approval of the application, the application is treated as "Cleared" (return to step 4a).

NOTE: The difference between 5b and 5c is the formality and scope of the hearing procedure.

Below is the process flow

Also included here is the original letter that was sent to the AJJF blackbelts in October 2008

Date:

Dear AJJF Blackbelt,

This letter is a reminder that all AJJF Blackbelts (even Life, Associate, and Allied Members) must comply with the AJJF's Background Screen Policy. Our effort up to now has been to contact people via e-mail or through their dojos, but those methods don't always work, and so here it is as hardcopy.

A slightly edited copy of the original letter from Professor Lane and the Application form are attached. If you need the text of the policy, please contact me at eshatzen@yahoo.com or 805-807-4490 and I'll get it to you.

*	Please submit the attached form to SSCI, Inc. by no later than October 30, 2008. The form must be completely filled out and legible. Yes, SSCI must have your SSN and birthdate. NO ONE from the AJJF sees this information!
*	Oct 30 is also the cut-off for getting the Screen done at no cost to you. Beginning Oct. 31, individuals are responsible for the $20 fee. Please note the original deadline was July 15!
*	Screen compliance will be required at all Sanctioned AJJF events beginning November 12, 2008.
*	If you have been Background Screened somewhere else and wish to substitute the results of that Screen instead, please contact Prof Lane (geofflane@sbcglobal.net or call him at 530-624-8175). We will need either a copy of the Screen or a letter from someone in charge of said screens, and the name and contact information for the company or agency that performed the screen. For example, we had an active duty military officer submit a letter from his commanding officer. We waived the actual copy of the screen and contacting the screening agency.
*	We have created a new membership category called "Inactive/Retired" for those who wish to remain AJJF members either because they do not wish to submit to the Background Screen or because they have retired from active participation in the Federation. Instead of a renewal date following the Background Clear line on you new membership card, the words "Inactive/Retired" will appear. This means you are pledging not to be on the mat, teach, or hold office with the AJJF. You will continue to receive your Kiai Echo. You may "unretire" or become active by submitting the Background Screen form and obtaining "Clear" status at any time.
*	Central Office (Karen Lollis ) has been a great help by not letting any Blackbelters renew their AJJF Membership without the Screen being done, so if you'd like to renew your membership at this time, the renewal form can be found at http://www.ajjf.org/AJJF/store/renewal.php You can now do it on-line via credit card!

In kokua,

Ed Shatzen
AJJF Chief Background Screener