Registration screening

What is searched, and by whom

A screen searches the public sex offender registries of all 58 US jurisdictions, which is the fifty states, the District of Columbia, the territories, and the tribal registries, and state prison system records, for a match on a legal name and date of birth. It runs through Offendersearch, a search provider that holds a continuously updated copy of those sources and that Safe Academy 360 uses for this purpose. Offendersearch is not affiliated with Safe Academy 360 or Roll Payments beyond that.

County court records and federal records are not searched. The provider lists them as planned. Until they are live, the screen is described without them.

The result is back in about a second. It reports how many of the 58 registries answered, and any returned record with the basis for the match, the registry it came from, when that registry was last checked, and a link to the public listing. When some registries do not answer in time, the screen says which ones and runs again. An incomplete search is never presented as empty.

Offendersearch states that it is not a consumer reporting agency and that its results are not a consumer report. Safe Academy 360 does not compile reports about people. It keeps the outcome of each screen and the links to public listings, not the provider's report.

At registration

When a person registers with the academy, the adult account holder is screened the moment the registration lands, on the legal name and date of birth they gave, as part of the signup they already complete. Nobody at the academy has to chase paperwork or remember to run it. Screening is disclosed in the registration agreement the person accepts before it runs.

The screen is on the adult, not the child. When a parent registers a child, the parent is the account holder and the person screened.

The result goes to the academy's platform, on the member's record, and to no one else. When a record is returned, the academy's named alert contact is emailed.

At coach onboarding

Each coach is screened the moment the academy adds them, on their legal name and date of birth as they appear on their ID, as the first item of the certification path. Before it runs, the owner confirms in writing that the coach has been told the academy runs a public records screen on every coach, that the coach has agreed, that the result is used only for the academy's Safe Academy 360 standing, and that any decision about the coach's role is made by the academy after review.

A coach added without the screen shows as missing, and it runs when the coach confirms their own details on their intake link. Changing a name or date of birth runs it again. The coach's own credentials page shows the screen and its status, in the same words the academy sees.

Nothing about an individual coach's screening is published anywhere: not in the directory, not on verify, not on a badge or certificate, and not by implication. Public surfaces show academy status and credential counts only.

Screened again each month

Everyone Safe Academy 360 has screened, coaches, adult members, and people entered through the quick screen, is screened again each month in a batch, on the same legal name and date of birth against the same sources. The academy does nothing. Each person's record shows when the screen last ran and when it runs next. A record returned on a repeat screen raises an alert and a review exactly as on a first screen. Why the repeat matters.

Academies that register elsewhere

An academy that registers people on another platform screens them by hand. The quick screen on the academy's Safe Academy 360 page takes a legal first name, last name, and date of birth, typed in, and returns the same result from the same sources in about a second. Everyone screened this way joins the same monthly repeat and the same review if a record returns. The academy's ledger shows everyone screened, by which route, with the last result and the next screen date.

What the academy sees

• How many of the 58 registries answered, and which did not. When some could not be searched in time, the result says so in plain words and the screen runs again. An absence of matches from the registries that did answer is not treated as an answer from the ones that did not.
• Any returned record, with the basis for the match, the registry it came from, when that registry was last checked, and a link to the public listing.
• When no record is returned: the statement that no matching records were returned by the sources that answered, with the date it ran and the date it runs again. Not "passed," not "safe."
• A history of every run: when the person was added, at registration, by quick screen, or on the monthly repeat, and what each returned.

An absence of matches is not a guarantee. Registry data is incomplete, matching is name based, and a person who is not in a registry is simply absent from it. That sentence appears beside every result the academy sees, in the same size as the result.

What the person agrees to

The registration agreement discloses that the adult account holder's legal name and date of birth will be checked against public sex offender registries and state prison records, now and monthly while they are a member, names the purpose, and captures consent before the search runs. For a coach, the academy tells the coach before adding them and confirms that in writing, and the coach sees the screen and its result on their own credentials page. Consent is never pre ticked.

How to ask what was found, and how long results are kept, is set out in the privacy policy.

What the data cannot tell you

On a returned record

A returned record is a candidate, not a finding. Three things are fixed. A person looks at the linked public record before anything happens. Safe Academy 360 makes no automatic decision, and the academy makes any decision only after that review. And no outcome is published.

The process, in order:

1. The academy's alert contact is emailed within minutes, and the academy's platform shows an open alert. The email says a screen returned a registry record with the same legal name and date of birth, that reviewers are comparing it now, that nothing is decided until the review is complete, and that no one else has been told.
2. Safe Academy 360 reviewers work through a fixed checklist: the registry photo compared with the person's identification, the date of birth on the record compared with the person's, the registry page opened to confirm the listing is current, and a call to the academy owner. Most matches are resolved within two business days.
3. One of three outcomes is recorded. Not the same person: the screen is recorded as returning no matching records, and the academy is told that and nothing more. Identity confirmed: the academy owner is contacted, and a coach's credential is not complete while it stands. Could not rule out: the academy follows up, usually by asking the person for identification.
4. The academy decides what happens next. Safe Academy 360 decides only whether the record and the person are the same person.

A person who believes a screen matched them to someone else's record writes to support@rollpay.co with their name, the academy, and the approximate date. Identity is confirmed first, then a person reviews the match against the public listing. The process, written for parents and owners.