Youth Sports Compliance Checklist for 2026

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Youth sports compliance isn’t optional—it’s essential. Proper screening, training, and documentation protect children, protect volunteers, and protect your organization.

But compliance requirements vary by sport, state, and organization type. It’s easy to miss something important.

This checklist covers the major compliance areas every youth sports organization should address. Use it to audit your current practices and identify gaps.

Coach & Volunteer Screening

Background Checks

Required for: All adults with regular, unsupervised access to children

Best practices:

  • [ ] Criminal background check (national + county)
  • [ ] Sex offender registry check
  • [ ] Conducted before volunteer begins
  • [ ] Renewed every 2-3 years (check your governing body requirements)
  • [ ] Results documented and stored securely
  • [ ] Clear policy for handling findings

Common gaps:

  • New volunteers starting before checks complete
  • Checks not renewed on schedule
  • No policy for mid-season additions

SafeSport Training

Required by: USA Swimming, USA Gymnastics, US Soccer, and most Olympic NGBs

Best practices:

  • [ ] All coaches complete SafeSport training
  • [ ] Training completed before season starts
  • [ ] Certificates documented
  • [ ] Renewal tracked (typically annual or biennial)
  • [ ] Organization-specific supplemental training

Common gaps:

  • Parent volunteers not completing training
  • Assuming previous years’ training counts
  • No tracking system for expiration

Reference Checks

Recommended for: Head coaches and staff with significant responsibility

Best practices:

  • [ ] At least 2 references contacted
  • [ ] Questions about experience with youth
  • [ ] Documentation of conversations
  • [ ] Red flag escalation process

Athlete Protection Policies

Code of Conduct

Should cover:

  • [ ] Appropriate coach-athlete interactions
  • [ ] Two-deep leadership (never one adult alone with one child)
  • [ ] Communication policies (appropriate channels, parents copied)
  • [ ] Physical contact guidelines
  • [ ] Travel policies
  • [ ] Social media policies
  • [ ] Reporting procedures

Reporting Procedures

Must include:

  • [ ] How to report suspected abuse
  • [ ] Who receives reports
  • [ ] Mandatory reporting obligations (varies by state)
  • [ ] Protection from retaliation
  • [ ] Documentation requirements

Open & Observable Environment

Practices should be:

  • [ ] Open to parent observation
  • [ ] In visible locations
  • [ ] With multiple adults present
  • [ ] Without closed one-on-one settings

Medical & Health

Medical Information Collection

For each athlete:

  • [ ] Emergency contact information
  • [ ] Medical conditions (allergies, asthma, diabetes, etc.)
  • [ ] Medications
  • [ ] Insurance information
  • [ ] Physician contact (optional)

Concussion Protocol

Required in all 50 states (laws vary):

  • [ ] Written concussion policy
  • [ ] Coach education on recognition
  • [ ] Immediate removal from play if suspected
  • [ ] Medical clearance before return
  • [ ] Parent notification
  • [ ] Documentation of incidents

Emergency Action Plan

Each facility should have:

  • [ ] Emergency contact numbers posted
  • [ ] Location of first aid supplies
  • [ ] AED location and trained users
  • [ ] Evacuation procedures
  • [ ] Weather emergency protocol

Waivers & Consent

Participation Waiver

Should include:

  • [ ] Acknowledgment of inherent risks
  • [ ] Agreement to follow rules
  • [ ] Medical authorization for emergency treatment
  • [ ] Photo/video release (separate or integrated)
  • [ ] Signed by parent/guardian for minors

Medical Release

Authorizes:

  • [ ] Emergency medical treatment
  • [ ] Specific medical conditions noted
  • [ ] Current medications listed
  • [ ] Insurance information

Photo/Video Consent

Covers:

  • [ ] Use in organization materials
  • [ ] Social media posting
  • [ ] Website use
  • [ ] Opt-out option for families

Facility & Equipment Safety

Facility Checks

Regular inspection of:

  • [ ] Playing surfaces (holes, debris, hazards)
  • [ ] Goals and equipment (secure, not tipping)
  • [ ] Fencing and barriers
  • [ ] Lighting (for evening activities)
  • [ ] Parking and traffic patterns

Equipment Safety

Verify:

  • [ ] Age-appropriate equipment
  • [ ] Proper condition (not worn/damaged)
  • [ ] Correct sizing
  • [ ] Safety certifications where applicable

Weather Policies

Document procedures for:

  • [ ] Lightning (30/30 rule typical)
  • [ ] Extreme heat
  • [ ] Extreme cold
  • [ ] Air quality issues
  • [ ] Communication of cancellations

Insurance & Legal

General Liability Insurance

Verify coverage for:

  • [ ] Participant injury claims
  • [ ] Spectator injury claims
  • [ ] Property damage
  • [ ] Coverage amounts appropriate for organization size

Directors & Officers Insurance

Protects:

  • [ ] Board members
  • [ ] Organization leadership
  • [ ] Decision-making liability

Abuse & Molestation Coverage

Specifically covers:

  • [ ] Sexual abuse claims
  • [ ] Often requires compliance documentation
  • [ ] May require specific training/screening

Documentation & Record Keeping

What to Keep

Document TypeRetention Period
Background check results7 years after last contact
Training certificates7 years after last contact
Signed waivers7 years after participant turns 18
Incident reports7 years minimum
Medical informationDuration of participation + 7 years
Registration records7 years

How to Store

Best practices:

  • [ ] Secure, access-controlled storage
  • [ ] Digital backup
  • [ ] Limited access (need-to-know basis)
  • [ ] Organized for quick retrieval
  • [ ] Destruction policy for expired documents

Compliance Calendar

Before Season

  • [ ] Background checks complete for all new volunteers
  • [ ] SafeSport training current for all coaches
  • [ ] Waivers collected from all participants
  • [ ] Medical forms current
  • [ ] Insurance renewed
  • [ ] Facility inspections complete

During Season

  • [ ] Monitor certification expirations
  • [ ] Document any incidents
  • [ ] Conduct spot compliance audits
  • [ ] Address any concerns immediately

After Season

  • [ ] Archive season documentation
  • [ ] Review any incidents
  • [ ] Plan improvements
  • [ ] Begin prep for next season

State-Specific Requirements

Requirements vary significantly by state. Research your specific state’s laws for:

  • Background check requirements
  • Concussion protocols
  • Mandatory reporter obligations
  • Specific sport regulations
  • Youth protection statutes

Resources:

  • Your state athletic association
  • National governing body for your sport
  • Legal counsel familiar with youth sports

Audit Your Compliance

Quick Self-Assessment

Score yourself 0-2 for each area (0=not addressed, 1=partial, 2=complete):

AreaScore
Background checks/2
SafeSport training/2
Code of conduct/2
Reporting procedures/2
Medical information/2
Concussion protocol/2
Waivers complete/2
Insurance current/2
Documentation organized/2
Facility safety/2
Total/20

Scoring:

  • 18-20: Excellent compliance posture
  • 14-17: Good, but address gaps
  • 10-13: Significant improvement needed
  • Below 10: Urgent attention required

How OlliPlay Helps

Managing compliance with spreadsheets and paper files is possible—but risky and time-consuming. OlliPlay’s Compliance Center streamlines the entire process:

Tracking

  • Background check status for every coach
  • SafeSport certification monitoring
  • Waiver completion tracking
  • Document expiration dates

Automation

  • Automatic reminders before expirations
  • Alerts for non-compliant roster additions
  • Renewal notifications to volunteers

Reporting

  • Audit-ready compliance reports
  • Organization-wide status dashboards
  • Historical documentation

Protection

  • Immutable audit trails
  • Secure document storage
  • Access controls

Ready to simplify compliance?

[Start Your Free Trial →] See how OlliPlay makes compliance manageable.

[Schedule a Demo →] We’ll show you the Compliance Center in action.

Conclusion

Compliance isn’t about checking boxes—it’s about protecting children and creating environments where they can safely enjoy sports. The administrative burden is real, but the stakes make it non-negotiable.

Whether you use software or spreadsheets, the checklist above provides a framework. Audit your current practices, identify gaps, and address them systematically.

Your athletes, families, and volunteers deserve an organization that takes safety seriously.

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