Reporting Concerns
How to raise concerns about child safety, misconduct, financial irregularities, harassment, or any conduct inconsistent with A2P's values — and what we do when you do.
Child Safety Emergency: If a child is in immediate danger, call 911 first. Then contact A2P. Do not wait. Maryland mandatory reporters must also call 1-800-332-6347 (MD Child Protective Services).
Purpose & Scope
Access 2 Play, Inc. is committed to operating with integrity, transparency, and an unwavering dedication to the safety of every young athlete we serve. This Reporting Concerns Policy establishes clear, accessible, and protected channels for raising concerns about misconduct, child safety, financial irregularities, harassment, discrimination, or any other conduct that conflicts with A2P's values or legal obligations.
This policy applies to:
- All A2P staff and contractors
- All coaches, mentors, and volunteers
- All board members and advisory committee members
- All club partners and program directors receiving A2P funding
- Athletes, parents, guardians, donors, and community members who interact with A2P
Who Should Report
Everyone. There is no minimum threshold for reporting. A2P operates a culture where raising concerns is valued, not discouraged. You do not need to be certain that misconduct occurred — a reasonable concern or suspicion is sufficient.
Specific obligations:
- Mandatory reporters (coaches, certain staff/volunteers under Maryland law) are legally required to report suspected child abuse or neglect to the Maryland Department of Social Services, regardless of internal A2P processes.
- All volunteers and coaches who signed the A2P Code of Conduct are expected to report violations of that Code promptly.
- Board members who become aware of financial irregularities, conflicts of interest, or governance failures are obligated to raise them under their fiduciary duty.
What to Report
The following categories of concerns should be reported through this policy:
| Category | Examples |
|---|---|
| Child Safety | Suspected or observed abuse, neglect, exploitation, grooming, or inappropriate contact with a minor athlete by any A2P-affiliated person |
| Code of Conduct Violations | Physical discipline, verbal abuse, intimidation, unsupervised contact with minors, unauthorized social media contact with athletes |
| Harassment & Discrimination | Hostile conduct based on race, gender, religion, disability, national origin, sexual orientation, or other protected characteristic |
| Financial Misconduct | Suspected misuse, theft, or unauthorized use of A2P grant funds, donor contributions, or organizational assets |
| Conflicts of Interest | Undisclosed personal or financial relationships that may influence A2P decisions on grants, contracts, or partnerships |
| Retaliation | Any adverse action against a person for making a good-faith report under this policy |
| Health & Safety | Unsafe training conditions, failure to respond to athlete injury, or disregard for required safety protocols |
| Legal Violations | Any conduct that may violate federal, Maryland state, or local law in connection with A2P activities |
If you are unsure whether a concern falls within this policy, report it anyway. A2P leadership will determine the appropriate response.
How to Report
A2P provides multiple reporting channels to ensure every person has a safe and accessible way to raise concerns:
Send to info@access2play.org with subject line "Concern Report." Describe what you observed, when and where it occurred, and who was involved. You do not need to investigate or have all the facts.
Contact the A2P Executive Director or Program Director directly by phone or in person if you prefer a conversation over written communication.
Anonymous concerns may be submitted in writing and mailed to A2P's registered Maryland address. Anonymous reports will be investigated to the extent possible, though limited information may constrain our response.
If your concern involves the Executive Director or senior leadership, contact the Board Chair directly. Board contact information is available by emailing info@access2play.org and requesting Board contact details.
Please include in your report: Your name and contact info (if not anonymous) · Description of the concern · Date, time, and location of the incident · Names of individuals involved · Names of any witnesses · Any supporting documentation you have
Child Safety & Mandatory Reporting
Maryland Law — Family Law Article § 5-704: Certain individuals including coaches, teachers, and healthcare workers are mandatory reporters. If you have reason to believe a child has been abused or neglected, you are required by law to report it to child protective services — this obligation exists independently of and in addition to any A2P internal reporting.
Step-by-Step: Child Safety Concern
If a child is in immediate physical danger, call 911 before taking any other step.
Call the Maryland Child Abuse and Neglect Hotline: 1-800-332-6347 (available 24/7). Reports may be made anonymously. Describe what you observed in factual terms.
Contact the A2P Executive Director or Program Director as soon as possible after making the government report. Do not delay making the government report to notify A2P first.
Do not confront the alleged perpetrator, do not attempt to gather evidence beyond what you have already observed, and do not discuss the concern with others who do not need to know.
Write down exactly what you saw, heard, or were told — including dates, times, locations, and direct quotes where possible. Submit this to A2P.
U.S. Center for SafeSport
Abuse by a coach or sports official may also be reportable to the U.S. Center for SafeSport, an independent nonprofit authorized by Congress to investigate athlete abuse in sport. Reports can be made at safesport.org or by calling 1-833-587-7233.
What Happens After You Report
A2P will acknowledge receipt of your concern within 48 business hours of receiving it, unless you have reported anonymously.
A2P leadership (or the Board Chair, if the concern involves leadership) will conduct an initial assessment to determine the nature of the concern and what immediate protective actions may be necessary.
A2P will conduct a fair, thorough, and prompt investigation appropriate to the severity of the concern. This may involve interviews, document review, or engagement of external professionals. Investigations are conducted on a need-to-know basis.
Where a concern is substantiated, A2P will take appropriate corrective action, which may include coaching, suspension, termination, fund recovery, or referral to law enforcement. Where required by law, A2P will report findings to government authorities.
To the extent permitted by confidentiality obligations, A2P will inform the reporting party of the outcome. We cannot always share full details of disciplinary actions.
Timeline: Most concerns will be resolved within 30 days. Complex matters involving legal proceedings or government agencies may take longer. A2P will provide status updates upon request.
Confidentiality
A2P treats all concern reports with the highest degree of confidentiality consistent with conducting an effective investigation.
- The identity of the reporting party will be protected to the maximum extent possible.
- Information about a concern will be shared only on a strict need-to-know basis during investigation.
- Records of concern reports and investigations are maintained separately from general personnel or program files.
- Complete anonymity cannot be guaranteed in all circumstances — particularly if the matter proceeds to legal or regulatory proceedings where disclosure is required by law.
A2P will never disclose the identity of a reporter to the subject of a concern unless legally required or with the reporter's explicit consent.
Non-Retaliation Policy
Retaliation against any person who makes a good-faith report under this policy is strictly prohibited and constitutes a separate, serious violation.
Retaliation includes any adverse action — direct or indirect — taken against a reporter because of their report. This includes but is not limited to:
- Removal from a program, team, or volunteer role
- Reduction in coaching assignments or responsibilities
- Social exclusion, ostracism, or hostile treatment
- Threats, intimidation, or harassment
- Negative references or communications to other organizations
Anyone who retaliates against a reporter will be subject to immediate disciplinary action, up to and including permanent removal from all A2P programs and activities.
If you experience or witness retaliation, report it immediately using the same channels described in Section 4. Retaliation reports will be treated with the same seriousness as the original concern.
False Reports
Reports submitted in deliberate bad faith — with the knowing intent to harm a specific individual through a false allegation — are a serious matter and inconsistent with A2P's values.
A person found to have submitted a deliberately false report may be subject to:
- Removal from A2P programs, events, and activities
- Notification to relevant sports organizations or governing bodies
- Referral to legal counsel if the false report constitutes defamation or another legal violation
Important distinction: A report made in good faith that turns out to be unsubstantiated after investigation is not a false report. This provision applies only to reports made with knowing intent to deceive. We encourage reporting and will never penalize a good-faith concern.
Board-Level Concerns
Concerns about the conduct of A2P's Executive Director, senior leadership, or the organization's financial management should be directed to the Board of Directors.
To reach the Board:
- Email info@access2play.org and request Board Chair contact information
- Mark your communication as confidential and addressed to the Board Chair
- The Board Chair will acknowledge receipt within 5 business days
The Board has ultimate fiduciary responsibility for A2P and is authorized to commission independent investigations, engage outside counsel, and take corrective action with respect to organizational leadership.
External Resources
Maryland CPS Hotline
Report suspected child abuse or neglect 24/7.
1-800-332-6347
U.S. Center for SafeSport
Independent athlete abuse reporting.
safesport.org · 1-833-587-7233
Maryland Attorney General
Nonprofit oversight & consumer protection.
marylandattorneygeneral.gov
FBI Tips
Report federal crimes online.
tips.fbi.gov
Policy Review & Updates
This Reporting Concerns Policy will be reviewed by A2P leadership and the Board of Directors at least annually, or sooner in response to:
- Changes in applicable Maryland or federal law
- Program growth that introduces new reporting scenarios
- Findings from any investigation that suggest policy gaps
Updates to this policy will be posted to this page with a revised effective date and communicated to all active coaches and volunteers.