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1
California DOJ COR Guide for Youth Soccer Clubs
California DOJ Applicant Agency�& Custodian of Records Guide
For eligible youth soccer clubs in California that are not yet�authorized applicant agencies
START HERE: A step-by-step compliance roadmap
DOJ Pathway
1
Apply in AAP
2
Preliminary Authorization
3
Submit COR
4
Live Scan
5
Final Authorization
Prepared as a practical club-admin guide
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PURPOSE
2
California DOJ COR Guide for Youth Soccer Clubs
Who this guide is for
Use this only after confirming the club meets DOJ eligibility criteria.
Assumptions
California youth soccer club
Serves minors through coaches, staff, or volunteers
Meets the statutory basis for DOJ fingerprint background checks
Is not already an authorized applicant agency
Main Objective
Become an authorized DOJ applicant agency so the club can receive background check responses for covered adults in club roles.
End State
DOJ applicant agency authorization
Confirmed Custodian of Records
ORI / mail code issued
Correct Live Scan process for club applicants
Internal confidentiality procedure
DOJ Applicant Agencies
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ROADMAP
3
California DOJ COR Guide for Youth Soccer Clubs
The process at a glance
For clubs that are new to DOJ applicant agency authorization.
1
Prepare
Gather club legal documents and choose proposed COR.
2
Apply
Submit agency authorization request through AAP.
3
Prelim OK
Respond to DOJ analyst requests and receive preliminary authorization.
4
Confirm COR
Submit proposed COR, complete COR Live Scan, and wait for confirmation.
5
Launch
Receive final authorization, set up AAJC, and start using correct forms.
Key rule: do not send club applicants for DOJ fingerprinting until authorization is complete.
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PREP
4
California DOJ COR Guide for Youth Soccer Clubs
Before starting the AAP application
Have the information ready before opening the portal.
1
Club identity
Legal name, DBA/common club name, EIN, addresses, phone, email, website, agency head or responsible officer.
2
Organizational documents
Articles/formation documents, bylaws, IRS letter if applicable, FTB letter if applicable, Statement of Information, officer list.
3
Background check program
Which roles need fingerprinting, whether adults are staff/volunteers/both, and how the club will protect results.
★
Recommended internal decision before applying
Adopt a board or executive approval noting the club will apply for DOJ applicant agency authorization and naming the proposed Custodian of Records.
✓
Keep the explanation simple
For a youth soccer club, the reason is usually that adults in club roles have direct contact with minors and the club needs a secure process to evaluate eligibility.
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COR
5
California DOJ COR Guide for Youth Soccer Clubs
Choose the proposed Custodian of Records
The COR is the gatekeeper for criminal history information.
Good COR candidates
• Executive Director
• Club Administrator
• Registrar
• Board President
• Risk Management lead
• SafeSport / compliance lead
Choose someone trusted, stable, organized, and able to keep confidential records secure.
Avoid
• Casual volunteers
• Team managers without a club-wide role
• Anyone who cannot manage confidential records
• Anyone likely to leave soon
• Large groups with access to results
Simple club setup
Primary COR:
Club Administrator, Executive Director, or Registrar
Backup COR:
Board President or senior administrator
Access rule:
one primary and one backup is usually enough for a small club.
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AAP
6
California DOJ COR Guide for Youth Soccer Clubs
Apply through the Agency Authorization Portal
Use AAP because this club is not already an authorized applicant agency.
What the club does in AAP
• Start the applicant agency authorization request
• Submit club information and documents
• Identify the legal basis for background checks
• Communicate with the DOJ analyst
• Respond to clarification requests
• Move toward preliminary authorization
✕
Do not use yet
AAJC is not the starting point for a new club. AAJC is for agencies that are already authorized and have a confirmed COR.
?
Practical tip
Save everything submitted in AAP in a secure club folder: application screenshots, DOJ messages, uploaded documents, and later the final authorization details.
Agency Authorization Portal / Applicant Agencies
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COR SUBMISSION
7
California DOJ COR Guide for Youth Soccer Clubs
After preliminary authorization: submit the proposed COR
Follow DOJ instructions in AAP for the COR step.
1
DOJ preliminarily authorizes the club
↓
2
Club submits proposed COR through AAP
↓
3
COR completes Live Scan using COR form
↓
4
Club submits COR application materials
↓
5
DOJ confirms or denies the COR
★
Key forms
• BCIA 8016CUS — Request for Live Scan Service, Custodian of Records
• BCIA 8374 / 8374-9007 — Custodian of Records Application for Confirmation
!
Important warning
Do not use a generic Live Scan form unless DOJ specifically instructs the club to do so. The wrong form can delay approval or require new fingerprinting.
DOJ Custodian of Records
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FEES
8
California DOJ COR Guide for Youth Soccer Clubs
Budget for COR fingerprinting and confirmation
Plan for the required DOJ fees plus the Live Scan provider’s rolling fee.
$
Current DOJ-listed COR fees
State fingerprint processing
$32
Federal fingerprint processing
$17
COR confirmation
$30
Minimum DOJ total
$79
✓
Club recommendation
The club should pay the COR costs because this is a club compliance function. Keep receipts and a copy of the completed COR Live Scan form in a secure administrative file.
Add the Live Scan provider’s rolling/service fee to the total.
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POST-APPROVAL
9
California DOJ COR Guide for Youth Soccer Clubs
After DOJ approval: set up the club process
Authorization is the beginning of the operating system.
1
Save authorization details
Securely store DOJ authorization documents, ORI, mail code, contact details, and portal instructions.
2
Set up AAJC access
Use AAJC as directed by DOJ to manage responses, agency info, and applicant status after authorization.
3
Prepare applicant forms
Create the correct Live Scan form for club applicants with the agency name, ORI, mail code, role, and application type.
4
Define covered roles
Create a written list of who must be fingerprinted: coaches, assistant coaches, trainers, staff, board members with youth contact, and covered volunteers.
5
Track status only
Use a simple status tracker: Cleared, Pending, Needs Review, Not Eligible, No Longer Affiliated.
6
Review annually
Before each registration year, confirm CORs, portal access, covered roles, and the club’s confidentiality procedure.
Applicant Agency Justice Connection
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CONFIDENTIALITY
10
California DOJ COR Guide for Youth Soccer Clubs
Protect confidentiality
Treat DOJ responses as restricted criminal history information.
✕
Do not
• Share raw DOJ results with coaches
• Email results to the board
• Store results in a shared drive
• Discuss criminal history in board meetings
• Give parents or team officials access
• Keep records longer than needed
✓
Do instead
• Limit access to DOJ-confirmed CORs
• Use secure storage
• Share only eligibility status when needed
• Keep a clean audit trail
• Destroy information when the business need is complete
• Submit “No Longer Interested” notices as required
Useful status labels: Cleared • Pending • Needs Review • Not Eligible • No Longer Affiliated
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LINKS
11
California DOJ COR Guide for Youth Soccer Clubs
Helpful DOJ links and contacts
Keep this slide as the club’s launch page.
↗
Core links
DOJ Fingerprints
Applicant Agencies / AAP
Custodian of Records
AAJC
Applicant Live Scan
Agency FAQs
Live Scan Locations
@
DOJ contact emails
Agency authorization questions
AuthorizationQuestions@doj.ca.gov
Custodian of Records questions
COR@doj.ca.gov
AAJC support
AAJCSupport@doj.ca.gov
Post-authorization processing issues
AppAgencyQuestions@doj.ca.gov
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CHECKLIST
12
California DOJ COR Guide for Youth Soccer Clubs
Small club checklist
Use this as the working implementation list.
Confirm eligibility criteria
Gather legal and nonprofit documents
Choose primary and backup COR
Define covered roles
Apply through AAP
Respond to DOJ requests
Receive preliminary authorization
Submit proposed COR
Complete COR Live Scan
Submit COR application materials
Receive COR confirmation
Receive final authorization
Set up AAJC access
Prepare applicant Live Scan forms
Adopt confidentiality policy
Review annually
Final setup: one primary COR + one backup + secure status tracker + annual compliance review