Screening Policy

FOR A HEALTHY AND SAFE ENVIRONMENT SERVING THE PEOPLE OF GOD

Commitment

The Roman Catholic Diocese of Sault Ste. Marie is committed, as a faith community, to ensure that

• we fulfil our obligations to those we serve, especially our children and the vulnerable, and that
• we safeguard the integrity, safety and reputation of our clergy, employees and volunteers.

We can better protect those whom we serve in our diocese and parishes through the development, adoption and implementation of appropriate, consistent and ongoing screening measures.

I.    PROTOCOL

The Roman Catholic Diocese of Sault Ste. Marie, in keeping with our desire to create a healthy and safe environment for all our faithful and to ensure that we do not impede upon the aspiration of those who wish to serve, has established two groups of volunteers.  Volunteers are essential and no person is more important than the other regardless of the grouping.  For the sake of screening, employees are automatically members of the second grouping, "Certified Volunteers".

1.    The first group, hereinafter called "Service Volunteers", is for all volunteers whose services does not implicate or call them to:

a)    participate in activities dealing specifically with children, youth and those who are vulnerable; and/or
b)    one on one situations such as interviews and home visitation; and/or
c)    positions involving continued handling of parish or diocesan funds; and/or
d)    any other position or situation designated by the pastor and the parish screening team as a second grouping.

2.    The second group, hereinafter called "Certified Volunteers", is for all members of the faithful whose Ministry or services include:

a)    participation in activities dealing specifically with children, youth and those who are vulnerable; and/or
b)    one on one situations such as interviews and home visitation; and/or
c)    positions involving continued handling of parish or diocesan funds; and/or
d)    any other position, function or situation designated by the pastor and the parish screening team as being in this second grouping.

All persons who are hired, appointed, called, named, mandated or ordained to serve members of the faithful within a Parish, a Mission and/or the Diocese of Sault Ste. Marie including Catholic cemeteries and foundations are to follow the "Ten Steps of the Screening Process".  "To serve" must be understood as being an integral part of our Evangelical Mission.

II.    THE TEN STEPS OF THE SCREENING POLICY

1.    Service Description

A written description of each service, function or position is to be created and maintained (job description for each position; i.e. lector; leader of children's liturgy, usher; etc…).  This document must define the tasks of the service, establish the ground rules for those involved and set appropriate guidelines.

2.    Determine the Group

As a matter of policy, all services, functions or positions are to be studied and evaluated to establish the proper grouping, "Service Volunteers" or "Certified Volunteers".

Volunteers who are active in more than one service will be screened for the "Certified Volunteers" grouping.  

3.    Recruitment Process

Whether requests for volunteers or employees are done publicly, through notices printed in parish bulletins, church newsletters, announcements or other forms of public communication or through a personal invitation, a "Service Description" is to be available.

4.    Personal Information Form & Code of Conduct

A "Personal Information Form" is to be completed by all employees and volunteers and the original copy is to be kept in the "Confidential Parish Volunteer or Employee File" which will be stored at the parish or diocese.  This is essential.

All persons who wish to work or volunteer at the Parish or Diocesan Level must receive a copy of the "Diocesan Code of Conduct".  Once they have read the Code, they must sign an "Acknowledgment Form" stating that they accept to abide by its provisions.  This form will be added to the "Confidential Parish Volunteer or Employee File".

5.    Interview – Certified Volunteers

Interviews are to be carried out by at least two interviewers for all "Certified Volunteers".  The interview is to address questions about a person's background, skills, interests, and availability.  Concerns about the suitability of a candidate for the service in question are to be addressed by the Pastor.  Care must be taken in all interviews not to antagonize those wishing to be a volunteer.

Notes from the interview are to be placed in the confidential parish volunteer/employee file along with the "Personal Information Form" and the service description.

Nota Bene: In the event that a person changes parishes and wishes to serve in the new parish, he/she can request that a copy of his/her file be sent to the new parish.  The pastor will decide if further screening is necessary.

6.    Reference Checks – Certified Volunteers

Reference checks are recommended for those who are in the "Certified Volunteers" grouping.  References will be asked questions regarding the background and skills of the person wishing to serve our community.  It is to be made clear to those providing references that the individual is being considered for a certified position: i.e. with children, with other vulnerable people, with money, etc.  Reference check results are to be documented and kept in the "Confidential Parish Volunteer or Employee File".

7.    Canadian Criminal Background Check – Certified Volunteers

A Canadian criminal background check is necessary for all "Certified Volunteers". The Diocese of Sault Ste. Marie has entered into an agreement with Sterling Talents Solutions (MyBackCheck), a third party who specializes in complete background checks (E-PIC).  A guideline has been provided to all parishes.  Nota Bene: Volunteers under the age of eighteen are exempt from this requirement.  

8.    Orientation and Training

Appropriate orientation and training including guidelines for working as a volunteer or employee is to be provided by the parish.  They will also be required to sign the "Training and Orientation Form" indicating that they have attended the required training/orientation.  The person providing the orientation and training must also sign this form.  

9.    Supervision and Evaluation

The nature of supervision will vary according to the position held.  In the case of "Certified Volunteers", supervision and evaluation are to be recorded.  A written record of the evaluation is to be kept on file and shared with the volunteer or employee.  Evaluations are to occur at least once a year.  The frequency and type of appraisal would vary according to the service offered and at the discretion of the Pastor or the parish screening team.

10.    Participant Feedback

Regular and ongoing contact with the faithful who take part in an activity, ministry or program ensures the Diocesan or Parish programs remain relevant and of high quality.  It is vital that Pastor and program coordinators inform those involved in an activity, ministry or program that regular supervision and evaluation are conducted as part of our desire to maintain a healthy and safe environment.

III.    STRATEGIES IN ESTABLISHING A HEALTHY AND SAFE ENVIRONMENT

When a position or service is classified as a "Certified Volunteers", efforts will be made to manage or reduce any misconduct by applying one or more of the following strategies.

1.    Eliminate the activity or program

Activities or programs should be discontinued if it is seen or perceived as being inappropriate.

2.    Modify the activity

Change the location, length, timing, personnel or mode of delivery of the activity or program if it is seen or perceived as being inappropriate.

3.    Transfer or Share Liability

Involve other organizations or service groups that may be better prepared to handle the specific service or program in question.

4.    Tasks

Design all employee and volunteer tasks with the "healthy and safe community environment" in mind.  Ensure appropriate screening, orientation and training of individuals.  Incorporate ongoing supervision and evaluation of employees and volunteers.

IV.    CONFIDENTIALITY AND RECORD KEEPING

The Diocese of Sault Ste. Marie abides by the "Information Access and Protection of Privacy" (IAPP) legislation.  The very nature of screening employees and volunteers involves the collection, use, disclosure, and retention of sensitive personal information.  The Diocese and Parishes are required to keep this information in a safe place with limited access.  These records are to be kept permanently on file and they are to be updated annually, as long as the person is involved in the parish or diocesan community.

Employees and volunteers have the right to access their personal and confidential file.  To view their personal file, a written request must be made to the Pastor or the Bishop. Prior to undertaking a review of their file, a "Statement of Access to my Personal File" must be signed.  The Pastor or a member of the Finance Committee must be present when an employee or volunteer reads his/her file.  In accordance with this policy, the Employee or Volunteer has the right to obtain a copy of his personal file.  However, the Diocese or Parish may withhold information that relates to a third party.

Employees or volunteers may request that any inaccuracies or misinformation in the file be corrected by the Diocese or Parish.  This is to be made in writing.  If there is a disagreement regarding the information to be corrected, the Chancery office of the Diocese of Sault Ste. Marie is to be contacted.

This policy on confidentiality of records and their maintenance is to be explained to all employees and volunteers. (see Policy 40 of the Diocesan Administration Manual).

Definition of Terms

Adult

The age of majority is the legally defined age at which a person is considered an adult, with all the attendant rights and responsibilities of adulthood.  It is also the age at which a person is liable for their own actions, such as contractual obligations or liability for negligence.  In Ontario, the age of majority is eighteen (18) years old.

Children

For the sake of this document, it is anyone who has not attained the age of eighteen.

E-PIC

Enhance police information check

Infant / Youth

Canonically, it is a person who has not completed the seventh year of age and is considered incapable of personal responsibility.

Minor

Canonically, a person who is presumed to have the use of reason, eight years old, and who has not completed their fourteenth year.

Service

A position to discharge a duty or function, to help persons, to be part of a ministry, to assist persons, to be of service.

Service description

Also known as a position description or job description.  It is a document that clearly states the essential requirements, duties and responsibilities attached to a ministry or service.

Screening

An appropriate and consistent process designed to create a safe and healthy environment for those who serve in our parishes or our diocese, whether as employee or as volunteers.

Vulnerable persons

The vulnerability of the person or persons must be taken into consideration when screening.  Participants who have difficulty protecting themselves from harm, temporarily or permanently, are considered vulnerable.  Those at risk because of age, disability, handicap, or other circumstances such as emotional distress or grief may also be vulnerable to a greater or lesser degree.