Volunteer Screening

Winter Update January 2007

Happy New Year! The beginning of the year is a good time to do an update. It gives me an opportunity to first do a review. I often wondered where all the time went. By reviewing the past years activities, I started to realize how busy we were with screening activities.

Record Keeping

I mentioned last year that I would work on a solution for our problem with records storage. At the start of the screening initiative, I stated in the Volunteer Screening Manual “that files are to be kept for a period of seven years after a volunteer has ceased in ministry.” (Section Four-Page 5). At many meetings I have been asked what to do with the files after seven years; can we destroy them; does the diocese store them? That means that within two years I need an answer. We have been screening volunteers in our diocese since Feb 2002, some parishes even longer. There are a lot of files out there, but I may have a solution.

Since May, with Bishop Bergie’s approval, I have been involved with the development of a computer program for handling the volunteer screening records. Its primary function is to store our records after seven years. While working on it, it has been modified to actually keep track of some of our documentation, such as when a police records check is required and subsequently when offence declarations are needed. It also has the capability to create and print out letters and labels for all the volunteers or just the volunteers in a specific ministry. I had no idea how difficult and involved this task would be. There are still a few bugs in it but it is starting to look good. One of the major changes with this program is that ministry risk levels will be pre-determined.

This program is still undergoing testing. A number of parishes have given me copies of some of their screening files to use as a trial, Our Lady of the Assumption, Stoney Creek, St. Joseph, Guelph and Church of Our Lady, Guelph. Thank you for sharing your files. They have been very helpful in finding problems. I will keep you up to date as to when it will be available and training dates.

Progress Reports

Every year I send out a request for the parishes to complete a progress report. I use these reports to help me keep in touch with the screening program in each parish. It is similar to the ongoing screening steps, where we try to keep in touch with our volunteers through supervision and feedback. So far this year I have received reports back from 40 percent of the parishes. I will call the remaining parishes in the next two months to obtain an updated report on their screening progress. As a result of feedback from the reports, I have visited a number of parishes to provide one-on-one support, and developed a power point presentation outlining ministry leaders’ screening responsibilities. This year I asked for more information about the screening committees. Any parish that sent in the email addresses of their screening committees will be sent this Update by email as well as conventional mail as I have done in the past.

November Workshop

One of our projects last year was the presentation of the workshop, “Practical Advise for Ministering to the Vulnerable Sector”. It was a joint effort between the Volunteer Screening Office and the CYO. With help and support from Peter Rosser and a committee of volunteers well experienced with youth we were able to put on this two day mini-conference. The time and talents of these volunteers were greatly appreciated.

We focused on youth and children in this workshop because of need and time constraints but hope to focus on other members of the vulnerable sector in the future. There have been a number of incidents in which the volunteers were unsure of their responsibilities and requirements. The workshop provided the parishes with the knowledge and the tools to help prevent and deal with problems if they do occur. Deb Garbett did an excellent job of presenting the balance between our duty to report and common sense.

The workshop was attended by 66 clergy on Friday and 118 participants on Saturday. Thank you for participating in making this workshop a success. As promised, we will keep you updated of any changes or additional information that will help you minister to the vulnerable sector.

One of the key recommendations of the workshop was the development of a resource contact list to assist the parish in responding to an incident. These resources would include contacts/phone numbers of local agencies such as children’s aid societies, victim’s services, sexual assault centres, and local police departments’ services. As we are not experts in these areas, the parish should know who to call if situations should arise. This data should be based on information that you will receive from my office and with the knowledge and assistance of your pastor.

The diocese is currently developing a list of resources available in each area. If you find resources that have been helpful, please send them to me. We would like to add them to the diocesan resource list so that we can share them with all the parishes. We would like to keep these resource lists as uniform as possible. Please remember that your first resource should always be the Diocese. It is particularly important to remember that if an incident should occur at your parish you need to inform your pastor. The next step is to call the Diocese, either the screening office or the Chancellor, Bishop Bergie, as soon as possible.

A plan is currently under preparation to appropriately handle various incidents that may happen in a parish. Part of the plan will include a protocol to assist volunteers working with vulnerable people. It will provide information as to who to call, what documentation is required and what follow-up is needed in case of an incident, especially in cases of disclosure of abuse. A good example of what this protocol would look like can be found at Blessed Sacrament Parish in Kitchener. If anyone wants a copy please contact me and I will email it to you. Remember that this is only an example for reference and not the diocesan protocol. Each parish will be asked to implement the diocesan protocol once it is completed. This implementation process will be directed by the pastor together with the volunteer screening committee.

Questions from the Parishes

Volunteers who volunteer at more than one parish

Q.We have a high risk ministry in our parish in which volunteers from other parishes join in. Do we have to screen these volunteers who are already screened at their own parish?

A. Because these volunteers are not really known to the second parish, screening can be very difficult. A letter signed by the pastor of their home parish must be given to the second parish. This is similar to the procedures we already use for volunteers transferring from one parish to another.

A form has been prepared to help facilitate this procedure.

This form includes confirming all the steps required for high risk screening have been completed by the home parish.

A copy of the police records check and most recent copy of the Offence Declaration are to be included with this form.

The volunteer is to receive a position description and guidelines for the ministry from the second parish.

The ongoing screening steps, orientation and training, supervision and feedback and participant follow-up are to be followed at the second parish.

I have included a copy of this form with the Update.

If you have any questions or wish additional support please call me at 905-528-7988-ext. 2234 or email me email

Have a great day!

Mary Catherine Ker
Diocesan Screening Coordinator

Diocese of Hamilton
Volunteer Screening Initiative

Information Booklet

Table of Contents

• Screening Process
• Terminology
• Liability Insurance
• The Screening Process
• The Ten Steps
• Before Selecting Volunteers
• Determining Risk
• Defining Risk Levels
• Position Descriptions
• Recruitment Process
• Selection Process
• Forms
• Risk levels and Procedures
• Interviews
• Reference Checks
• Police Records Checks
• Supporting Volunteers/Ongoing Screening Steps
• Orientation
• Training
• Supervision
• Feedback and Evaluation
• Purpose of Feedback and Evaluation
• Participant Follow-up
• Parish Screening Committees
• Diocesan Screening Policies
  
  

Diocese of Hamilton
Volunteer Screening Initiative
Information Booklet

Since the earliest days of the church we have come together to worship and to live out our faith. We continue that tradition today. As a people of faith we reach out to those in need, we counsel, we help, we teach. Each of us brings unique gifts to share.

At the core of this spiritual helping is a sacred trust, which must be protected and never misused. We must do everything we can to protect the children and other vulnerable people in our care. This is an essential element of our call to service.

Volunteering has been the mainstay of most programs conducted in our parishes. We need to continue to recognize and appreciate the invaluable contributions of our many volunteers, from young adolescents to seniors. We would like to think that all our members and volunteers are dedicated and above reproach. Thankfully the vast majority are.

Yet, we must not close our eyes to the facts, that the help that is offered can sometimes be misused. Discreditable people seek out the vulnerable to exploit or abuse them. They take advantage of organizations that have lax or non-existing screening procedures, gain access to the vulnerable, win their confidence and trust and bring immeasurable harm to them and their families.

The Diocese of Hamilton in agreement with the Ontario Conference of Catholic Bishops and Volunteer Canada is implementing the Ontario Screening Initiative, Screening in Faith. By this initiative we, as a Church, have committed ourselves to begin the process of screening all volunteers who serve in the parishes of the Diocese of Hamilton. This process will make our programs safer; safer for our children, the vulnerable and our dedicated volunteers.

Screening Process

In order to protect all those involved in ministry, both those who minister and those to whom they minister, potential volunteers are to observe the formal screening steps mandated for the diocese. There is no need to apologize for the fact that care is being taken regarding the screening volunteers. Volunteers, especially those who are in positions of trust with vulnerable people, enjoy a sacred trust and are to be screened accordingly.

Screening volunteers is a process designed to create and maintain a safe environment. This process involves identifying any activity or a ministry position that could place children, youth or other vulnerable persons at risk of being harmed.

The screening process involves assessing risk, writing out position descriptions, and discerning the suitability of an individual for a volunteer position and subsequent training, supervision and evaluation of those involved. The process also ensures that the most appropriate match is made between the volunteer and the position

Terminology

The thoroughness and care that a prudent and reasonable person is expected to use in the evaluation of risks arising form a given activity.

Duty of Care
A general principle of civil law that requires an organization to do everything it reasonably can to adopt measures that care for and protect the participants. It is the moral, legal, and spiritual obligation that is owed to another, whether it be to the volunteer or to the recipient of the volunteer's ministry.

Participants
A generic term used to describe those who participate in programs or who receive services from ministries.

Position Description
A position description is an explicitly stated list of expectations and conditions under which a person functions as a volunteer.

Positions of Trust
Situations in which someone has a significant degree of authority or decision-making power over another and/or unsupervised access to another person and to his or her property.
Situations which by their very nature involve the possibility of developing a close, personal relationship between individuals as in mentoring, counseling or home visitation programs.

Risk Management
Screening is an exercise in risk management. Upon an assessment of the possibilities of risk arising from programs, activities or services, steps are then taken to eliminate, prevent or minimize the risk.

Vicarious Liability
The liability an organization assumes for the actions of those who function on its behalf.

Volunteer
An individual, who chooses to undertake a ministry position or activity, provides this ministry for an individual or in the service of a parish or the diocese, freely carries out the activity and does not receive a salary or wage for this service

Vulnerable Person
A vulnerable person is one who has difficulty protecting him or herself from harm and is at risk because of age, disability, or other circumstances such as emotional distress due to crisis or trauma.

Liability Insurance

Re: Volunteer Screening Process

Statement of coverage from Catholic Mutual Canada, insurance provider for the Diocese of Hamilton:

The liability coverage afforded to the Diocese of Hamilton and administered by Catholic Mutual Canada, provides coverage to volunteers and employees responsible for the screening of other volunteers and employees and all volunteers while they are carrying out their official duties. They are insured as a protected person and afforded all defense and indemnity coverage. The certificate of coverage excludes claims made for sexual abuse.

(Excerpt from a letter written by Catholic Mutual Canada to the Diocese of Hamilton and dated March 12, 2004)


THE SCREENING PROCESS

The screening requirements may vary from one each volunteer position to another depending upon the level of risk associated with a particular ministry. A volunteer who is alone with a vulnerable individual, for example, necessitates a more thorough screening than to a volunteer who participates in group setting. Nonetheless, there is always a risk. Screening begins before an individual starts volunteering and ends only after the individual leaves the ministry. The ten step process below is divided into three sections: before selecting volunteers, the selection process and supporting volunteers.

Ten Step Process

Before selecting volunteers:

1. Determine the risk
2. Position description
3. Recruitment process

Selection process:

4. Forms
5. Interviews
6. Reference checks
7. Police Records Checks
Record Keeping and Confidentiality

Supporting Volunteers:

8. Orientation and training
9. Supervision/ evaluation
10. Participant follow-up

BEFORE SELECTING VOLUNTEERS

Step One: Determining Risk

- The nature of the ministry and the inherent level of risks involved dictate the need for screening. Consequently, the greater the risk, the greater the degree of screening is to be completed.
- When in doubt as to the level of risk, a position will be categorized as high risk.
- The factors that help determine the risk include; the participant, the setting, the nature of the activity and the level of supervision.
- The need for screening reflects the nature of a given ministry and the inherent risks, not the volunteer.
.

Defining Risk Levels

Low Risk: Volunteers who: participate in a group setting,
have minimal or no contact with children or other vulnerable people
have minimal access to confidential information.
Examples: Lectors, Eucharistic Ministers, and Ushers.

Medium Risk: Volunteers who: are involved in activities that involve contact with vulnerable people,
either on a more regular basis or in a private setting but in the presence of other volunteers.
have greater access to confidential information.
Examples: Parish Council

High Risk- Volunteers who: participate in ministries that involve an on-going, intensive or lone interaction with vulnerable people, such as children and seniors;
in a position to exert influence over youth.
have access to confidential records, the physical premises and money.
Examples: Eucharistic Ministers to the Sick, Youth Group Leaders, Collection Counters

The only persons who are not to be considered within one of these three categories are the special event volunteers. These are volunteers who help out only for special events within the parish, (such as Fall Fiestas, Spaghetti Suppers and Bake Sales), but do not belong to a specific ministry.
These volunteers should be asked to sign in, so a record of them is kept on file. The sign-in sheet should include the name of the parish, the activity, and the date the event takes place. Volunteers are to write down their names, addresses and phone numbers. In so doing, the parish has a list it can use to ask for help in the future, and provide proof a person has volunteered.

Step Two: Position Descriptions

A Parish Volunteer Screening Committee and the leaders or coordinators of the various ministries are to develop position descriptions for every ministry within the parish. This position description identifies the level of risk, outlines the tasks of the particular ministry, and sets the ground rules for the participants. Each of the position descriptions is to be dated, approved by the pastor and screening committee and updated annually. Comprehensive position descriptions and risk assessments are the foundation for all screening measures.


Position Description format:

Name of Group/ Ministry States the name of the group/ ministry.

- Accountability States from whom the volunteer is to take direction and to be accountable
- Purpose of Ministry Explains the service that the ministry provides.
- Participant Group Outlines those to whom the volunteers minister.
- Activities and Responsibilities Lists the expectation for the volunteer in his or her ministry.
- Skills and Qualifications Required: Identifies the characteristics and qualities required of the volunteer
- Time Commitment and Duration Identifies the time commitment that is required and the amount of time for which a person is to serve in a given ministry (for example, two hours every week for a two-year period).
- Orientation and Training Outlines the manner and extent of preparation required
- Support, Supervision and Evaluation Outlines the support that is in place for the volunteer and the ways in which supervision and evaluation are to be carried out.
- Risk Assessment and Screening Procedures After consultation with the ministry leader, the screening committee identifies the risk and implements the corresponding level of screening

Step Three: Recruitment Process

The recruitment of volunteers is normally conducted on a less formal basis than the recruitment of employees. The more informally that volunteer recruitment is carried out, the less comfortable recruiters often are in applying formal screening steps. In a parish setting, there are ways to highlight the seriousness with which volunteer screening is being undertaken: printing or posting notices in the bulletin or hosting a ministry information day. When an individual expresses interest in volunteering for a particular ministry, provide the person with a ministry position description and the screening methods applicable for that ministry. In so doing, the individual will have a better understanding of the expectations and the role that he or she is to assume. Since not every volunteer is necessarily suited for the ministry for which he or she applies, the process may help to connect a potential volunteer with a corresponding suitable ministry. Being asked to volunteer is a privilege and a calling to a sacred trust. Recruitment materials must clearly state that all volunteers are to undergo appropriate screening.

SELECTION PROCESS

Step Four: Forms

A Volunteer Information Form is to be completed for all ministry positions. The completion of this form is intended to ensure that adequate records are kept. This form collects basic information such as the individual's name, address, phone number, and any previous experience, as a volunteer It also provides the screening committee with the necessary permissions, when required to conduct reference checks and police record checks.

For low risk positions, the ministry leader or coordinators may be responsible for providing the volunteer with a position description and for the distribution and collection of the information form (Volunteer Information Form AA@). This form is then to be given to the screening committee and is to be kept in a confidential file.

For medium and high risk positions, the screening committee is responsible for providing the volunteer with a position description and the distribution and collection of the various forms (as stated below) These forms are to be kept in a confidential file. Members of the screening committee are then to follow up by conducting an interview, completing the reference checks and, when applicable, completing a police records check report. In order to ensure that all the information has been gathered a checklist (Form AE@) is provided.

The extent of the screening process varies from one level of risk to another. It is the risk involved in the position that determines the level of screening not the individual. Volunteers within the Diocese of Hamilton are to be screened according to the procedures as outlined in the Volunteer Screening manual.

Step Five: Interviews

The interview provides an opportunity to talk to the potential volunteer about his or her background, talents, skills, interests and availability. An interview helps to determine the suitability of the volunteer for a particular ministry. During the interview, outline the responsibilities, the boundaries and convey the expectations of the medium or high-risk position. An interview need not be long or difficult. They are to be conducted by two members of the screening committee. Document the applicant's responses and keep them on file. The interview is to include questions directly related to risk concerns such an individual's attitude and interpersonal style with children or vulnerable adults. Interviews are required for all medium and high-risk positions.

Step Six: Reference Checks

Reference checks are to be conducted for all those who volunteer in medium and high-risk positions. Before proceeding, obtain the written permission of the applicant (refer to the Volunteer Information Form). References may provide further information about the background and skills of the applicant as well as another opinion on the suitability of the person for this ministry. Reference checks may be the most effective screening step that is undertaken during the screening process. No exceptions are to be made. Two references are to be completed for each volunteer. The information a reference provides is confidential and not available to the volunteer without the referee’s consent. A written record of the interview is to be kept using the reference check form (Form @D@) and placed in the applicant's confidential file.


Step Seven: Police Records Checks

A police records check will signal in a very public way that the parish is concerned about the safety of its vulnerable participants. A police records check is required for all positions deemed high risk. Only the applicant, the pastor and the screening committee may access the information obtained from a police records check. The parish may keep the police records check or return the original to the volunteer if they complete a Police Records Check form. A copy of this form is in Section Six of the Volunteer Screening Manual. The police records check or this document is to be kept in the volunteer’s file. If a conviction appears, the pastor is to meet with the applicant and ask that he or she provide details concerning the crime committed. A conviction does not automatically preclude and applicant from being a volunteer, only charges relevant to the position will prevent a volunteer form being placed in a position. . This decision belongs to the discretion of the pastor.

The process by which police departments conduct a record check varies throughout the diocese in terms of the procedure, cost, identification required, hours of operation and time for completion. For complete information on the various polices departments, refer to Section Eight in the Volunteer Screening Manual.

SUPPORTING VOLUNTEERS

Ongoing Screening Steps

Orientation, training, supervision, volunteer evaluations, participant follow-up and dismissal policies are ongoing screening measures. Orientation and training are the next steps in providing ongoing support and management of risk to the volunteers and vulnerable participants. This step gives the parish an opportunity to observe the volunteer while working. People who are skilled manipulators in one to one interviews may reveal different behaviour in group settings. Volunteers need to be given information and support as not to put themselves, the participants or the church at risk. It is dangerous to assume the risk end when a volunteer has been “screened”. The screening process is ongoing throughout the volunteers’ involvement in ministry.

Step Eight: Orientation and Training

Orientation

Orientation provides volunteers with information on the policies and procedures that formulate activities and responsibilities. It is important to explain the limitations and boundaries of a given ministry. Policies need to be clearly understood by all volunteers, especially when working with vulnerable participants. Volunteers are to know where to obtain information or support if needed. Volunteers need to know how to respond in an emergency situation and how to report it.

Policies cannot be followed if they have not been communicated. This information is to be conveyed in two ways: verbally, during an orientation session and in writing. There are two main written tools for orientation which benefit the volunteer by clearly outlining what is expected of him or her and the duty of the church to the volunteer: the position description and “Screening in Faith-Volunteer Guidelines”. All volunteers are to be given a copy of “Screening in Faith, Volunteer Guidelines”.

Training

In addition to orientation, volunteers are to receive training specific to the volunteer position. Some volunteers perform very straightforward tasks, while others carry out quite complicated or demanding ones. Volunteers must be given appropriate training to learn how to perform their activities without putting themselves or others at risk. During training, volunteers are to be informed of the limitations and boundaries. Discuss the rational for these limits to make sure volunteers understand them. The volunteers need to know that measures are in place if boundaries are overstepped. The guidelines for reassigning, or removing a volunteer are provided in the Volunteer Screening Manual. Training provides new volunteers with an opportunity to interact with current volunteers and ask questions.


Step Nine: Supervision and Evaluation

Supervision

Supervision is the most effective step of the screening process. The level of supervision is to be based on the level of risk involved in the volunteer position. Many positions in the parish require little or no supervision. Informal supervision already exists for many ministries. Part of the screening process is to identify current supervision practises and to establish a process of supervision where none exist. The screening committees will work with the ministry and group leaders to assess the level of supervision already in place and determine what more may be required. One of the reasons that low risk ministries such as Readers, are low risk is because the activities take place within the parish setting in view of the parishioners. For many high risk positions, however, activities take place outside the parish setting. Positions such as Eucharistic Ministers to the Sick involve the volunteer working one on one with a vulnerable parishioner in the parishioner’s home.

Feedback and Evaluation

Volunteers need to know that evaluation is a part of the ongoing screening process. Periodic evaluations or feedback can provide volunteers with support and a sense of achievement. All people including volunteers like to know that they are doing a good job. In order to meet the needs of the parish community it is important to have a feedback and evaluation process in place. Programs are more relevant when volunteers have an opportunity to provide feedback and suggestions. Ongoing evaluations can be combined with some of the forms of supervision such as at the interview at the end of the probation time, during mentoring and random spot checks.

Purpose of Evaluations

• discuss problems and develop positive approaches to correct them

• help manage risk and preventing harm

• protects all participants

• encourage and support the volunteers

• enlist the volunteers help in assessing the ministry or program
• keep the position description updated
• show appreciation to the volunteer
• provide clear details regarding inappropriate or unsatisfactory performance or behaviour

Step Ten: Participant Follow-up

One of the most valuable sources of information about the nature of relationships between a volunteer and vulnerable participant is the participant. Parishes having regular contact with participants and family members can act as an effective deterrent to a volunteer who might do harm or behave in an inappropriate manner. Volunteers should be made aware that any follow-up activities are a part of the screening and risk management procedures. It is important to remember that it is the nature of the position and the inherent level of risk that dictates the need for screening and participant follow-up rather than the character of the volunteer. There are times when this follow-up would be of benefit to the volunteer to help ensure his or her safety. These measures are to be used for all high risk positions.

Parish Screening Committees

In order to implement the Volunteer Screening Initiative in our diocese, it is necessary to establish parish screening committees. Pastors are responsible for choosing and maintaining a screening committee in their parish. A screening committee is never to be less than two people. Depending on the size of the parish more members may be needed. The pastor may be a member of the committee or may choose not to be directly on the committee. Regardless of this decision the pastor is ultimately responsible for the committee and the volunteers in his parish.

Members of the screening committee are asked to join for two years. They may continue on the committee for an additional two years. This will be helpful in training new members and keeping the process continuous. The pastor and the screening committee can help find new members for the committee. The pastor and the diocesan screening coordinator will provide support and additional training.

Some of the skills and qualities to look for in a screening committee member include knowledge of good record keeping, interviewing skills, ability to be objective in decision making, good understanding of confidentiality. It is important when choosing a member to find someone who will be impartial, who will not overlook problems or complete procedures because of friendships in the parish, including a friendship with the pastor.

The committee should establish a chairperson. This position will help coordinate the work of the committee, keep the pastor up to date with the program and liaison with the diocesan screening coordinator. Regular meetings should be held to keep all members of the screening committee informed of changes, workshops and to delegate the work. Unfortunately there is a great deal of work to start the process. Regular meetings will provide the committee with support. The areas of the screening initiative that are to be reviewed on an annual basis can be done at these meetings.

Some of these annual duties include reviewing position descriptions, updating volunteer lists from the ministry leaders, and updating the Offence Declarations. The screening committees are also responsible to help the ministry leaders implement the ongoing screening measures as described in Section Five of the Volunteer Screening Manual.

The information that the screening committees collect is to be regarded as confidential. All members of the screening committee are to complete an Oath of Confidentiality. This form can be found in the Volunteer Screening Manual, Section One, Page 5. Even when a member leaves this committee the information they have acquired either verbally or in writing is to be considered confidential. It is the responsibility of the pastor and the screening committee to maintain the files in a secure confidential filing system.

There is a complete list of responsibilities and qualifications in Section One of the Manual and Section Seven, Position Descriptions for the Parish Screening Committees.

DIOCESAN POLICY

In the Diocese of Hamilton, many volunteers serve in positions of trust. The screening of volunteers helps to create and maintain a safe environment for all volunteers as well as those to whom they minister. In order to ensure that all concerned are protected, the following policies are to be observed.

Implementation

1. The Catholic Bishops of Ontario have suggested that screening be initiated in every diocese in the province. Bishop Tonnos has mandated that the screening of volunteers be implemented in every parish in the Diocese of Hamilton.

2. All volunteers, both those presently serving and those seeking to do so, are to be screened.

3. All volunteers are to be screened according to the procedures and instructions presented in the diocesan manual.

4. Standardized forms, provided by the Diocese, are to be used in the implementation of a uniform screening process.

5. Pastors are to establish volunteer screening committees. A screening committee ranges form a minimum of two to a maximum of five people.

Position Descriptions

6. A position description outlines the responsibilities and duties of the volunteer as will as the screening measures to be applied.

7. The basic outline for position descriptions is to follow the same format across the diocese. Positions description are to be reviewed at least once a year. If there is a change to the position description before the end of the year, then the reversion to the position description should be made at that time.

Determining the Risk

8. All positions within a given ministry are to be assessed for the level of risk involved. The level of screening of a volunteer position must meet the level of risk associated with that ministry. When there is doubt as to the level of risk, a position will be deemed to be the higher risk.

9. Volunteers who are active in more than one ministry are to be screened for the position with the highest level of risk. When the volunteer moves form a low risk position to a higher risk level, he or she is to be screened again according to the higher risk level.

Forms

10. Each volunteer is to complete a volunteer information form.

11. For low risk ministry positions, the ministry leaders or coordinators of the particular ministry are to be responsible for the completion and collection of these forms.

12. For medium and high risk positions, the screening committee is responsible for the completion and collection of all applicable forms.

13. All forms are to be maintained in a confidential file and updated annually.

Interviews

14. An interview is to be conducted for all volunteers in medium and high risk positions.

15. A minimum of two people from the screening committee conduct the interview.

16. A record of the interview is to be documented and kept in a confidential file.

Reference Checks

17. At least two reference checks are to be conducted by the screening committee for all volunteer in medium and high risk positions.

18. The volunteer is to sign a permission form permitting the screening committee to contact the references. Only the persons named as references are to be contacted.

19. The result of a reference check is to be documented and kept in a confidential file.

Police Records Checks

20. A police records check is required for all volunteers in high risk positions.

21. The police records check must be an original, no more than 60days old and requested by the parish.

22. A police records check is to be reviewed by the pastor and/or the screening committee and the Police Records Check Form is to be completed. The completed form is to kept in a confidential file. The police records check is to be returned to the volunteer.

23. If the volunteer decides not to present the report to the screening committee, the parish cannot accept this volunteer for a high risk position.

24. A criminal conviction does not automatically exclude an applicant from volunteering in a particular ministry. Only convictions, which would be directly relevant to the position applied for, would prevent the applicant from volunteering in the position.

25. The Diocese of Hamilton does not assume the cost of conducting a police records check for the police departments that charge for this service.

26. A volunteer who leaves a ministry for one year or longer is required to provide a new police records check.

27. Offence Declarations are to be completed every two years for volunteers involved in high risk ministries. They are to be treated as confidential and stored with the Police Records Check.

Record Keeping and Confidentiality

28. Personal information obtained either verbally or in writing will be kept confidential.

29. Information gathered for the purpose of screening is accessible only to the volunteer applicant, the pastor and the parish screening committee members. Information is to be kept in a secured filing system.

30. In situations where a doubt arises as to the suitability of a person for a ministry, the pastor is to make the final decision.

Orientation and Training

31. All current and new volunteers must participate in an orientation session. The sessions are to be offered at least once a year.

32. All volunteers are to receive a copy of the AScreening in Faith-Volunteer Guidelines@. The screening committee is responsible for providing every volunteer with a copy.

33. Volunteers are to be given appropriate training to perform their duties without putting themselves or other at risk.

34. When orientation and training have been completed, the screening committee will document this on the volunteer's file on form AE@.

Supervision and Evaluation

35. The level of supervision is to be based on the level of risk involved in the volunteer position.

36. The screening committees will work with the ministry and group leaders to assess the level of supervision currently in use in each ministry or group ans determine what supervision will be used where none exists.
37. Evaluations are to be performed once a year for high risk positions. Copies of the evaluation are to be filed in the volunteer' file.

38. When supervision and evaluation has been completed, the screening committee will document this in the volunteers' file in Form AE@.

Participant Follow-up

39. Participant follow-up is to be a regular occurrence for high risk ministries.