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Volunteer Screening Fall Update November 2007 It has been a while since I have I have been in touch. I hope all is going well with the parishes. It has been a very busy year for screening. A number of parishes have either started or restarted the screening initiative. One of the remarkable changes observed by the parishes is the compliance of the volunteers to submit to our screening procedures. This is not to say it is clear sailing for them but I have not received nearly as many complaints. Showing proper due diligence such as screening volunteers has become far more acceptable and in many cases demanded not just by the courts but from society as well. There are more and more articles in the paper that suggest certain organizations have failed to protect themselves or their clients by not using proper screening steps. We will never be able to stop human nature. Some people will take advantage of the trust we place in them no matter what steps we take to ensure our participants’ safety. All we can do is try our best; to know that we have taken as many steps as possible to maintain a safe environment for the volunteers and the vulnerable. You have often heard that “an ounce of prevention is worth a pound of cure”. This is so true when it comes to screening. It is better to put safety measures in place than to deal with the after math. Some of our parishes have had to deal with the after math. There have been allegations of broken trusts in a couple of parishes by volunteers. It is very difficult for these parishes to recover from these issues. We have learned a great deal from these problems. We tried to provide additional resources and training, such as our Workshop last November, ““Practical Advise for Ministering to the Vulnerable Sector”. This year we are introducing a few new policies to help the parishes in these matters. Policy Review During the summer, Bishop Bergie and I reviewed our current policies. Our goal in the Screening Initiative has always been to have a uniform procedure throughout the diocese. To this end we decided that certain practices should now be policy. Some of the changes involve volunteers moving from one parish to another and volunteers working in more than one parish. As you will see in the new policies, these process we put in place include getting a reference from the previous pastor. It is very important that the pastor be open about this volunteer. Also be sure to get the reference from the person that has been listed as the reference. We also addressed the need to standardize risk levels. Now all ministries that involve children and youth are to be high risk. This was always desired by me and is now mandatory by policy. As we progress with screening we realized that the standard for all agencies involving youth was rising. This is a case where we must be up to the current standard. Some changes are just clarification of policies already in place. I have attached a copy of the new policies and the changes. Be sure to add them to your manual. I offered two Update and Review sessions this fall; one in Kitchener and one in Hamilton. We discussed the policy changes, reviewed Duty of Care, Standard of Care, Duty to Warn and shared best practices from the parishes I found it provided the parishes an opportunity to see how they are doing compared to other parishes. As I have always said with the ongoing screening steps, it is better to gather together than work in a vacuum. I am planning a few more of these sessions in other locations in the winter. As soon as I know the dates and locations I will post them on the website and send them out to the parishes. Progress Reports This year I sent the progress reports out late in April, along with the fall training schedule. I resent it out at the beginning of October to the parishes that misplaced them in April. I have currently received back just a little over 50%. Thank you to all the parishes that have sent them back. These reports are required to show our due diligence. Like the feedback and review form we use in ongoing screening, I review the reports to find out if we are fulfilling our obligations regarding screening. They also give me an opportunity to provide ongoing support when parishes are experiencing difficulties. Any parish that has not sent in a report can still do it now. If you need another copy, give me a call or send me an email and I will send it out to you. Computer Program The computer program for volunteer screening records is finally ready. I didn’t know how many twists and turns there are in creating a program specific to our needs. Four parishes in Hamilton are currently testing it. So far we have had some good reviews. It has become much more than an archival system for our screening files. It has become a very useful tool for managing our volunteer screening processes. I am also looking for volunteers to help install this program on computers at the parishes. Some of the qualifications required are being comfortable with computers, be able to check for and download updates and have experience with installing programs. Training and support will be provided on this specific program. Anyone willing to volunteer or want more information please contact Mary Catherine Ker at 905-528-7988 ext. 2234. CWL Resolution – Government Funding For Police Records Check In July of this year the Catholic Women’s League of Canada, Ontario Provincial Council at their 60th Annual Provincial Convention adopted a resolution for “Government Funding for Volunteer Screening”. This resolution was adopted at the National Convention in August 2007 but renamed “Government Funding for Police Records Checks”. In it, it states the need for the Attorney General of Canada to underwrite the costs associated with police records check for volunteers and or non-profit community and charitable organizations. I have included a full copy of this resolution with this Update. This is very welcome news. Police records checks and their associated costs have always been a problem for us. It is nice to know that we are supported in our screening efforts by such an important organization.
St. Vincent de Paul Society I have received many questions about screening members of the St. Vincent de Paul. Many parishes have heard from their St. Vincent de Paul presidents that they are doing their own screening now. I applaud them for their efforts. It is reassuring that they recognize the need for screening, but right now there is a lot of confusion over their process. Some of the presidents have asked for access to our copies of the volunteer files. Others have asked that their screening records be filed with our screening records. Some parishes have never screened members of the St. Vincent de Paul. We need to clarify our position with regards to St. Vincent de Paul volunteers. Members of the St. Vincent de Paul who are parish based are parish volunteers. We are therefore required to screen them the same as any ministry in our parishes. We will prepare position descriptions and assign risk levels. If they are going to a person’s home even in pairs they must be screened as high risk. The parish screening committees will conduct the interview. We can and should use the interview questions prepared by the St. Vincent de Paul.
We can give the St. Vincent de Paul members a form indicating what screening was done by the parish and if they were successful. I have prepared a form that can be completed and given to each member. I have attached a copy. I will continue to work with the St. Vincent de Paul and the OCCB about screening and keep you up to date if there are any changes. If you have any questions or concerns regarding the Screening Initiative, please feel free to give me a call. I truly appreciate the work our screening committees are doing in the parishes. I know you are making it safer for the participants the volunteers and the church.
As we are starting this great season of Advent and Christmas I wish you and your families a very blessed Christmas.
Mary Catherine Ker
Diocese of Hamilton Information Booklet Table of Contents
Diocese of Hamilton 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
Duty of Care Participants Position Description Positions of Trust Risk Management Vicarious Liability Volunteer Vulnerable Person 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 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 Selection process: 4. Forms Supporting Volunteers: 8. Orientation and training
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.
Low Risk: Volunteers who: participate in a group setting, Medium Risk: Volunteers who: are involved in activities that involve contact with vulnerable people, High Risk- Volunteers who: participate in ministries that involve an on-going, intensive or lone interaction with vulnerable people, such as children and seniors; 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. 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 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.
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. 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. 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. 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 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. 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. 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. 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. 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.
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