Volunteer Screening

Spring Update 2006

Greetings! I know it has been a while since I have been in touch. It has been a very busy year with training, deanery meetings and parish visits. A number of parishes have requested trainings, some for new members of existing committees and some for new committees. I spent most of February attending the various Deanery meetings. These meetings gave me an opportunity to update the pastors on the status of the Screening Initiative and answer questions. I am continuing the parish visits. Many parishes have benefited by being able to ask questions that are unique to their parishes. I have been reminded many times as to how time consuming screening is, but also how rewarding it can be. During these visits, many parishes have discovered that they have been doing the ongoing screening steps and not even realizing that the training and supervision they provide are a part of screening. I hope to continue to make parish visits throughout the year.

Many times during my training sessions, I have had to justify the use of the word volunteer. Some people have stated that the word volunteer does not reflect the work we do in the Catholic Church. While doing research on the Catholic Church’s view of the word and the use of volunteers, I came across Pope John Paul II‘s Address to the Plenary Assembly of the Pontifical Council “Cor Unum”, February 7, 2002. I would like to share some of the Holy Father’s comments with you. In it he states, “…Volunteer work, the fruit of wise and deeply felt choices, offer to society, beyond the concrete act of service, the witness to the value of unselfish giving. …The action of volunteers aims at emphasizing the centrality of the human person, in contrast with the economic interests that often are the category that dominates social relationships. In this regard, volunteer work is a significant humanizing and civilizing factor. On the occasion of the International Day of Volunteers, last 5 December (2001), to stress the concern for this vast phenomenon, I addressed a message to all who are involved in the field of service to human beings and to the common good. In my message, I reaffirmed the validity of this experience that gives a great many people the possibility of living concretely the vocation to love innate in every human heart.”

Quote Link

Special Event Volunteers

I have received a number of questions involving “Special Event” volunteers. I will attempt to provide more guidelines and direction to resolve some of these questions. Until some of these questions were raised, I did not anticipate the problems that we would encounter. I hope this helps to clear up any misunderstandings.

One of the assumptions, stemming from the manual, was that anyone involved in a special event was able to sign–in on a “special event” sign-in sheet instead of going through a more thorough screening process. Special event volunteers are the volunteers who help out only for the day(s) of a special event. All special event volunteers should be given some orientation to help them understand the duties and boundaries of their work. This orientation may be given at a meeting before the event or at the beginning of the event.

This did not take into account the people running the event. Sign-in forms are only for the helpers at a special event, not the people running it. In most cases the people running the event are in positions of higher risk. They may be handling money, in positions of authority, working with youth or children and have access to the physical premises or keys. Their involvement would include planning, running the event, being responsible for fundraising and doing some follow-up work. In fact, most conveners would be involved for more than one day. They do not fit the criteria for a special events volunteer.

“When the duration of a position is short, as is the case for many special events and special projects, a dilemma can emerge since the duty to screen carefully exists regardless of the duration of the placement. … Be careful not to lower your standards because the position is short term. Instead, recognize that the full solution to these dilemmas is not always confined to screening. Assess the position carefully, identify specific perils and look for alternative risk control options.” Linda Graff, Beyond Police Checks: the Definitive volunteer and employee Guidebook, Linda Graff and Associates, 1999, pg. 20.

Some of the techniques that Linda describes for risk control in this book are:

• teaming short term volunteers with a buddy, a volunteer who has been screened and experienced in this position.
• adding supervision or frequent spot check by long-term volunteers
• have the short term volunteers be confined to a location in which there are always others present.
• have parents or family members assist. While no guaranteed to be risk-free themselves, family members can be a good supplement to the special event labour force.

I have included a copy of a position description for a Special events Coordinator from one of our parishes. I hope this will help clear up any misunderstandings.

Questions

Q. Does the special event sign-in only apply to our parishioners? What if members of other parishes or organizations are helping out at a special event, such as a Gala, at our parish?

A. Anyone who is helping out for a special event is to sign-in. This includes volunteers from other parishes or other organizations. This does not include the band that has been hired or special guests and speakers.
Orientation should be provided to all volunteer helpers for each special event. This will be especially beneficial to volunteers from outside the parish. Hopefully, it will help them feel more comfortable and allow them to work more safely.

Q. How can we screen volunteers that have been at the parish longer than anyone can remember?

A. Long time volunteers in our parishes can be a source of valuable information. We need to be sensitive when asking them to submit to the screening protocols. Explain to them that we need to learn from them. They are our testing subjects to see if we have it right. They may be able to provide more insight into a specific ministry.

Ask them what questions they would ask a new volunteer; what they would tell a new volunteer about their ministry.

Ask them if they are pleased with the support they receive from the parish.

What would make the ministry better?

Let them tell you about their experiences.

In the interview also ask them to tell you about themselves. Has the ministry benefited them in any way?

I know there are no guarantees that these questions will work, but they are worth a try. I have seen them used in my own parish and was very pleased with the responses.

Q. Can new volunteers start volunteering before they have finished being screened?

A. New volunteers involved in low risk ministries, such as lectors and choir members are to complete the Volunteer Information Form and the Volunteer Agreement and receive a copy of that ministry’s position description by the day they start their ministry. This can be done by the ministry leader. The ministry leader should have copies of these documents to give to all new members when they start and ensure they are completed and returned to the screening committee. The ministry leader should also ensure that the screening committee is given an updated list of volunteers whenever new volunteers join the ministry.

New volunteers involved in high risk ministries cannot start their ministry alone until they are fully screened.

While they are waiting for the screening process to be completed they may attend orientation and training.

They are to complete the Volunteer Information, the Volunteer Agreement, receive a position description and be interviewed by the screening committee.

After the interview they may be paired up with an experienced, screened volunteer until the rest of the screening process is completed. Clearly outline the limitations while the screening is being completed. The experienced volunteer should also understand the new volunteer’s limitation and not ask him/her to do something he/she is restricted from doing.

It must be explained to them that continuation in the ministry is dependent on the successful completion of the screening process.

Set a limit on this time to be sure that the rest of screening steps are completed.

Thank you for your continued support of the Volunteer Screening Initiative.

Have a great day!

Mary Catherine Ker
Diocesan Screening Coordinator

For additional information please contact Mary Catherine Ker at the Chancery Office at 905-528-7988-ext. 234 or Email