Effective - June 01, 2016 17:00
The purpose of this document is to ensure that all adults acting in an employee, ministerial or other paid position in the Archdiocese are role models who are called to treat each minor and vulnerable adult with respect and care. ‘Vulnerable adult’ is defined as an individual at least nineteen (19) years of age who is susceptible to abuse or exploitation by virtue of his/her significant mental or physical impairment. It addresses employees and the need to maintain professional relationships with minors and vulnerable adults whether on or off the John Paul II Pastoral Centre or parish property.
Part A: Risk Assessment
Part B: Employee Management
Part C: Code of Conduct for Adults
Part D: Crisis Response and Intervention
The policies and procedures set out in Parts B (Employee Management) and C (Code of Conduct) are for all employees. Thus, the pastor or head of Catholic organizations or groups (Groups) together with the Screening Coordinator (SC)(1) must first determine the level of risk associated with each activity, task, or job with respect to the ministry. Keeping in mind that the document relates to the respect and care of minors and vulnerable adults by employees we must assess the following:
While risks may be termed as low, medium, or high, the main focus will be factors deemed “high risk.” These are guidelines to help you with your risk assessment and are not meant to be an exhaustive list of all potential risks.
(The table showing low/medium and high risks can be found in the original PDF file which can be downloaded from the top of the page.)
If you deem the risk to be high, then you must follow the procedures in Parts B (Employee Management) and C (Code of Conduct) of this document. If uncertain of the risk level, screen as if it is high risk. Some examples of positions deemed as high risk:
Effective recruiting and screening of employees is an essential part of a healthy ministry. Screening will assist in identifying persons who are unsuitable to working with minors and vulnerable adults.
Procedures
Employees will need to know their roles and responsibilities, expectations, clear lines of accountability, and crisis response and intervention (Part D).
Procedures
Supervision is recommended for all employees serving in ministry. It includes overseeing and monitoring the employee’s performance, and aids in establishing clear lines of accountability and expectations, including what is acceptable and what is unacceptable, and the volunteer’s roles and responsibilities.
Procedures
Those who act in the name of the Church have special influence in the lives of the people to whom they minister. Employees/volunteers in the Archdiocese are called to treat others with respect and care whether on or off the parish grounds. Employees/volunteers must sign and agree to the Code of Conduct prior to service.
Employees/Volunteers are required to:
Employees/Volunteers are required to:
Communications including verbal, handwritten, and electronic means will only be for reasons pertaining to the employee’s/volunteer’s role.
Physical contact shall be appropriate to the situation and age of the participant and only permissible if:
Some examples of appropriate touch:
Corporal punishment is not acceptable at any time.
Additional examples of inappropriate touch:
Minors should not be assisted with toileting and/or dressing. If a situation arises (e.g. accident or emergency) and assistance is required, another person should be present. The situation should then be reported to the parent and/or coordinator.
Employee/volunteer drivers should:
If required to drive minors and vulnerable adults on a periodic basis, employees/volunteers should submit a suitable Drivers’ Abstract and Volunteer Driver form to the Parish Screening Coordinator.
In parish or diocesan activities involving overnight stays, a minimum of two screened adults must be present. All overnight trips must have specific approval from the pastor.
Every individual has the right to be free from harassment. Harassment is defined as objectionable conduct or comment, directed toward a specific person(s), which serves no legitimate work purpose, and has the effect of creating a humiliating, hostile or offensive environment.
Confidentiality must be respected at all times unless disclosure is required for reasons of:
If incidents of concern arise, employees/volunteers should review the situation with the pastor or ministry coordinator. Dealings between employees/volunteers and participants must be open and transparent. If an unduly close relationship develops between an employee/volunteer and participant, the situation must be disclosed to the pastor or ministry coordinator.
Expensive gifts from participants are inappropriate and should not be accepted. In some situations, it is appropriate to accept tokens of appreciation. The receipt of gifts from participants should be disclosed to ministry coordinators and pastor.
Speaking in the name of the parish shall be avoided unless specifically authorized by the pastor to do so. Parish resources (for example, keys/computers, etc.) are only to be used for their authorized/ intended purposes. These resources must be adequately safeguarded and must not be shared without authorization.
I understand that a breach of any of the above may lead to disciplinary action. I acknowledge that I may be subject to a screening interview, reference checking, a police record check and vulnerable sector search if I am working with minors/vulnerable adults.
Any person who has reasonable grounds to suspect that a minor or vulnerable adult in the parish is or has been abused must report that suspicion to appropriate authorities and the Archbishop’s Delegate (or Deputy Delegate) for reporting the alleged abuse of minors. Clergy and parish coordinators have special responsibility to report allegations of serious misconduct and abuse.
“An employer must ensure that every individual who is hired for employment involving work with children or work with vulnerable adults and every employee who works with children or works with vulnerable adults undergoes a criminal record check in accordance with this Part.” — Criminal Records Review Act [RSBC 1996] Chapter 86, 8(1)
We ask all parishes and groups to have their PRC applied online through the Ministry of Justice from January 2014. There is no charge for volunteers. Please contact the Safe Environment Office if you have questions. The parish must obtain a Police Record Check (PRC) including a Vulnerable Sector search for all employees working in high risk roles with minors and vulnerable adults.
The parish will:
The employee will:
The pastor is responsible for checking the results. If he is satisfied with the results, the Pastor shall authorize the PSC to put it in an envelope, seal it, and sign the seal of the envelope before placing it in the employee’s file or do so himself.
Checks applied for through SterlingBackcheck
Checks for Employees can be done through SterlingBackcheck only if the applicant has done a VSS previously with the parish. Forms will be filled and signed by the applicant and sent to SterlingBackcheck by the parish who verifies the identity of the applicant with two government issued ID. The PRC results are sent directly to the parish within twenty‐four hours. The parish will receive the result and if it is returned as ‘Clear’, the applicant is deemed to have no criminal record.
Checks applied for through a Police Detachment
When the Police Record Check and VSS, done through the local police detachment in person, contain convictions and/or charges, etc, the pastor must contact James Borkowski, the Archbishop’s Delegate for Administration. The following factors will be considered by the pastor and the Delegate to determine the person’s suitability for the ministry position:
Please note that a pastor can reject a potential employee when results are returned clear if he is made aware of other facts and circumstances that may render the candidate unsuitable to work with minors and vulnerable adults.
Checks Applied for through the BC Ministry of Justice (exception)
Normally only available for volunteers; however those employed in registered or licensed child or vulnerable adult care facilities are required to be checked through the ministry at a set fee.
Please read: www2.gov.bc.ca/gov/content/safety/crime‐prevention/criminal‐record‐check
(1) Every parish and group must appoint a screening coordinator where there are ministries involving minors and vulnerable adults.
(2) For the purposes of screening, seasonal migrant laborers and refugees are regarded as vulnerable persons regardless of their mental or physical condition.
(3) Each organization will have their own administrative structure that would determine who is the head who will oversee safe environment and the screening coordinator(s)’s role.
(4) The Code of Conduct was drafted for parishes and can be edited by organizations to suit the nature of their activities keeping in mind the professional Archdiocesan standards and boundaries.
(5) Please refer to the Policy Regarding Allegations of Clerical Abuse
(6) Please refer to Policy Regarding Allegations of Serious Misconduct against Lay Persons.