Roman Catholic Diocese of Fresno

 

 

 

 

Safe Environment

 

STEP BY STEP GUIDE

 

 

PARISH EDITION

 

For the audit period

July 1, 2007 – June 30, 2008

 

 

           A Parish Resource to Guide the Implementation of the

Charter for the Protection of Children

and Young People

 

“Promise to Protect – Pledge to Heal”

 

Established by the United States Catholic Conference of Bishops


Table of Contents

 

Safe Environment Resources ……………………………………..………………. 3

 

Safe Environment Implementation Diagram ……………………………...……… 4

 

Step One: Employee & Volunteer Application Process ………………………….. 5

 

Step Two: Background Checks – Fingerprinting …………………...……………. 6

 

Step Three: Basic Safe Environment Training …………………………………… 7

 

Step Four: Annual SE Review for Continuing Employees & Volunteers ………. 10

 

Step Five: Safe Environment Education for Parents, Children & Youth ……….. 11

 

FORMS:

 

Form A1    -     Basic Safe Environment Training Attendance Sheet

 

Form A2   -      Code of Conduct

 

Form B   -        Annual Safe Environment Review Attendance Sheet

 

Form C     -      Parent Notification of “Keeping the Promise” Program Presentations

                        (Parishes may customize their own notification if desired.)

 

Form D      -     “Keeping the Promise” Parent Presentation Attendance Sheet

 

Form E    -       “Keeping the Promise”  K-12 Presentation Summary Sheet

 

Form F1    -     Current Employee/Volunteer Master List

 

Form F2    -    Terminated Employee/Volunteer Master List

 

Volunteer Application Form

 

“Keeping the Promise” Safe Environment Program Order Form

 

 

Additional Forms Available in English Only:

 

Suspected Child Abuse Reporting Form

 

Video Training Questionnaire

 

Safe Environment Resources

 

There are five Diocesan publications to direct and support the implementation of the Charter for the Protection of Children and Young People,

which includes:

 

1.  Clergy Handbook

* Policies, Procedures and Clergy Code of Conduct *

 

2.  Human Resource & Risk Management Binder

* Fingerprinting Policy Section *

 

3.  The California Child Abuse & Neglect Reporting Law

*Training Manual*

Creating Safe Environments For Our Children and Ourselves

* Training Resource*

 

4. Safe Environment Step By Step Guide

*Parish Edition & School Edition*

 

5.  “Keeping the Promise” Safe Environment Program

*Curriculum for Parishes – Resource for Schools*

 

All Clergy and members of Religious Orders must be approved by the Bishop to serve within the Diocese of Fresno.  Questions or concerns regarding any issues pertaining to ordained ministers should addressed with the Vicar General.

Questions or concerns regarding non-ordained members of Religious Orders should be addressed with the Vicar of Religious.   Call 559 488-7400 for assistance.

Text Box: Allegations of Sexual Abuse of a Minor must be reported immediately to a Law Enforcement Agency and the Diocese of Fresno.
VICTIM ASSISTANCE SERVICES
are available by contacting the Victim Assistance Coordinator at
559 584-4349
 

 

 

 

 

 

 

 

 

 

 


IF YOU HAVE A QUESTION OR NEED ASSISTANCE WITH ANYTHING REGARDING FINGERPRINTING OR SAFE ENVIRONMENT PROCEDURES PLEASE CONTACT:

Text Box: Diocese of Fresno
Safe Environment Office
P.O. Box 1306
Hanford CA 93232-1306
 Ph: (559) 584-4349 
Fax: 559-584-2592
tadominguez@sbcglobal.net
Text Box: Diocese of Fresno
Human Resource Office
Fingerprint Technician
1550 N. Fresno St.
Fresno CA 93703
(559) 493-2851
zona@dioceseoffresno.org

 

 

 

 

 

 

 

 

 

 

 


 

Safe Environment Implementation

Diagram

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Step One

 

Employee & Volunteer

Application Process

 

 

EMPLOYEES

 

·        All parish employees must complete an Employment Application.

 

·        Contact all professional and personal references listed.

 

·        Contact pastor of previous parish if applicable.

 

·        File Employment Applications in a secure location.

 

·        Archive Employment records for a period of 30 years after termination.

 

·        Archive Employees’ signed Code of Conduct and Safe Environment training records for a period of 50 years after termination.

 

 

 

VOLUNTEERS

 

·        Volunteers who serve on a regular basis (more than twice a year) where minors may be present must complete a Volunteer Application.

 

·        Contact all professional and personal references listed.

 

·        Contact pastor of previous parish if applicable.

 

·        File Volunteer Applications in a secure location.

 

·        Archive Volunteers’ signed Code of Conduct and Safe Environment training records for a period of 50 years after termination.

 

Step Two

 

Background Check

 

FINGERPRINTING

 

·        All employees and volunteers 18 years and older who will serve where they may be unsupervised around minors for any length of time must be fingerprint cleared.

 

·        Employees and volunteers who are required to be fingerprinted should not begin service until clearance is received.  However, in the event of an urgent need, employees and volunteers who begin service prior to fingerprint clearance MUST be under direct-constant supervision by an adult who meets all Safe Environment requirements.

 

·        “Live Scan” Forms for fingerprinting are provided by the Human Resource Office upon request.  Call:  (559) 493-2851

 

·        Fingerprinting provides a background check and sequential reporting of arrests/convictions.

 

·        Once an employee/volunteer is fingerprint cleared, they do not need to be printed again, unless their Live Scan is withdrawn upon termination and they later return to active service.

 

·        The Fingerprint Technician in the Human Resource Office must be notified when an employee or volunteer who has been fingerprinted terminates.

 

·        A Social Security Number is not required for fingerprinting.  However, some form of valid personal identification is required.

 

·        Post high school adults who continue to attend youth group functions must be fingerprint cleared unless the parish takes full responsibility for providing direct-constant supervision by an adult who meets all Safe Environment requirements.

 

·        Instruct the Employee/Volunteer to return the “Requesting Agency” of the Live Scan Form and file it in a secure location.

 

Note: Once Human Resources receives notification from the Department of Justice, the

Pastor is notified with a letter. Annual reports are sent to Pastors with an up-to-date listing of eligible employees/volunteers.  Updated reports are available to the Director of Religious Education anytime upon request.

 

Step Three

 

Basic Safe Environment Training

 

·        All parish employees are required to attend Basic Safe Environment Training.

 

·        Volunteers who serve where minors may be present are required to attend Basic Safe Environment Training once, followed by an annual review.  See Step Four for specifics regarding the annual review.

 

·        The Basic Safe Environment Training is not the same presentation that parishes must offer to parents on an annual basis.  The parent presentations are part of the ”Keeping the Promise” Safe Environment Program that is addressed in Step Five.

 

·        There are three options to satisfy the Diocese of Fresno Basic Safe Environment Training:

 

1.      Attend a two-hour Basic Safe Environment Training presented

by a trainer certified by the Diocese of Fresno.

 

2.      Online training offered at no charge by U.C. Davis at

http://humanservices.ucdavis.edu/resource/camrt/index.asp

 

3.      Three part video series published by KidSafety of America available for purchase by calling: (909) 902-1340.

 

BASIC SAFE ENVIRONMENT TRAINING

 

·        The Diocese of Fresno Basic Safe Environment Training includes:

 

An Introduction to the USCCB Charter for the Protection of Children and Young People “Promise to Protect – Pledge to Heal”

 

Overview of the four types of child abuse: 

§         Psychological/Emotional Abuse

§         Physical Abuse

§         Sexual Abuse

§         Neglect

 

Signs of suspected child abuse

 

Mandated Reporting requirements and procedures

 

Review and signing of the Diocese of Fresno Code of Conduct

 

·        The parish is responsible for sending the original copy of the Sign-In Sheet to the Safe Environment Office and keeping a photocopy for parish files.

 

·        The signed Code of Conduct is to remain on file at the parish.

 

·        When training is provided for a Deanery or by request of a religious or lay organization, the Safe Environment Trainer is responsible for sending the original copy of the Sign-In Sheet to the Safe Environment Office. 

 

·        The parish must maintain a list of all employees and volunteers who are required to attend the Basic Safe Environment Training, noting the date and location the training was attended.  A form for this task is included in Section II of this Guide.

 

 

 

ONLINE TRAINING

 

The online “General Training” course offered by U.C. Davis will satisfy most of the content of Basic Safe Environment Training.  You may access the online training at: http://humanservices.ucdavis.edu/resource/camrt/index.asp

 

·        There is no fee.

 

·        A Certificate of Completion is provided.

 

·        The trainee must submit the Certificate of Completion to the parish.

 

·        The designated Safe Environment contact for the parish must review the Diocese of Fresno Code of Conduct with the trainee and obtain a signature.

 

·        The trainee should also receive a brief summary of the USCCB Charter for the Protection of Children and Young People.

 

·        The Certificate of Completion and signed Code of Conduct must be kept on file at the parish.

 

·        In lieu of the Sign In Sheet, a copy of the Certificate of Completion and a copy of the signed Code of Conduct must be sent to the Safe Environment 0ffice.

 

 

VIDEO TRAINING (Currently Available in English Only)

 

·        KidSafety of America has produced a three part video series for Mandated Reporting.  This resource may be used HOWEVER…

 

There is one error in the video that discusses reporting procedures.  It states that a Mandated Reporter must submit the written report within 72 hours from the time the verbal report is made over the telephone.  This is not correct for the State of California.  California State Law allows 32 hours for the Mandated Reporter to submit the written report. 

 

·        The KidSafety Video Training Program may be ordered by phone at: 909-902-1340.

 

·        To satisfy all Safe Environment Training requirements using the KidSafety of America Video Training Program the trainee must:

 

·        View all three parts of the video series

 

·        Completed the Safe Environment Mandated Reporting Questionnaire found in Section II of this Guide

 

·        The designated Safe Environment contact for the parish must review the Diocese of Fresno Code of Conduct with the trainee and obtain a signature.

 

·        The trainee should also receive a brief overview of the USCCB Charter for the Protection of Children and Young People.

 

·        The completed Questionnaire and signed Code of Conduct must be kept on file at the parish.

 

·        In lieu of the Sign in Sheet, Aa copy of the completed Questionnaire and signed Code of Conduct must be sent to the Safe Environment Office.

 

 

 

 Step Four

 

Annual Safe Environment Review for

Continuing Employees & Volunteers

 

 

 

·        An annual review of the information presented in the Basic Safe Environment Training is required for all continuing employees and applicable volunteers.

 

 

·        The review may be done by the D.R.E., Youth Minister or other designee who has a solid understanding of the content of the Basic Safe Environment Training.

 

·        Selected handouts for the review may be copied from the Basic Safe Environment Training packet received during the training session.

 

 

·        The review should take place towards the beginning of each school year, and may be incorporated into the agenda of a regular meeting.

 

 

 

·        The review must include:

 

o       Signs of suspected child abuse

 

o       Reporting procedures for suspected child abuse

 

o       Location of Suspected Child Abuse Report forms

 

o       Renewal of commitment to the Diocese of Fresno Code of Conduct

 

o       Distribution of any ongoing educational material that may be provided by the Safe Environment Office

 

 

·        The parish is responsible for sending the original copy of the Sign-In Sheet from the Annual Safe Environment Review to the Safe Environment Office and keeping a photocopy for parish files.

 

 

Step Five

 

Safe Environment Education for

Parents, Children & Youth

 

GENERAL INFORMATION

 

·        The only Diocesan approved Safe Environment curriculum to satisfy Article 12 of the USCCB Charter for the Protection of Children and Young People is the “Keeping the Promise” Safe Environment Program.

 

·        Implementing the KP Program is mandatory for every Parish.

 

·        The KP Program is available in English and Spanish.

 

·        The KP Program includes: a resource section to aide parents with their children/youth and for catechists to glean from to provide annual topical presentations to parents; K-12 Lesson Plans; Parent-Child/Youth Dialogue  Activity Guides.

 

·        The KP Program is ordered through the Safe Environment Office by mailing/faxing an order form or by placing a phone order.

 

·        Pre-payment is not required for Parish orders.  An Invoice is sent to the Parish after the order is shipped.  Shipping fees are included on the Invoice.

 

TRAINING OF CATECHISTS TO IMPLEMENT THE PROGRAM

 

·        All parishes are responsible for selecting an experienced catechist to receive training from the Safe Environment Office so that he/she may train other catechists in the Parish to offer the annual presentation to parents and to present the K-12 lesson plans.

 

·        Following the initial round of “Train the Trainer” Seminars throughout the Diocese, additional training opportunities will be provided as the need is recognized or by request.

 

SCHEDULING PRESENTATIONS FOR PARENTS & K-12 STUDENTS

 

·        The annual parent presentation should be scheduled prior to the classroom/youth group presentations.

 

·        The K-12 classroom/youth group presentations using the KP Program lesson plans may be scheduled anytime from the beginning of the school year until April 30th.  This allows adequate time to prepare for the annual compliance audit.

 

PUBLICIZING THE PROGRAM

 

·        Periodically, the Safe Environment Office will provide publicity material. 

 

·        Although Form C is provided in Section II of this Guide to publicize the parent and classroom/youth group presentations, Parishes are encouraged to be creative. 

 

·        The general parish population should be invited to attend the presentations to the parents.

 

PREPARING CATECHISTS TO PRESENT THE LESSON PLANS

 

Each catechist should review the goals and objectives for their particular lesson plan and thoroughly read through the lesson plan several times.

 

Catechists should make, or be provided, photocopies of the 11 X 14 Parent-Child/Youth Dialogue Activity Guide to be sent home following the K-12 presentations.

 

The Parent-Child/Youth Dialogue Activity Guides are to be sent home to the families whose children/youth missed the presentation as well.  This will ensure that we are making every effort to provide resources to our families.

 

RECORDKEEPING

 

·        Use Form D to record attendance at parent presentations.  Make a copy for your parish files and send the original to the Safe Environment Office.

 

·        Use Form E to record the K-12 presentations of the KP Lesson Plans.  Attach a copy of your program’s attendance sheets to Form E.  Make a copy of everything for your parish files and send the originals to the Safe Environment Office.