Archdiocese of Newark

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Local Safe Environment Coordinator

Training Guide- Archdiocesan Schools

2020

Department for the Protection of the FaithfulOffice of Child and Youth Protection

Revised 6/1/2020

Table of Contents

The Charter for the Protection of Children and Young People

Assigning a new Local Safe Environment Coordinator

Safe Environment Compliance Reviews

Local Safe Environment Coordinator job description and role outline

Safe Environment policies

Safe Environment procedures

⚫ Fingerprinting/Background checks

Annual Youth Protection Audit

Empowering God’s Children Audit

Safe Environment documents2Revised 6/1/2020

The Charter for the Protection of Children

and Young People

The Charter for the Protection of Children and Young People is a comprehensive set of procedures originally established by the USCCB in June 2002 for addressing allegations of sexual abuse of minors by Catholic clergy. The Charter also includes guidelines for reconciliation, healing, accountability, and prevention of future acts of abuse. It was revised in 2005, 2011, and 2018.

It can be accessed online at the Protection of the Faithful Web site.

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Assigning a new Local Safe Environment

Coordinator.

The principal will send an email to Karen Clark (karen.clark@rcan.org) to advise the name of the new LSEC.

The Safe Environment Compliance Officers will schedule an onsite training session with the new LSEC.

The principal will contact Sterling at rcan@sterlingvolunteers.com to update the authorized users on Sterling Volunteers and Sterling Talent Solutions.

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Each school will be scheduled for a Safe

Environment Compliance Review once every

3 years.

The Safe Environment Compliance Officers will contact the principal to schedule a Compliance Review appointment.

During the Compliance Review, all employee ,volunteer and 3rd party files will be reviewed for the 4 safe environment documents.

The principal and the LSEC are required to attend the Compliance Review.

The principal and LSEC will receive a detailed compliance report and will have 60 days to make corrections to any non-compliant documents.

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Local Safe Environment Coordinator Job

Description.

The Local Safe Environment Coordinator serves as the liaison for the Archdiocesan Office of Child and Youth Protection.

They ensure safe environment compliance and maintain and verify all documents and rosters for their institution.

They also serve as a communication hub to disseminate all Safe Environment-related information to all who serve the school in a role that puts them in contact with minors, and publish all flyers and educational material as appropriate locally.

They also reflect the compliance documents’ dates in the Virtus system, do the annual audits online, and keep the Virtus list up to date. 6Revised 6/1/2020

The Local Safe Environment Coordinator job

has three parts.

Know the policies – you are the ‘go to’ person for people who have questions about what they need to volunteer in your school. The LSEC should be familiar with the information outlined in the Charter for the Protection of Children and Young People.

Keep the paperwork – have individual folders for each person required to meet the safe environment guidelines

Do online recordkeeping:

⚫ Maintain the Virtus database by ensuring it accurately represents the active employees and volunteers in the school.

⚫ Complete the annual Youth Protection audit survey.

⚫ Complete the annual Empowering God’s Children survey.

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All LSEC’s are required to complete PGC

recertification online.

Go to your Virtus training tab

Look on the right side of the page for your bulletin status: “Click here to see your complete report”

Click “Click here for details” to see which articles you need to read

Click on the bulletin title, read it, and submit an answer to the question at the end.

Take the annual recertification module every year, print and file your certificate.

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Safe Environment Policies-Archdiocesan

Schools

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The LSEC must have a clear understanding

of all Archdiocesan Safe Environment

policies.

These people in a school need ALL safe environment documentation:⚫ All staff with Ministerial Agreements or Letters

of Hire

⚫ Substitute Teachers, Temporary Staff employed by the school for Short Term Project, or Program

⚫ All volunteers who could have unaccompanied contact with children at any time (class parents, coaches, HSA members, tutors)

⚫ Anyone who could groom a minor and/or have time alone with them – your discretion (possibly using the ‘path test,’ or the ‘airplane exit row’ test)

⚫ If you are not sure, contact the OCYP for help!Revised 6/1/2020

These things must be done before

committing to a new hire or volunteer.

• The employee or volunteer completes an application and a Code of Conduct.

• The employee completes NJ DOE fingerprint process.

• The LSEC (or designated person) will run a background check.

Step 1

• An employee receives a conditional offer of employment, pending the outcome of their criminal background check (fingerprinting).

• A volunteer is accepted (but may not start) pending the outcome of their background check.

• Once the background check has cleared, LSEC sends the background check letter to the volunteer.

Step 2

• The new employee or volunteer has 30 days from the day they start to attend a PGC live class and provide their certificate to the LSEC.

• LSEC will enter the new employee/volunteer documentation in Virtus.

Step 3

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Can employees or volunteers bring their

documentation from one location to another?

School Employee-School A

School Employee-School B

No: All school employees must complete new documentation when moving and have their fingerprints correctly archived/transferred to their new location.

Volunteer-School A Volunteer-School B Yes: Volunteers can bring their documentation from one school to another.

Employee-Parish AEmployee-School A

Volunteer-Parish B Yes: Employees from parishes and schools may bring their documentation to a new location if they will only be a volunteer in the new location.

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Local Safe Environment Coordinator

Procedures

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The LSEC will use 4 websites to manage employees

and volunteers: Virtus Online; Sterling Talent

Solutions; Sterling Volunteers and the NJ DOE.

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Virtus is the starting point for PGC. LSEC will use this as their main database to manage volunteers and employees.

Sterling Volunteers is the website used to run volunteer background checks.

Sterling Talent Solutions is the website used to run employee background checks for emergent hires if they cannot complete the NJDOE criminal history check prior to their start date.

New Jersey Department of Education>Office of Student Protection is the resource for Criminal background check (fingerprint) requirements.

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All LSEC’s must have login credentials for

the following sites. Credentials will be issued

during the LSEC’s training session.

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Website Web Address Help Desk Contact

Virtus Online virtusonline.org 1-888-847-8870

M-F 9AM-5PM EST

Sterling

Volunteers

sterlingvolunteers.com 1-855-326-1860

M-F 8AM-8PM EST

Sterling Talent

Solutions

sterlingbackcheck.com 1-855-326-1860

M-F 8AM-8PM EST

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All school employees and volunteers must

complete re-training in child sexual abuse

awareness every 5 years.

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• PGC (3 hours)-everyone must take this for their first class.

• Keeping the Promise Alive (90 minutes)-recertification only

• Vulnerable Adults (90 minutes)-recertification only

• Each class has a certificate

Live Class Options

(Good for 5 years)

• Every month: read the bulletin (article) and answer the question at the end.

• Every year: complete the online module (45 minutes)

• Online module has a certificate

Online Recertification

(Every year)

The date of re-certification is 5 years from the actual date on the certificate. For example, a certificate dated 6/15/2015 will expire on 6/15/2020.

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A School Employee needs all 4 items in

their individual folder.

1. Application (2013 employee or 2018 employee if they were hired after 6/1/2018 or September 2019 if hired after 9/1/2019) especially the last two pages. All pages must be complete, initialed and signed. *If an employee has an application prior to 2013, they only need to complete the last 2 pages of the 2013 application.

2. 2012 or 2019 Code of Conduct (Page 23), either give them a printed copy to read, or the website where they can read it, print and sign the last page. The hardcopy must be hand signed, it cannot be electronically signed.

3. PGC certificate and any recertification certificates.

4. NJ DOE Applicant Approval Employment History document saying they passed fingerprinting (done once) because they are currently teaching in a NJ school. The History must be correctly archived to their current school location. This can be done on the NJ DOE website.Revised 6/1/2020

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A School Volunteer needs all 4 items in

their individual folder.

1. Application (2012 volunteer) especially the last two pages. The LSEC may add a question at the end about whether they have lived in New York. This is needed to run the correct type of background check.

2. 2012 or 2019 Code of Conduct (Page 23), either give them a printed copy to read, or email the link to the website where they can read it, print and sign the last page. The hardcopy must be hand signed, it cannot be electronically signed. *New volunteers will also be asked to sign this electronically when they sign up for training in Virtus, but you must have the Archdiocesan hardcopy in your files.

3. PGC certificate and any recertification certificates.

4. Letter(s) from school saying they passed background check from Sterling Volunteers (every 5 years) OR the NJ DOE Applicant Approval Employment History document saying they passed fingerprinting (done once) because they are currentlyteaching in a NJ school. If they are not an active teacher, they must have a Sterling Volunteers background check and letter.

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Contractors or those employed by 3rd Party

Providers have different requirements.

The school must have a letter(s) from the Contractor/Provider with a list of names of all of their employees assigned to the school stating that the employees listed have current NJDOE (New Jersey Department of Education) Office of Student Protection fingerprints on file. They do not need PGC, application or Code of Conduct.

Specific information can be found under “Frequently Asked Questions” on the NJ DOE website: https://www.nj.gov/education/crimhist/faq

For those contractor/vendors who have not been assigned codes by the Office of Student Protection, it will be the responsibility of the educational facility where the contractor/vendor’s employees will be working to process these individuals. The educational facility will provide the Office of Student Protection instructions for online filing and will have total responsibility to ensure that all employees of the contract service provider have complied with the Criminal History Record Check process.

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A School Employee or Volunteer

application will be based on the date of hire

or start of volunteer service.

Start /Hire Date Application Type

Hired prior to 1/2013 Original application and pages 5 and 6 of the 2013 Employee

Hired from 1/2013-6/2018 2013 Employee

Hired from 6/2018-8/2019 2018 “Pass the Trash”

Hired on or after 9/1/2019 9/2019 “Pass the Trash”

Volunteers/prior to 2012 Original application and pages 4 and 5 of the 2012 Volunteer

Volunteers/after 1/2012 2012 Volunteer

Student Teachers are not required to complete an application.

Copies of any application are available by emailing sect@rcan.org

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Fingerprinting/ Background Checks

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• NJ DOE Office of Student Protection

• Introduction to Sterling websites

• Navigating Sterling Volunteers

• Navigating Sterling Talent Solutions

• Types of checks

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The NJ DOE Office of Student Protection

has all the information regarding fingerprint

requirements.

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https://www.nj.gov/education/crimhist/

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Many schools are not doing the NJ DOE process

correctly. Individuals employed at a school must

have fingerprints on file at the correct location.

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Changing school districts? Follow the archive applicant procedures. Cost is $29.75.

Substitute teacher or a teacher in multiple locations? Follow the transfer applicant procedures. Cost is $6.00.

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Every school employee must have a current

fingerprint document in their employee file.

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The Applicant Approval Employment History can be accessed using this link: https://homeroom5.doe.state.nj.us/chrs18/?app-emp-history

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Administration Tab

How to run a Compliance Report

Compliance Report details

Updating the school list

Printing a PGC certificate

Updating individual records

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Virtus is our database tool and will allow you

to manage your employee and volunteer

records.

Virtus is the first stop for employees and volunteers to register for PGC.

It allows volunteers to run their own background check (only the first time they log in, after that the LSEC must run it).

LSEC can print and sign training certificates.

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Virtus Online – Administration Tab. All

LSEC’s will have this tab.

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Select “Users” to access your school specific

Virtus lists in the Administration Tab.

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Select “User Search” and all records in the

Archdiocese can be searched.

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Remember to select the “Show Inactive

users” box to capture everyone.

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Compliance reports can help you see who

needs recertification and background

rechecking, if the data is in Virtus.

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To run a Master Report: First, select your

filters: Location (Your specific location), Role

(All Roles), Profile (All Profiles).

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Next, select your User Fields: Last (Name); First

(Name); Account Status, and Primary Location and

Caution Flag should always be checked.

LSEC can select any of the fields listed if you need additional information (email address, telephone).

Account Status will indicate if user is Active or Inactive.

The Caution Flag will provide information regarding issues that need to be addressed by the OCYP. If you see information in the Caution Flag field, please contact the OCYP by email sect@rcan.orgor 973-497-4213.

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Next, select your Background Checks filter: Sterling

Volunteers/Sterling Backcheck Level 2DB Check and 3 db

check will automatically be checked. For schools, select

MorphoTrust: Fingerprint Check.

Note: MorphoTrust was changed to Idemia in July 2019. This name change has not yet been reflected in Virtus.

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Next, select your Required Documents filter: 2012 or

2019 Code of Conduct; 2012 Volunteer Application; 2013

Employee Application (or more recent, if applicable).

Employees or volunteers starting on or after January 1, 2019

will complete the 2019 Code of Conduct.

New school employees starting after June 1, 2018 will

complete the 2018 “Pass the Trash” Employment Application.

New employees starting after September 2019 will complete

the new September 2019 Employee Application.Revised 6/1/2020

Next, select Training Filters: Live: PGC,

KPA, Vulnerable Adults; Online (All five

modules) and Bulletins (the monthly articles)

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Final step is to select your report period.

Select “Show only users who are currently

active”. Then, choose how to run the report.

Run Report to Screen – not recommended for printing. Good option if you are just quickly reviewing the report but not taking action.Export Report to CSV- report can be saved in Excel and is easier to review and work with the data.

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The Master Compliance Report will look like

this if you run report to screen.

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The Master Compliance Report will look like

this if you Export Report to CSV.

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Remember to enter the dates from your files for the Code of

Conduct, application and background check so you can see

them here.

Background checks:• If volunteer runs it at

integration, the date will automatically populate.

• If LSEC runs the background check, the date must be manually entered.

• Application dates will be manually entered by the LSEC.

• If a field is blank, the LSEC has not entered the date.

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A note regarding the Virtus Volunteer Code

of Conduct…

Volunteers are given an option to electronically sign a Volunteer Code of Conduct from Virtus. The Archdiocese does notaccept this form. Employees and Volunteers must read and sign the Archdiocesan Code of Conduct. The date they sign this document is the date that will be entered in Virtus by the LSEC.

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The next section shows the training dates, whether

they have opted in for online recertification, and how

they’re doing at keeping up.

This person is recertifying online and is up to date with both the annual module and the monthly bulletins.

This person recertified by taking a live class

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Each month, the LSEC must review people who are

soon to be, or have been, suspended (when they

are 18 articles behind or more).

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Each month, identify and contact people who are suspended or close to being suspended⚫ Run a Training Report /Training bulletin report

and a Training Report / Online Training Report (for the annual modules)

⚫ They get two chances.⚫ If they really want to recertify online, contact

the OCYP*. We will reset the articles to 12 and contact them.

⚫ If they get suspended again, they are no longer eligible for online recertification.

⚫ If they would rather go to class, let the OCYP know and we will enroll them.

*Office of Child and Youth Protection: email to sect@rcan.org or call 973-497-4213

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For the Virtus lists, it’s important to get down

to only those people who are active in your

school.

Ensure you have lists of all people currently working and volunteering in the school (coaches, Commission employees, etc. )

Active people are the only ones who should be on your Virtus lists and in your Active Files (others can be filed elsewhere)

Virtus List Management:

⚫ Duplicates: Email the names of any duplicates (users who have multiple accounts) on your list to the OCYP, and we will delete them or merge them.

⚫ For any individuals who are Pending/Awaiting Approval, email the names to the OCYP for resolution

⚫ Change status from Active to InactiveRevised 6/1/2020

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What is the difference between Awaiting Approval

(also shows as Pending) and User (also shows as

Active)?

Awaiting Approval (Pending on your Compliance Reports) means that they enrolled in Virtus, but never had their enrollment approved because:⚫ They didn’t show up for the PGC class⚫ The PGC sign in sheet never made it to the

Archdiocese⚫ The class hasn’t happened yet⚫ They walked in to class and enrolled later, and

didn’t let us know they had done that

Once they get approved, their status changes to Active User (Active on your Compliance Reports)

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The LSEC is responsible for updating the Virtus list regularly.

Note: LSEC’s only have access to their main location in Virtus.

If access to an additional location is needed (for schools that

have a parish close by), contact the OCYP at sect@rcan.org.

If the individual is not volunteering or working in your school at this point: Change the status (in the yellow area) to Inactive – but ONLY if yours is the only location in their record. If it isn’t, just end their service at your location by clicking on the red stop sign.

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LSEC’s can no longer move individuals to the “Z-Locations” .

LSEC will send an email to the OCYP* to have an individual

record updated. The updated Virtus Training Guide has

detailed information.

*OCYP (Office of Child and Youth Protection) email is sect@rcan.org

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If the person took Protecting God’s Children in another

diocese, they will need to be transferred to Newark.

Contact the OCYP for help.

Each diocese has its own Virtus system –the OCYP does not have access to other dioceses (Metuchen, Paterson, etc.)

The OCYP can do the following:

⚫ Have the PGC record transferred to Newark (email a copy of the PGC certificate to the OCYP).

⚫ If they still volunteer in the other diocese, the OCYP will have the PGC record duplicated in Newark.

⚫ Email the name and copy of the certificate to the OCYP (email to sect@rcan.org) so we can resolve.

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If there are people missing from your list,

contact the OCYP, and if we don’t find them,

then you can add them.

The OCYP will let you know if we find them, and if not, the LSEC will do the following:⚫ Log in to Virtus

⚫ Go to Administration tab

⚫ Click Users / Add New User

⚫ Enter their name, email address, school location

⚫ Continuing Training: leave blank

⚫ Select “Basic User,” volunteer or employee,

⚫ Select the session that’s on the certificate you have (if the session’s not listed, stop and contact the OCYP)

⚫ Fax the certificate to the OCYP – 973-497-4001 orscan and email to sect@rcan.org.

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If you need a certificate, print it from the Training tab

by clicking the little certificate icon next to the word

“Approved.” You can sign and file it.

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After running a Compliance Report, the next

step is to add the dates of the documents in

your files.

Enter the dates in the Background Check and Required Documents tabs in that user’s record (see next slides for example).

Once a month, the LSEC will run a Compliance Report / New Master Report (for 2020) to check progress and identify individuals who may need a updated background check or PGC recertification.

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Here’s how to add data in the tabs. Select

the “Background Check” tab then “Record a

background check for this User”.

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Volunteers who did their background check

themselves through Integration (when they first signed

up in Virtus) will have it already entered in Virtus.

By selecting “Click for Report” you can access the person’s report from Sterling.Revised 6/1/2020

The LSEC will manually enter the date of the

employee fingerprints.

Select Type: MorphoTrust: Fingerprint Check and enter the date.

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If a background check was not run at the time of

Integration, the LSEC will run one. If b/g check was

“clear” enter the date in the individual’s record.

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Select “Type”

Add Date

Run By: LSEC Name

Click “Save”

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Next, you can update the Required Documents, by

clicking “Record a Document for this User”

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Then, select the document you want to add.

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Then, put in the date, who entered it, and

save the record.

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Sterling Talent Solutions is the parent company of

Sterling Volunteers but they have separate websites for

running background checks.

Run employee background checks on this site.If an emergent hire cannot complete their fingerprint process prior to their start date, the school will run a Sterling Talent Solutions background check.

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Effective June 2019, Verified Volunteers is now

called Sterling Volunteers.

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All schools must have a unique background check id’s from

Sterling Talent Solutions and Sterling Volunteers. If your location

does not have one, the principal must apply immediately.

If your location does not have an id, send an email to rcan@sterlingvolunteers.com and ask for the background check id packet.

Once the principal completes and submits the application packet to Sterling, they will receive their ID in a “Welcome” email.

The principal must contact rcan@sterlingvolunteers.com to add authorized users to the account.

If you cannot remember your User Name and password, send an email to rcan@sterlingvolunteers.com for assistance.

Training videos and information are located on the Local Safe Environment Coordinator Corner of our website.

The OCYP can also assist with questions.

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Sterling background check costs.

A Level 3 background check (Complete) is $22 . This check will be done for individuals with a Social Security number, who have not lived in NY State.

A Level 2 background check (Advanced) is $9 (for an individual with no Social Security number).

A Level 2 background check for individuals who have lived in NY State will be $95 per alias (alias=every name they are known by)

The school will receive a monthly invoice from the OCYP for the background check charges.

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All volunteers subject to background screening must

be re-screened every 5 years .

Run a Virtus Background Check Report to see who needs a background check at the beginning of each calendar year or school year (assuming the dates are in Virtus) or log in to your Sterling accounts and review the information on your Dashboard.

Make sure you have a volunteer application on file and that all pages are filled out and initialed where indicated, specifically the last 2 pages. If the “Notice Regarding Credit Reporting Agency Check” page is not initialed, the background check cannot be run.

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The Sterling Volunteers dashboard is user

friendly and easy to navigate.

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Origin of Integration on Sterling Volunteers means

the individual ran their own background check when

they registered in Virtus the first time.

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➢ On Virtus they have to have indicated:➢ They are a volunteer➢ they answer NO to “have you taken PGC?”➢ they answer NO to “…Boy Scout or Cub Scout…”➢ they answer NO to “…teacher in NJ….”

➢ Then, how they answer:➢ Have you lived in NY?➢ Determines which level they get when they take the link to SV

➢ “NO Order Placed” on your dashboard means they didn’t complete the link and you must run it yourself.

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What is the difference between “Update Clear”

and “Update pd. Expired”?

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Sterling Volunteers will run an automatic check on someone’s background (50 state national criminal file only) every month for the first year, free of charge. The Latest Update should say “Update clear”. After month 12, you will see “Update pd. Expired” because the monthly update is no longer being run.

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The LSEC has to handle those who have

“No Order Placed”

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3 people have “No Order Placed”

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You do this under Manage My Volunteers,

and click the Yellow Oval to just see those

people.

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You can order the check yourself or Remove

the Row.

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Box is clicked

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Many of you have people to review – mark

them Eligible if they have come back Clear.

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4 people are Pending Review

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Most people will be marked Eligible automatically if

they come back clear; if not, you need to do it.

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Go to Review Background Checks and see if you have any to review.

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Click on the person’s name to view their

background check – Note the “Consider”

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If report comes back CONSIDER, have principal immediatelycontact:For Volunteers, call Karen Clark (973)497-4254For Employees, call Deacon John McKenna (973)497-4125

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Click on the name and click Review and then

mark as Eligible (only if status is Clear).

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Delete those who have Open Invitations and run

the b/g check. Delete No Order Placed people.

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How to send an invitation to a volunteer.

Go to Communications, “Send Invitation”

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Click the type of background check the

volunteer will complete.

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Advanced Criminal Locator Search: Level 2 (only for individuals without a Social Security number OR who have lived in NY State)Complete Criminal Locator Search: Level 3 (for individuals with a Social Security number)

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Next, fill in their email and a brief message to

send.

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Note: It is indicated “Client Pays All”… This is not always the case. The volunteer will have the opportunity to contribute to the cost of the check…but that doesn’t mean they will!Revised 6/1/2020

The LSEC can complete a background check by

selecting “Order Background Checks”.

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Select the type of background check you

would like to run.

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Note: For a step-by-step process, please refer to the Sterling Volunteers User Manual located on the LSEC Corner of the Protection of the Faithful webpage.

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Sterling Talent Solutions

Sterling Talent Solutions will be used to run a background check on Emergent Hires when the NJ DOE fingerprint process will not be completed prior to the individuals start date.

The LSEC will run the background check and provide a background check letter to the individual.

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The Sterling Talent Solutions dashboard is

easy to navigate.

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To run an employee b/g check, enter their Social Security number here

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After entering the Social Security number,

next step is to select the Job Position. If the

employee wants a copy, check that box.

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Fields with Asterisks must be completed.

Once the Job Position is selected, Sterling will automatically assign the correct background check level.Revised 6/1/2020

Final step involves entering the applicant

address (only the fields with an asterisk are

required)

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Training resources are available on the

Sterling Talent Solutions website.

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Click Help in the upper right hand corner

Instruction guides are posted here

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Reminder: an employee may not start until

the background check has come back clear!

No exceptions!

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Sterling Talent Solutions will be used to run a background check on Emergent Hires when the NJ DOE fingerprint process will not be completed prior to the individuals start dateRevised 6/1/2020

Annual Youth Protection Audit

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The Youth Protection Audit is an annual requirement of the USCCB (United States Conference of Catholic Bishops) to ensure the Archdiocese is in compliance with the provisions of the Charter for the Protection of Children and Young People.

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Annual Youth Protection Audit link is posted

on the LSEC Corner of the OCYP website

and is accessible starting October 1.

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The annual Youth Protection audit asks for

numbers, not names, and only asks about

training and background screening.

The LSEC must know:

⚫ The number of total educators (salaried teachers, Principals and Administrators)

⚫ The number of school employees (not in educator category)

⚫ The number of volunteers

⚫ For each of the above, the number trained in Protecting God’s Children and background screened.

Revised 6/1/2020

The LSEC can run a Compliance Report from Virtus with the date range for the audit. This report will only be helpful if the LSEC has entered the data in Virtus.

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How to complete the annual Youth

Protection Audit.

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1. Select school from drop down list

2. Click Safe Environment Program button

Select Next

Revised 6/1/2020

How to complete the annual Youth

Protection Audit.

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LSEC will complete each field (LSEC name, school phone, etc.)

Provide the total number of educators and volunteers who have been PGC trained and background checked (screened)

Revised 6/1/2020

How to complete the annual Youth

Protection Audit.

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Input the number of employees and volunteers who have not been trained/screened and when they will be complete.Input any volunteers who are not required to be trained/screened.

Click “Save”

Revised 6/1/2020

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A principal must sign the piece of paper with

the numbers on it, for our USCCB* audit.

Click Print to Mail on the last page.

Have Principal sign and date it.

Mail, fax or scan and email to the OCYP. Our fax is 973-497-4001.

Annual Audit is due December 1. *United States Conference of Catholic Bishops

Revised 6/1/2020

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Empowering God’s Children Annual Audit

Audit link has been added to the Empowering God’s Children Web page.

Revised 6/1/2020

Empowering God’s Children Audit must be

submitted by April 15th.

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Access audit at this address: http://youthprotection.rcan.org/mainschool.aspx.Link is also posted on the Empowering God’s Children web page at rcan.org.

Revised 6/1/2020

Empowering God’s Children Audit

School Contact

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Enter the name of the school contact (LSEC or Principal), email and phone. Click “Next”

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Empowering God’s Children Audit

Training

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Enter Total # of StudentsEnter Number Trained in Empowering God’s ChildrenAnswer the 2 questions “Y” or “N”

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Empowering God’s Children Audit

Opt Out

98

If there are students who did not receive training, explain how many for each option.

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Empowering God’s Children Audit

Must be submitted by April 15th.

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Click “Save” and the next screen will allow a “Print to Mail”. Print the document, have the principal sign it and FAX it to 973-497-4001.

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Audit websites:

http://youthprotection.rcan.org/(DUE DECEMBER 1)

http://youthprotection.rcan.org/mainschool.aspx (DUE APRIL 15)

Revised 6/1/2020

Department for the Protection of the Faithful

Office of Child and Youth Protection

Office of Accompaniment

Name Title Telephone Email

Karen Clark Director, Department for the Protection of the Faithful

973-497-4254 Karen.Clark@rcan.org

Gina Criscuolo Coordinator, Office of Accompaniment

201-497-3256 Eugenia.Criscuolo@rcan.org

AnnMarie Caliguire

Compliance Officer, OfficeOf Child and Youth Protection

973-497-4568 AnnMarie.Caliguire@rcan.org

Elizabeth DeMott Compliance Officer, OfficeOf Child and Youth Protection

973-497-4565 Elizabeth.DeMott@rcan.org

Stephanie Marulanda

Assistant, Department for the Protection of the Faithful

973-497-4289 Stephanie.Marulanda@rcan.org

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Questions? We are here to help!

Revised 6/1/2020

Appendix- Sample Documents

2012 Volunteer Application

2013 Employee Application

2018 “Pass the Trash” Application

2019 Employee Application

2019 Code of Conduct

Background check letter

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Copies of any application are available by emailing sect@rcan.org

Revised 6/1/2020

All Volunteers will complete the 2012

Volunteer application.

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Make sure application is signed, dated and initialed.

Volunteer mustprovide an Emergency Contact.

There are 3 questions regarding Criminal History on page 3 of the application- these must be answered “Yes” or “No”! A response of “N/A” is not acceptable.

Revised 6/1/2020

The declaration page must be initialed,

signed and dated.

104

Initial all lines (checkmark is not valid)

LSEC will review and ensure all information is complete.

Revised 6/1/2020

The last page must be initialed. This is

required to allow a background check to be

run. This is NOT a financial check.

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Can the Archdiocese obtain financial information about me?

No. We are barred from any access to your financial information. In fact, if anyone accesses your credit report without your permission, that is a violation of law and you should notify theFederal Trade Commission immediately.

Revised 6/1/2020

Employees who have an application prior to

2013, must complete the last 2 pages of the

2013 Employee application.

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Correct application date is March 19, 2013.Revised 6/1/2020

Parish employees who start after September

2019 must complete the new September 2019

Application.

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Correct application date is March 19, 2013.

New Jersey State law now prohibits employers from requesting salary history from candidates.The salary history portion has been deleted from the revised application.Every school must insert your specific school name, logo and address. The RCAN logo and address must not appear on your application.

Revised 6/1/2020

2018 “Pass the Trash” Application – for

school employees hired on or after June 1,

2018.

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2019 “Pass the Trash” Application – for

school employees hired on or after

September 1, 2019.

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2019 Code of Conduct (in English and Spanish) can

be accessed on rcan.org>Protection of the

Faithful>Conduct Policies.

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All employees and volunteers must read the Archdiocesan Code of Conduct and sign page 23. The signed copy will be retained in the employee or volunteer file.

Revised 6/1/2020

Each volunteer (who has a background

check) will receive a letter from the school.

Volunteers are required to have this letter in their file as proof that the background check was run.

LSEC should not printthe background check report from Sterling Volunteers or Sterling Talent Solutions.

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Background check letter requirement:

Employees

School employees are only required to have this letter in their file as proof that the background check was run in the event they are an Emergent hire and cannot complete the fingerprint process prior to their start date.

LSEC should not print the background check report from Sterling Talent Solutions.

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Thank you for protecting the faithful!

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