Ethics & Integrity In Ministry Policy

August 18, 2008

Dear Parents and Community Members,

As a diocese, we have launched a new policy on Ethics and Integrity in Ministry on Jan. 1, 2002. These new policies are intended to safeguard our children, teens and adults and to protect the integrity of all those who minister in our church. All those who work in the church – whether ordained, paid staff or volunteer – are required to participate in a screening process which includes an application and a criminal background check.  Special training is also required.

To follow you will find an extensive question-and-answer document that has been recently updated. While the q-&-a piece is quite complete, we have to realize that this initiative is enormous, and there will be questions about situations and details that will arise and that will have to be worked out.  Also, as with any policy, its author (the Bishop) has the right to change it at any time.  It is within his authority to add new requirements or to impose deadlines.

We respect, value and depend upon volunteers.  It is extremely important that these processes be completed quickly to avoid slowing down any of our many projects. If you wish to volunteer for the school, please move to complete the screening process immediately. We hope that here at Holy Family we can succeed in making this process as convenient as possible for you.

Yours truly,
Joan Wagner, Ph.D.
Principal

What is the Ethics and Integrity (EIM) “ screening process”?
The process has two parts: 
 - an online application which includes a criminal background check
 - a 3.5 hour training session.

Who is required to participate in this process?
According to the interpretation of the policy of the Diocese of Austin, the policy covers
 - every person who is paid by a Catholic entity within the diocese;
 - anyone who contracts with a Catholic entity for specific services (for example, a substitute teacher);
 - anyone who volunteers in a Catholic church, school or other ministry within the diocese.

Anyone exempt?
If you have completed this particular application on-line for our school since June 1, 2001, you are not required to submit a new one for three years.  The training is required for everyone, and no other type of training (e.g. scouts) can be substituted.

What if my volunteer efforts don’t involve children?
The policy of the diocese applies to everyone who may be working in the name of the school on campus when children are present, not just those who work directly with children. 

Do I have to complete this process just to participate in my child’s school life?
The policy does not apply to visitors, just staff and volunteers.  Clearance is not required to attend school functions, come for a teacher conference or an appointment with the principal, conduct brief business in the office, have a brief lunch with your child, attend Mass, etc. Another way to look at it: it does not necessarily apply to people who may be at the school, but those taking responsibility in the name of the school.

Why is the school requiring me to do this?
The Ethics and Integrity policy (EIM) is not a policy of just our school, or even just the Catholic school system.  It is a policy published by Bishop Aymond that includes the entire diocese.

How can I submit an application?
For the application, complete it on-line.  Go to the diocesan website www.austindiocese.org and click on eAppsDB. You will need to create a user ID and password to start application. Select “Austin-Holy Family” as the “parish”. When you have completed the application on-line, select “Submit.”  Check your status periodically by selecting “View.”

If you have completed the application on-line for your parish or another ministry in the diocese, you may update into it and select “Austin-Holy Family" in the "selected sites" section (without having to type in the information all over again.).  To avoid delay, you may supply a letter from your parish indicating that you have been cleared under that prior application.

If you have submitted an application for “employment”, you may want to update and change your entry to “volunteer.”

If you do not have access to the Internet, you are welcome to call the school and make an appointment to use a school computer for this purpose.

[See the information later in this q&a document about completing the training session.]

May we fill out the forms once for our family?
The application form and the criminal background check are required for each individual who wishes to volunteer or have a paid position.
I tried to fill out the application form on-line, but some of the items didn’t pertain to me.
Since the form is being used for both employed and volunteer positions, it may seem that some of the information needed from one type may not be important for the other type.  Please complete allsections of the form.

I tried to fill out the application form on-line, but some of the items didn’t make sense for a Holy Family volunteer.
Here again, the one-size-fits-all nature of the form may create a little confusion.  Please complete all sections of the form.

Who conducts the criminal background checks?
All the processes related to the criminal background checks are handled by the officials at the Chancery (the main diocesan office).

What if something turns up on my background check?
First, the Superintendent of Catholic Schools will make a judgment about whether the item is pertinent to your role.  For example, a conviction for a “hot” check is not likely to affect a person’s suitability for the job of school volunteer.  Or, if a conviction related to driving turned up, the individual could volunteer in some ways, but probably could not drive on school outings.  If the item does cause concern, the Superintendent will contact you to verify the item and to discuss the matter.

If a past conviction appears on the record, will my children have to leave the school?
No.

Exactly who will have access to all this information about me?
In any school, the principal is responsible for seeing that the requirements of the EIM are met and that the appropriate records are maintained.  These records would include
·         paper applications (which are no longer used)
·         on-line applications
·         documentation that you have attended the training
·         “cleared” or “non-cleared” on the criminal background check

These records would not include information about any specific criminal offenses.

A staff person that the principal might designate to handle the clerical duties associated with this process would also have access.  Therefore, any future principal and any staff person to whom s/he delegated responsibility would have access.  The teacher is given a list of parents in his/her room who have been cleared, which is shared with the room parent.

In addition, parent association leaders are given lists of cleared individuals on an as-needed basis.  Again, nothing more than “cleared” is shared.

How will I know when I have been cleared?
You may check the status of your own on-line application by going back to the diocesan website.
Pending means incomplete; submitted means the diocese is processing the application; approved means that you have cleared the criminal background check with the diocese.

When you have been cleared by the diocese and have provided documentation that you have attended training, you will be issued a school badge to wear in the office or classroom each time
you volunteer.  (You will still need to sign in at the office each time and receive a dated sticker, too.)

Once I complete this process, am I cleared from then on?
All persons, both paid and volunteer, who have completed criminal background checks are required to have another check every three years.

What is the training session about?
The training raises awareness about the behavior of those who may prey on vulnerable persons, especially children.  It includes videotaped interviews with pedophiles (sex offenders against children).  The information is startling, but all who have attended the training have been grateful for the education, especially parents who now feel better prepared to protect their children.

How do I go about attending this training?
Sessions around the diocese are advertised at www.austindiocese.org

Is there a fee for the training?  Do I have to pre-register?
There is no fee.  Sessions around the diocese may require a reservation due to space limitations.

How will the school know that I have attended a session not held at the school?
Please submit a copy of your Certificate of Attendance to the school office promptly.

Just what exactly does this new policy say?
The policy booklet is 34 pages.  You are welcome to view the policy in the office or on-line. Go to http://www.austindiocese.org/policies/eim.htm and click on Policy on Ethics and Integrity in Ministry.

I’m not sure how I feel about all this.  Does this mean I am not trusted?
Leaders in the diocese, pastors, principals, and many other persons in our central Texas Church community hope that you will feel encouraged that the welfare of all persons is being taken so seriously.  We also hope that you can feel proud of the Diocese of Austin for being in the forefront of the nation in this bold commitment to “zero tolerance” when it comes to this type of safety matter for our children and others who depend upon us.

If this is a diocesan policy, why haven’t I heard about it at my parish?
Different institutions have different procedures and timelines for enforcing this policy.  At Holy Family, we are committed to supporting our Bishop in this matter.  We are simply doing early what others will have to do eventually.

Still have questions?
Please feel free to send your questions to hfcs@holyfamilycs.org.  We will respond within 24 hours.