DIOCESE OF DAVENPORT SAFE ENVIRONMENT LOCAL DESIGNEE HANDBOOK

October 2018

Safe Environment Local Designee Contacts For Questions Regarding the Safe Environment Program Contact: Virginia Trujillo Safe Environment Coordinator 563-888-4230 [email protected] For Questions Regarding Background Checks or Credit Check Billing Questions Contact: Lynnette Sowells Database Coordinator 563-888-4364 [email protected]

To report child sexual abuse contact: Iowa Department of Human Services Child Abuse Hotline: 800-362-2178 Alicia Owens, LBSW Victims Assistance Coordinator If it involves clergy or church personnel 563-349-5002 [email protected]

Table of Contents Introduction

Pg. 1

Definitions

Pg. 2

Safe Environment Program and Duties

Pg. 3

Safe Environment Local Designee Job Description - Sample

Pg. 7

Safe Environment Requirements English/Spanish

Pg. 9

K-12 Youth Safe Environment Program Parent Letter – English/Spanish Children’s Program in VIRTUS Record Children’s Training Form for Catechists Curriculum Opt-Out Process Opt Out Form

Pg. 13 Pg. 14 Pg. 16 Pg. 22 Pg. 24 Pg. 25 Pg. 26

Step by Step Instructions How to read tabs General Tab Contract Tab Background Check Tab Required Documents Tab Training Tab Summary Tab

Pg. 29 Pg. 31 Pg. 32 Pg. 33 Pg. 34 Pg. 35

Roles How to fix/adjust Role Parameters Recertification Roles

Pg. 36 Pg. 39 Pg. 40

Running Reports Compliance “Snapshot” View Master Report to verify policy compliance Background Check Report

Pg. 41 Pg. 45 Pg. 49

Resources USCCB Social Media Guidelines Iowa Courts Online Website/View Info VIRTUS Transfer, Activation, Inactive Form Rental Agreement and Policy 7002.2 – English/Spanish Policy 7002.7 Internet Safety – English/Spanish Registered Sex Offender Policy – English/Spanish Bishop Zinkula Letter supporting the Safe Environment Program Adverse Action Instructions and Forms Weblinks

Pg. 51 Pg. 57 Pg. 61 Pg. 66 Pg. 68 Pg. 72 Pg. 74 Pg. 75 Pg. 78

Introduction As safe environment local designee you are responsible for making sure all employees, volunteers are compliant based on the Safe Environment (SE) Requirements. This may include video training, recertification video training, acknowledgement of policies, background check and or credit check. The safe environment local designee provides a communication bridge between the diocesan entity and the chancery to ensure the necessary compliance to diocesan policies and procedures in order to provide a safe environment. VIRTUS is the database we use to retain information on every employee and or volunteer in our diocese. We use this program to assign the proper training videos, acknowledgment of policies and background/credit check information. Employment Screening Resources (ESR), the company that runs our background/credit checks is not a data holding database. We use VIRTUS to securely store all information and data generated in ESR and VIRTUS. Our office is dependent on the local designee to record the proper information in VIRTUS but also work with those that need to complete the program as a first timer or other training that is required for their role. We are here to help you. Attending annual webinars or in-person training is helpful, using the SE Requirements as your reference guide, reviewing the Diocesan Policies on Sexuality and Personal Behavior, USCCB Social Media guidelines, Curriculum for teaching K-12 students, reading the monthly newsletter, being familiar with the diocesan website are all ways you can stay current with the program and any changes that have been implemented. In this handbook you will find helpful information on how to do things step-by-step. Sincerely,

Virginia Trujillo Safe Environment Coordinator

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Definitions The Safe Environment Program encompasses the following resources:        

Diocesan Policies Relating to Sexuality and Personal Behavior Registration with VIRTUS Background/credit checks (initial check, every 5 years, unless roles change) VIRTUS Protecting God’s Children or Vulnerable Adults training (initially) Annual renewal of training Curriculum for K-12 students Acknowledgement and Consent Forms (initial, every 5 years or when a policy changes) Diocesan Safe Environment website: https://www.davenportdiocese.org/safe-environment

Safe Environment Program Requirements Please see the page “SE Requirements” for a listing of all the areas of staff, personnel, volunteers, etc. on their specific requirements.

Protecting God’s Children: Bishop Zinkula strongly encourages all adults to take training online. These sessions are beneficial to all adults as they help us be more conscious as we develop a safer environment and help us minister with more confidence. In a pastoral effort to respond to the need for the protection of our children, the Diocese of Davenport has enhanced its Safe Environment Program and developed additional curriculum. As a part of this program, all children and young people in grades K through 12 in our school and faith formation programs will be given strategies on how to protect themselves. Since parents are their children’s primary teachers, an integral part of the program will be to provide parents with information to help their children remain safe.

VIRTUS® program VIRTUS Online™ is a state-of-the-art, web-based platform that provides a comprehensive menu of resources for churches, religious organizations, and facilities.

VIRTUS Online Supports Ongoing Training Every training program video awareness sessions, provides ongoing web-based training. The annual recertification online training course will reinforce the knowledge points made during the awareness sessions. Every training program is tracked so the organization knows who has or has not trained.

Employment Screening Resources ESR program This company was selected by our diocese to be used for the background check screening process. Access to background/credit check information and personally identifiable information is secured. The information generated through ESR is recorded in the VIRTUS system. Background checks are marked completed, not completed or pending. Details about background check results are not recorded in VIRTUS.

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Safe Environment Program and Duties VIRTUS Registration:      

Registration process for a new individual Acknowledgement of Policies If an individual comes to us from another diocese and that diocese uses VIRTUS we can usually transfer their information (the individual will need to contact their current diocese and ask to be transferred to our diocese) There is a “transfer” form available to be filled out and sent to the Safe Environment Coordinator for transfer from one diocese to another. Everyone is required to have an updated email address. Step-by-step instructions are revised and need to be distributed accordingly to those needing to do training or background checks.

Protecting God’s Children Video 3.2: 



PGC 3.2 Video and questions (for new individual) o English and Spanish o Approximately 90 mins depending on internet connection speed o Compatible with Internet Browsers: Google Chrome, Firefox all version 9.0 or above. NOT compatible with tablets or phones Live Training  If a “live session” is needed, it must be led by an approved facilitator.  Contact the Safe Environment Coordinator for details.  Request a DVD  New booklet  Takes 2.5 hours

ESR (background/credit checks):    

   

Required prior to employment/volunteering Every 5 years a renewal background/credit is required, unless a person’s roles change and that new role is required to have a new background or credit check. ESR has a timeout screen so they are only allotted 30 minutes to complete the BGC information Bgc’s take 24-48 hours to see a YES. Yes, means the bgc/cc was completed, does not mean the person did not have a criminal or financial record. Illinois residents can take up to a week to process. Just because VIRTUS shows YES to the bgc/cc being completed, this does not mean it has cleared a review of any criminal history results. You will see a clear and date if they are ok to continue. If a person’s background check is Pending, I will put the % here so you know where they are in the process. Step-by-step instructions are revised and need to be distributed accordingly to those needing to do training, background checks and credit checks. People that have a temporary visitor driver’s license (undocumented or non-visa status individual’s) can still do a bgc and not put a driver’s license number in the DL field, driver’s license field. If you see “initial” on their background check tab, the person failed to complete the BGC process they need to use the link in the email to access their BGC again. This expires within 3 days. You will then need to contact Virginia, Safe Environment Coordinator, to have it reset.

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Criminal Records   

Criminal histories on individuals’ accounts are sent confidentially to the diocesan Chief of Staff if a background check or credit check is flagged. The Chief of Staff has 24 hours to review. The Chief of Staff will contact a pastor or principal to notify them of what was found if necessary.

Annual Training VIRTUS   

Individuals based on roles will be assigned in January some form of renewal annual training. Volunteers who were inactive and now active and had their last training video more than 5 years ago. You can give them 2 weeks to complete this. If it is not done in this time frame you need to contact them.

Assisting with the 5 Year Renewal Background Check       

Compliance and the date will reflect on the BGC tab in VIRTUS Individuals who are due for a 5 yr. BGC (from date of previous BGC) Background check link will appear on “toolbox” tab 2 weeks prior to due date or I can set for you. Individuals need to login into VIRTUS to access the link for ESR Link is the “Toolbox” tab that says “Background Check”. This will take them directly to the ESR website where they will complete the information for their background check. Data will be recorded on their “Background Check” tab for their account During this process they will acknowledge the current Diocesan policies.

Rentals of parish halls, classroom space, gyms, etc.  Follow the SE Requirements  Verify insurance coverage  Provide rental agreement  Provide Policy 7002.2 with rental agreement  Track who uses the facilities with name, contact number, function, etc. keep forever. Curriculum for K-12 students        

Implementation of the Bishops approved curriculum The curriculum is required for K-12 student’s school and Religious Education. The Pastor and/or Principal sign off annually to ensure to us and the auditors that this curriculum is being used. Youth ministers are required to give instruction for the upper grades as well This curriculum is IN ADDITION TO your normal Religion Curriculum, not a replacement. Lessons, parent letters, are all found on the VIRTUS website within in the Educator’s tab. If students miss class you need to have a “make up” session to meet the requirements. Parent Orientation Meeting should be conducted by DRE and/or Pastor on what this curriculum covers, how it is being used and provide a copy of the curriculum for the parents to see what is being taught. The parents have the option to opt-out of the program. You need to have the correct form and keep it on file if this happens.

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Maintenance of Records Current Status of Employees and Volunteers           

Make sure all required employees and volunteers do VIRTUS / ESR All employees and volunteers are correct in VIRTUS with “Roles” Provide transfer form on incoming people from another diocese or going to another parish/school. If a person moves from one location to another notify Virginia so the person can be moved. If a person comes into our diocese from another diocese that uses VIRTUS, we can have their information transferred, please contact Virginia to do this. There is a form for this. If a person does the video and does not do it correctly, per our instructions, they will not receive credit. I cannot give them credit manually. They need to slow down, read and be patient for the program to update. If it does not complete, they WILL have to run the program again. Volunteers cannot be in active ministry until they have been in the parish/school at least 6 months this is stated in the diocesan policies Minors cannot be in charge of other minors. Minors must be supervised by VIRTUS trained/bgc cleared adults. Scout leaders have to do our program if they are chartered by the parish/school. As the school/parish designee you are assigned by the Pastor or Principal to run reports, follow up, etc. But if you are having issues with people not being compliant, you need to talk to your Pastor or Principal because THEY are responsible for the programs and people that are in our buildings. You should be listing your contact information in the bulletin, school letters, and website so people know to contact you 1st to get more information.

Training of employees/volunteers    

Copy and hand out the correct Step-by-step instructions for those needing to complete the SE program Annual Recertification will be issued by specific role. Those people assigned will need to be compliant within 2 weeks. You should also check their background check to see if they need to update that as well. If so, please contact Virginia to fix. Schools – Individual VIRTUS accounts should be reviewed the 1st week of August to see if those returning are current before school is in session. Parishes – I would say no later than Sept 15th depending when you start RE classes you should make sure your returning people are compliant before you start classes.

Background Checks and Acknowledgement and Consent Forms      

Review Background checks to see who needs them updated If a person is handling monies alone they are required to have a credit check done. Background checks are required on personnel at daycares, preschools or early learning centers. An Acknowledgement and Consent form is generated at the time of completing the bgc. Hispanic and Vietnamese community is still required to be compliant. Most have a leader that is bilingual that can assist them with the training and bgc. Individuals that do not have a SS# can use 000-00-0000, but remember if they have a common name it could take longer for valid results to come back. We would like to get on a rotation of having the video and background check be done at the same time. I know this can be difficult. However, consider when we do the recertification that we assign background checks also. You will have to look at your budgets and decide if you can do this. We are trying to help you manage the program more efficiently

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Audit              

Familiarize oneself with the diocesan website where all information can be found: http://www.davenportdiocese.org/safe-environment Look for non-compliance issues (PGC, renewals, background/credit check) Make sure people are made inactive or remove your location if that person is no longer at your entity Any active people after July 1 need to be reflected in your audit numbers for July 1 – June 30. Even if they were active for 2 weeks or 1 day you still count them. If the local designee for your entity changes please contact Virginia so rights to VIRTUS can be changed. This will need to come from the Pastor or Principal. Individuals that are not on the list contact Virginia. On-Site Audit can be conducted at any time so please have files up-to-date Paper spreadsheet is still required every March/April for the USCCB audit. Numbers you report is all employees/volunteers that were active during the audit period July 1 – June 30 Do not send us the master report from VIRTUS, you need to have a manual list and compare them to verify each list is correct Stonebridge On-Site Audit is conducted every 3rd year. The auditors ask questions of us which we answer truthfully. We let them know where there is lack of compliance. This information is also shared with the Bishop and Chief of Staff. We will send the Audit Spreadsheet and curriculum evaluation summary Form out in March/April to be completed to be due Mid-April. The Catholic School Teachers shall record the K-12 curriculum in VIRTUS directly. At the parish the SEC, DRE, or Youth Minister will be responsible for inputting this information into VIRTUS.

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DIOCESE OF DAVENPORT POSITION DESCRIPTION SAFE ENVIRONMENT LOCAL DESIGNEE BASIC FUNCTION

EXEMPT POSITION

The Safe Environment Local Designee is responsible for the oversight, operation, and maintenance of the Diocesan Safe Environment Program which includes compliance monitoring and reporting. SPECIFIC DUTIES AND RESPONSIBILITIES  Provide contact information to the Diocese of Davenport.  Contact person for parish/school personnel and volunteers.  Provides contact information within the parish/school, parish/school website and materials.  Has read and familiar with the Diocesan Polices Relating to Sexuality and Personal Behavior.  Attends webinars/in-person training conducted by the Diocese of Davenport annually  Be familiar with the VIRTUS database and SE requirements.  Oversees the implementation and maintenance of all Safe Environment Programs instituted by the Diocese of Davenport  Keeps up-to-date on information provided by the diocese ex: instructions, changes, emails, etc.  Communicates status of parish and/or school to Pastor/PLC and/or Principal on a regular basis.  Ensures the proper instructions are provided to employees/volunteers on completing VIRTUS/ESR.  Ensures that all parish and/or school staff and volunteers understand the responsibilities of mandated reporting of child and vulnerable adult abuse.  Monitors parish and/or school compliance with the Safe Environment Program and background/credit screening.  Facilitates internal training for leaders in parish/school on the Safe Environment Program and requirements; Ex: DRE’s, Youth Ministers, Scout Leaders, Coaches, etc.  Establishes and maintains an internal audit system to ensure the parish and/or school complies with the USCCB and Diocesan annual audit requirements.  Renewals are done in a timely manner. Ex: training annually and background checks every 5 years.  Maintain previous hard copy documents in a locked cabinet at the parish/school.  Making sure the DRE/Youth Minster/School Religion Teacher/etc. have the correct required training materials for students K-12.  Contacts the Safe Environment Coordinator at any time an issue arises and documents the information internally.  In the spring, complete the required audit instrument provided by the Diocese of Davenport.  Working with the Pastor/Principal for assistance if needed for those not compliant.  Be familiar with the diocesan website to find resources.  Confidentiality is very important. STANDARDS OF PERFORMANCE A. Efficient and effective organization and direction to areas of responsibility. B. Excellent oral and written communication skills. Safe Environment Local Designee October 2018

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C. Interpersonal professional relationships, both internally and outside the parish and/or school which encourage openness, candor and trust. D. Overall soundness of decisions, effective delegation and maintenance of confidentiality for all sensitive information. E. Flexibility in performing designated duties. F. Meet or exceed development objectives established in budgetary process. EDUCATION, TRAINING AND EXPERIENCE A. Assertive personality, patient, responsible, committed, able to deliver the message in a strong and consistent manner. B. Familiar with Church administrative and organizational structures. C. Demonstrates organizational skills and the ability to work independently. D. Demonstrates working knowledge of all Microsoft programs, especially Microsoft Excel, Word Access, Outlook, and Internet. E. Knowledge of VIRTUS/ESR program. F. Attention to detail and ability to multi-task. G. Excellent written and verbal communication skills. OTHER CONSIDERATIONS A. The position can expect an evaluation in the first six months of employment by the appropriate line of organizational relationship, with annual evaluations thereafter. B. Salary considerations will be commensurate with education and experience.

Safe Environment Local Designee October 2018

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DIOCESE OF DAVENPORT The Charter requires that any adult working alone with children and or vulnerable adults be trained and complete a background check. Priests ∙Deacons ∙ Candidates for Ordination ∙ Seminarians ∙ Deacon Formation Aspirants ∙ All parish and school employees working with minors and or vulnerable adults∙ Pastoral Associates ∙ Principals ∙ Administrators ∙ School Teachers ∙ DREs ∙ Youth Ministers ∙ Employed Coaches ∙ School Aides left alone with minors ∙ MFP Participants ∙ Host Parents ∙ Safe Environment Local Designees ∙ Overnight Chaperones ∙ Scout Leaders:  Register with VIRTUS  Complete Protecting God’s Children program training online at hiring/engagement and annual recertification  Complete Background check and/or credit check online – at hiring/engagement and every 5 years  Acknowledge Diocesan Polices online – at hiring/engagement, every 5 years, and at the annual evaluation Employees working with monies (Script, money counters, Priests, Deacons, etc.)  Register with VIRTUS  Complete Protecting God’s Children program training online at hiring/engagement and annual certification  Complete Background and Credit check online – at hiring/engagement and every 5 years *for people who have a freeze on their credit reports, please contact Transunion and have the freeze lifted for a minimum of 72 hours. This saves money and processing time. Please wait 24 hours after the lift to run the background / credit check.  Acknowledge Diocesan Polices online – at hiring/engagement, every 5 years, and at the annual evaluation  If last background check is older than 30 days a new background check needs to be generated and select “handle finances” Please contact the Diocesan Safe Environment Coordinator to assign the background check. Employees not working with minors or vulnerable adults  Register with VIRTUS  Complete Background and Credit check online – at hiring/engagement and every 5 years *for people who have a freeze on their credit reports, please contact Transunion and have the freeze lifted for a minimum of 72 hours. This saves money and processing time. Please wait 24 hours after the lift to run the background / credit check.  Acknowledge Diocesan Polices online – at hiring/engagement, every 5 years, and at the annual evaluation Catechists∙ Volunteers supervised or unsupervised with minor’s ∙ Drivers for School or any Parish sponsored functions:  Register with VIRTUS  Complete Protecting God’s Children program training online at hiring/engagement  Complete Background check online – at hiring/engagement and every 5 years  Acknowledge Diocesan Polices online – at hiring/engagement and every 5 years  Recertification training – In 2020  *if a person is inactive and then made active again and the last video training was more than 5 years ago, then the recertification video training needs to be completed before volunteering. Please contact the Diocesan Safe Environment Coordinator to assign. Volunteers working with minors or vulnerable adults who were inactive and have returned to education/ministry more than 5 years ago:  Recertification training and background check is required to be completed  Please contact Diocesan Safe Environment Coordinator to assign. Volunteers working alone (a second person not present) with monies only (may include Script, money counters, trustees, check signers, lay directors, etc.) and no contact with minors or vulnerable adults:  Register with VIRTUS  Complete Background and Credit check online – at hiring/engagement and every 5 years *for people who have a freeze on their credit reports, please contact Transunion and have the freeze lifted for a minimum of 72 hours. This saves money and processing time. Please wait 24 hours after the lift to run the background / credit check.  Acknowledge Diocesan Polices online – at hiring/engagement and every 5 years

780 West Central Park Ave.

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D a v e n p o r t , I o w a 5 2 8 0 4 - 1 9 01 • Phone: 563-324-1911 • Fax: 563-324-5842 9 www.davenportdiocese.org

DIOCESE OF DAVENPORT Volunteers that are undocumented immigrants have to be supervised by a VIRTUS/BGC person:  Register with VIRTUS  Background check online – at hiring/engagement and every 5 years o Use 000-00-000 where it says SS#  Complete Protecting God’s Children program training online at hiring/engagement (available in Spanish)  Recertification training – In 2020 unless the person is inactive and then made active again and the last video training was more than 5 years ago, then the recertification training and background check needs to be assigned and completed before volunteering. Please contact Diocesan Safe Environment Coordinator to assign.  Cannot be left alone with minors or vulnerable adults Minor (under the age of 18) employees/volunteers:  Cannot be in charge or left alone with minors  Highly recommended they register with VIRTUS and complete video training module online  Background checks cannot be conducted on minors under 18 unless they are working under DHS. A copy of a completed DHS Verification form is required to be sent to the diocese to be put into the individual’s record if working under DHS. Eucharistic Ministers/Homebound Visitors volunteering unsupervised (alone) with vulnerable adults:  Register with VIRTUS  Complete Vulnerable Adult Training Module at hiring/engagement  Background check online – at hiring/engagement and every 5 years  Acknowledge Diocesan Policies online – at hiring/engagement and every 5 years  Recertification training – In 2020 unless the person is inactive and then made active again and the last video training was more than 5 years ago, then the recertification training and background check needs to be completed before volunteering. Please contact the Diocesan Safe Environment Coordinator to assign. 3rd party Contractors (AEA Employees, public school teachers Ex: Title 1, electricians, carpenters, dance coaches etc.):  No VIRTUS or background checks  The local policy on what the company/program requires from their employees should be on file for the AEA and public schools. Please keep policy forever. Any diocesan/parish/school program held on our property where minors or vulnerable adults are present:  A VIRTUS / background checked individual has to be present when minors or vulnerable adults are present. Adult supervisors of outside entities that use church property for overnight events in the presence of minors or vulnerable adults:  The group leader must send documentation in advance to the parish/school that includes a letter of good standing that certifies the completion of a safe environment program and a background check.  Agreement to follow the diocesan safe environment policy on boundary regulations (§II-7002.2 Ministry to Minors and Dependent Adults).Include policy section §II-7002.2 with rental agreement and insurance information. Limited free record searches can be conducted by utilizing:

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Iowa Courts Online https://www.iowacourts.state.ia.us/ESAWebApp/TrialSimpFrame National Sex Offender Registry https://www.nsopw.gov/ Revised October 2018

780 West Central Park Ave.

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D a v e n p o r t , I o w a 5 2 8 0 4 - 1 9 01 • Phone: 563-324-1911 • Fax: 563-324-5842 10 www.davenportdiocese.org

DIOCESE OF DAVENPORT La Carta exige que cualquier adulto que trabaje solo con niños o adultos vulnerables esté capacitado y complete una verificación de antecedentes. Sacerdotes ∙ Diáconos ∙ Candidatos para la ordenación ∙ Seminaristas ∙ Aspirantes de formación de diáconos ∙ Todos los empleados de la parroquia y de la escuela que trabajan con menores y adultos vulnerables ∙ Asociados pastorales ∙ Directores Administradores ∙ Maestros escolares RE DREs menores Particip Participantes de MFP FP Padres anfitriones Environment Ententes locales en ambiente seguro Chaperones de la noche a la mañana Lead Líderes Scout: • Registrarse en VIRTUS • Completar la capacitación en línea del programa Proteger a los niños de Dios en la contratación / contratación y recertificación anual • Complete la verificación de antecedentes y / o verificación de crédito en línea: en la contratación / contratación y cada 5 años • Reconocer las Políticas diocesanas en línea: en la contratación / contratación, cada 5 años y en la evaluación anual Empleados que trabajan con dinero (Script, contadores de dinero, sacerdotes, diáconos, etc.) • Registrarse en VIRTUS • Completar la capacitación en línea del programa Proteger a los niños de Dios en la contratación / contratación y certificación anual • Complete la verificación de antecedentes y crédito en línea: al momento de la contratación / contratación y cada 5 años * para las personas que tienen un congelamiento en sus informes de crédito, comuníquese con Transunion y solicite que se retire el congelamiento por un mínimo de 72 horas. Esto ahorra dinero y tiempo de procesamiento. Espere 24 horas después del levantamiento para ejecutar la verificación de antecedentes / crédito. • Reconocer las Políticas diocesanas en línea: en la contratación / contratación, cada 5 años y en la evaluación anual • Si la última verificación de antecedentes tiene más de 30 días, se debe generar una nueva verificación de antecedentes y seleccionar “manejar las finanzas”. Comuníquese con el Coordinador Diocesano de Ambiente Seguro para asignar la verificación de antecedentes. Empleados que no trabajan con menores o adultos vulnerables. • Registrarse en VIRTUS • Complete la verificación de antecedentes y crédito en línea: al momento de la contratación / contratación y cada 5 años * para las personas que tienen un congelamiento en sus informes de crédito, comuníquese con Transunion y solicite que se retire el congelamiento por un mínimo de 72 horas. Esto ahorra dinero y tiempo de procesamiento. Espere 24 horas después del levantamiento para ejecutar la verificación de antecedentes / crédito. • Reconocer las Políticas diocesanas en línea: en la contratación / contratación, cada 5 años y en la evaluación annual Catequistas ∙ Voluntarios supervisados o no supervisados con menores ∙ Drivers for School o cualquier función patrocinada por la parroquia: • Registrarse en VIRTUS • Completar la capacitación en línea del programa Proteger a los niños de Dios en la contratación / contratación • Verificación de antecedentes completa en línea: en la contratación / contratación y cada 5 años • Reconocer las Políticas Diocesanas en línea - en la contratación / contratación y cada 5 años • Formación de recertificación - En 2020 • * Si una persona está inactiva y luego se vuelve activa de nuevo y la última capacitación en video fue hace más de 5 años, entonces la capacitación en video de recertificación debe completarse antes de ser voluntario. Por favor, póngase en contacto con el Coordinador Diocesano de Ambiente Seguro para asignar. Voluntarios que trabajan con menores o adultos vulnerables que estuvieron inactivos y han regresado a la educación / ministerio hace más de 5 años: • Se requiere completar la capacitación de recertificación y verificación de antecedentes • Póngase en contacto con el Coordinador Diocesano de Ambiente Seguro para asignar.

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DIOCESE OF DAVENPORT Voluntarios que trabajan solos (una segunda persona no está presente) solo con dinero (pueden incluir Script, contadores de dinero, fideicomisarios, firmantes de cheques, directores laicos, etc.) y no tienen contacto con menores de edad o adultos vulnerables: • Registrarse en VIRTUS • Complete la verificación de antecedentes y crédito en línea: al momento de la contratación / contratación y cada 5 años * para las personas que tienen un congelamiento en sus informes de crédito, comuníquese con Transunion y solicite que se retire el congelamiento por un mínimo de 72 horas. Esto ahorra dinero y tiempo de procesamiento. Espere 24 horas después del levantamiento para ejecutar la verificación de antecedentes / crédito. • Reconocer las Políticas Diocesanas en línea - en la contratación / contratación y cada 5 años Los voluntarios que son inmigrantes indocumentados deben ser supervisados por una persona de VIRUS / BGC: • Registrarse en VIRTUS • Verificación de antecedentes en línea: en la contratación / contratación y cada 5 años o Use 000-00-000 donde dice SS # • Completar la capacitación en línea del programa Proteger a los niños de Dios al momento de la contratación / contratación (disponible en español) • Entrenamiento de recertificación: en 2020, a menos que la persona esté inactiva y luego se vuelva a activar y el último video entrenamiento fue hace más de 5 años, entonces el entrenamiento de recertificación y la verificación de antecedentes deben asignarse y completarse antes de ser voluntario. Por favor, póngase en contacto con el Coordinador Diocesano de Ambiente Seguro para asignar. • No se puede dejar solo con menores de edad o adultos vulnerables. Empleados / voluntarios menores (menores de 18 años): • No puede estar a cargo o quedarse solo con menores • Muy recomendable que se registren en VIRTUS y completen el módulo de capacitación en video en línea. • No se pueden realizar verificaciones de antecedentes en menores de 18 años a menos que estén trabajando bajo DHS. Se requiere que se envíe una copia de un formulario de Verificación del DHS a la diócesis para que se incluya en el registro de la persona si trabaja bajo el DHS. Ministros de la Eucaristía / Visitantes confinados en el hogar como voluntarios sin supervisión (solos) con adultos vulnerables: • Registrarse en VIRTUS • Completar el módulo de capacitación para adultos vulnerables en la contratación / contratación • Verificación de antecedentes en línea: en la contratación / contratación y cada 5 años • Reconocer las políticas diocesanas en línea: en la contratación / contratación y cada 5 años • Entrenamiento de recertificación: en 2020, a menos que la persona esté inactiva y luego vuelva a activarse y la última capacitación en video fue hace más de 5 años, entonces el entrenamiento de recertificación y la verificación de antecedentes deben completarse antes del voluntariado. Por favor, póngase en contacto con el Coordinador Diocesano de Ambiente Seguro para asignar. Contratistas externos (empleados de AEA, maestros de escuelas públicas, ej .: Título 1, electricistas, carpinteros, entrenadores de baile, etc.): • Una persona con VIRTUS / verificación de antecedentes debe estar presente cuando haya menores o adultos vulnerables presentes. Supervisores adultos de entidades externas que usan la propiedad de la iglesia para eventos nocturnos en presencia de menores o adultos vulnerables: • El líder del grupo debe enviar por adelantado la documentación a la parroquia / escuela que incluya una carta de buena reputación que certifique la finalización de un programa de ambiente seguro y una verificación de antecedentes. • Acuerdo para seguir la política de ambiente seguro de la diócesis en las regulaciones de límites (§II-7002.2 Ministerio de Menores y Adultos Dependientes). Incluya la sección de política §II-7002.2 con contrato de alquiler e información de seguro.

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Talking Points For Teaching Safety by VIRTUS Catholic Schools Principals and Teachers will have access to the Educator Tab Lessons and activities can be printed off and used as needed Lesson 1 (1 hr.) is the curriculum we will use for Year 1 2018-2019 Lesson 2 (1 hr.) is the curriculum we will use for Year 2 2019-2020 This Lesson can be broken up throughout the year if you wish just as long as it is done by April 1. Teachers will be able to record training right after the curriculum is done. I have created a sheet that allows the data to be written down if needed and then recorded in VIRTUS. It would be nice to hold a Parent meeting if you see the need for them to see the Curriculum. There is still an Opt Form if needed. Additional Resources are also listed on the VIRTUS Educators Tab. You cannot send curriculum home as homework and have it counted as the student trained.

Parish Religious Education/Youth Ministry SEC/Dre’s/YM have access to the Educator Tab Lessons and activities can be printed off and used as needed Lesson 1 (1 hr.) is the curriculum we will use for Year 1 2018-2019 Lesson 2 (1 hr.) is the curriculum we will use for Year 2 2019-2020 This Lesson can be broken up throughout the year if you wish just as long as it is done by April 1. I have created a sheet that allows the data to be written down and then given to the Dre/YM or SEC to enter into VIRTUS. It would be nice to hold a Parent meeting if you see the need for them to see the Curriculum. There is still an Opt Form if needed. Additional Resources are also listed on the VIRTUS Educators Tab. You cannot send curriculum home as homework and have it counted as the student trained.

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DIOCESE OF DAVENPORT • WALKING TOGETHER IN FAITH • TEACHING SAFETY – EMPOWERING GOD’S CHILDREN SAFE ENVIRONMENT PROGRAM KINDERGARTEN THROUGH 12TH GRADE Dear Parent(s), In response to the United States Conference of Catholic Bishops’ Charter for the Protection of Children and Young People, we have a program for the safe environment education of children and young people that is supported and mandated by the Diocese of Davenport for all our Catholic schools, parishes and programs. According to the Charter: Safe environment programs are in place to assist parents and children—and those who work with children—in preventing harm to young people. These programs continually seek to incorporate the most useful developments in the field of child protection. Through these steps and many others, we remain committed to the safety of our children and young people. Dioceses/eparchies are to maintain “safe environment” programs which the diocesan/eparchial bishop deems to be in accord with Catholic moral principles. They are to be conducted cooperatively with parents, civil authorities, educators, and community organizations to provide education and training for minors, parents, ministers, employees, volunteers, and others about ways to sustain and foster a safe environment for minors. Dioceses/eparchies are to make clear to clergy and all members of the community the standards of conduct for clergy and other persons with regard to their contact with minors. This program is called “Teaching Safety – Empowering God’s Children”. The job of ensuring children’s safety is a challenging undertaking. The prevention of child sexual abuse requires more than adult awareness, education, and training about the nature and scope of the problem. We must also give our children the tools they need to overcome the advances of someone who intends to do them harm. The “Teaching Safety – Empowering God’s Children” program is a vehicle through which parents, teachers, catechists, and youth ministers give children and young people the tools they need to protect themselves from those who might harm them. The program lessons were created for four specific age groups: Grades K through 2, Grades 3-5, Grades 6-8 and Grades 9-12. What is “Teaching Safety – Empowering God’s Children?” The program is sponsored by the VIRTUS program we are currently using to educate adults that are working or volunteering within our diocese. This program lessons are founded on the principles of appropriate relationship boundaries in the broader context of Christian values. All lessons are age-appropriate and help children and young people develop the vocabulary and boundary distinctions necessary to empower them to begin to recognize inappropriate behavior by others, while practicing appropriate relationship boundaries in their own lives. The focus is on an age-appropriate discussion of touching safety relative to the specific roles that different people play in a child’s life. All of the lessons stress the importance of keeping private body parts “private,” and of telling a trusted adult about anyone’s behavior that causes a child to feel uncomfortable or threatened. In an effort to assist in protecting youth, all of our programs, including our school-based curriculum, provide for collaboration between parents and lesson leaders in establishing safety guidelines and principles. Through these programs, caring adults become partners with parents to ensure that all children are protected and that youth also have the tools they need to protect themselves. Please feel free to contact your school or parish office if you have questions or want to review the curriculum your child will be receiving throughout the year.

780 WEST CENTRAL PARK AVE ● DAVENPORT, IA 52804-1998 ● PHONE 14 : 563-324-1911 ● FAX: 563-324-5842 ● www.davenportdiocese.org

DIOCESE OF DAVENPORT • WALKING TOGETHER IN FAITH • ENSEÑAR LA SEGURIDAD - EMPODERAR A LOS HIJOS DE DIOS PROGRAMA DE SEGURIDAD DEL MEDIO AMBIENTE KINDERGARTEN HASTA EL GRADO 12 Querido(s) padre(s), En respuesta a la Carta de la Conferencia de Obispos Católicos de los Estados Unidos para la Protección de Niños y Jóvenes, tenemos un programa para la educación de la seguridad del medio ambiental de niños y jóvenes, respaldado y ordenado por la Diócesis de Davenport para todas nuestras escuelas católicas, parroquias y programas. De acuerdo con la Carta: Se han establecido programas de ambientes seguros para ayudar a los padres y a los niños, y a los que trabajan con niños, a prevenir daños a los jóvenes. Estos programas buscan continuamente incorporar los desarrollos más útiles en el campo de la protección infantil. A través de estos pasos y muchos otros, seguimos comprometidos con la seguridad de nuestros niños y jóvenes. Las diócesis / eparquías deben mantener programas de "ambiente seguro" que el obispo diocesano / eparquial considere que están de acuerdo con los principios morales católicos. Se llevarán a cabo en colaboración con los padres, las autoridades civiles, los educadores y las organizaciones comunitarias para proporcionar educación y capacitación a menores, padres, ministros, empleados, voluntarios y otros, sobre formas de mantener y fomentar un ambiente seguro para los menores. Las diócesis / eparquías deben dejar en claro al clero y a todos los miembros de la comunidad los estándares de conducta para el clero y otras personas con respecto al contacto con menores. Este programa se llama "Enseñanza de Seguridad - Empoderando a los Niños de Dios". El trabajo de garantizar la seguridad de los niños es una empresa desafiante. La prevención del abuso sexual infantil requiere más que la conciencia, educación y capacitación de adultos sobre la naturaleza y el alcance del problema. También debemos brindarles a nuestros niños las herramientas que necesitan para superar los avances de alguien que intenta hacerles daño. El programa "Enseñar la seguridad - Empoderar a los niños de Dios" es un vehículo a través del cual los padres, maestros, catequistas y ministros de jóvenes les brindan a los niños y jóvenes las herramientas que necesitan para protegerse de quienes podrían dañarlos. Las lecciones del programa se crearon para cuatro grupos de edad específicos: Grados K a 2, Grados 3-5, Grados 6-8 y Grados 9-12. ¿Qué es "Enseñar la seguridad: capacitar a los hijos de Dios"? Este programa está patrocinado por el programa VIRTUS que estamos utilizando actualmente para educar a adultos que trabajan o realizan su voluntariado en nuestra diócesis. Las lecciones de este programa se basan en los principios de límites de relación apropiados en el contexto más amplio de los valores cristianos. Todas las lecciones son apropiadas para su edad y ayudan a los niños y jóvenes a desarrollar el vocabulario y las distinciones de límites necesarios para ayudarles a comenzar a reconocer el comportamiento inapropiado de los demás, mientras practican los límites apropiados de las relaciones en sus propias vidas. La atención se centra en una discusión apropiada para la edad sobre la seguridad con respecto al toque en relación con los roles específicos que las diferentes personas desempeñan en la vida de un niño. Todas las lecciones enfatizan la importancia de mantener las partes privadas del cuerpo "en privado" y de contarle a un adulto de confianza sobre el comportamiento de alguien que hace que un niño se sienta incómodo o amenazado. En un esfuerzo por ayudar a proteger a los jóvenes, todos nuestros programas, incluido nuestro plan de estudios basado en la escuela, proporcionan la colaboración entre los padres y los líderes de las lecciones para establecer pautas y principios de seguridad. A través de estos programas, los adultos que se preocupan se asocian con los padres para garantizar que todos los niños estén protegidos y que los jóvenes también tengan las herramientas que necesitan para protegerse. Si tiene preguntas o desea revisar el plan de estudios que su hijo recibirá durante el año, no dude en ponerse en contacto con la escuela o la oficina de la parroquia.

780 WEST CENTRAL PARK AVE ● DAVENPORT, IA 52804-1998 ● PHONE 15 : 563-324-1911 ● FAX: 563-324-5842 ● www.davenportdiocese.org

Teaching Safety Curriculum for K-12 Students (Safe Environment Curriculum) Proposal 2018 VIRTUS has a children program where K-12 students can be educated with safe environment curriculum and meet the charter requirements. We currently use the VIRTUS database to track our adult trainings and background checks, this would be an added piece to our documentation. In theory, each DRE, Religion Teacher at schools, and Principals would have the Educator tab. This would be where they would go to get the information for their catechists and students as well as resources. Recording training would also be done by the DRE and Religion teachers at the schools.

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The VIRTUS program is called “Teaching Safety” this information will be updated. The lessons and information I am including are the current program. In speaking with Pat Neal at VIRTUS the data will not really change to much just the title “Touching Safety” to “Teaching Safety” and new lessons. I am providing you with print screens and documentation that an Educator would see and what they are able to use and document. This is the 1st page that would be seen on the Educator tab. The person would follow the different steps. I have included the information for each step they would see for your review except the Spanish Version.

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This screen will show you how a DRE/Religion Teacher or Principal would record the information in VIRTUS. They can select all the information here and then it will accumulate the numbers in a screen I will be able to see. I will then be able to use this data for my audit numbers in the spring.

This would be the screen a person would actually record the training on.

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On the left side of the screen DREs/Teachers/Principals can get more information and other supplemental activities if they choose to use other items.

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Children's Program Training Program Name:

Touching Safety

Where the training occurred (Parish/School): Religious Education Catholic School Catholic School - Elem Catholic School - HS Public School Private School Diocesan School Confirmation Youth Ministry

School Type:

When was the training conducted (mo/day/year) Who conducted the trianing: Not Specified Gr. K-2 Gr. 3-5 Gr. 6-8 Gr. 9-12

Age/grade of children:

Lesson number:

1 2 1 and 2

n/a n/a

Number of children trained Number of children opted out: Number of children absent: Comments:

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Curriculum OPT- OUT Process The National Office of Child & Youth Protection, which reports to the USCCB, has asked that Dioceses implement an "OPT-OUT" process for parent/guardians who choose not to have their children participate in the Diocesan Safe Environment curriculum. We ask that you follow this procedure when approached by a parent/guardian who has concerns or issues with the children's curriculum. 1. When approached by parents or guardians who have concerns or issues with the program, find out exactly what the issues or concerns are, and whether these can be resolved. Provide opportunity for parents to review the curriculum materials your parish/school has chosen. Parents may call the Safe Environment Coordinator (563-888-4230) to share questions and concerns, as well. 2. If, after discussion, the parent/guardian insists that they do not want to give permission for their child to participate, they will fill out and sign the "OPT-OUT" form. Space is provided on the Opt-Out form to state the issues or concerns expressed by the parents/guardians. 3. Lend the parents/guardians the curricular materials your parish/school are using and ask them to use it in teaching their child. You may choose to offer the take-home materials you provide for children who are absent from class due to illness or others reasons for absence on that day(s). 5. If the parent/guardian refuses to sign the "OPT-OUT" form, document their issues/concerns, sign the form noting specifically who refused to sign. 8. Retain the original form on file at the Parish/School site.

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DIOCESE OF DAVENPORT TO:

Parents

FROM: SUBJECT:

Opportunity to “opt your child out” of the Teaching Safety – Empowering God’s Children program

DATE:

will present a sexual abuse prevention program, the Touching Safety – Empowering God’s Children program, to our students on

. The creators of the Protecting God’s Children™

program developed the Teaching Safety – Empowering God’s Children program. This program is provided to us by the Diocese of Davenport, and is a part of our ongoing effort to help create and maintain a safe environment for children and to protect all children from sexual abuse. The scheduled lesson is being offered to all students at

. As a parent, you have the

right to choose whether your student participates. We encourage you to read the attached “overview” and “lesson plan” so you’ll be aware of the nature of the Teaching Safety – Empowering God’s Children program. If you have questions about the program or the lesson, please contact

at

.

If you determine that you DO NOT want your child to participate, please complete the “opt-out” form at the bottom of this page, and return it to your child’s teacher no later than For more information on the Teaching Safety – Empowering God’s Children program, visit the VIRTUS Online™ website at www.virtus.org. Opt-out form for use with the Teaching Safety – Empowering God’s Children program: does not have my permission to present the Teaching Safety – Empowering God’s Children program, to my child whose name is __________________________________________________________. Parent’s name (printed):

Parent’s Signature:

Date:

780 West Central Park Ave.

•

D a v e n p o r t , I o w a 5 2 8 0 4 - 1 9 01 • Phone: 563-324-1911 • Fax: 563-324-5842 26 www.davenportdiocese.org

STEP BY STEP INSTRUCTIONS

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How to Read Tabs 1. Go to your “administration” tab 2. Click on the “users” on left side of the screen, this will show all the active users for your location(s). 3. You can also use the “alias” search if you are searching a female just in case they forgot to give you their maiden name. 4. If you do not see who you are looking for use the “search” button. Put their first or last name in and click on “search”. 5. If the person might be “inactive” you might want to click on the box to the right that says “show inactive users”

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How to Read Tabs “GENERAL TAB” 1. User Id: this is what they set up at time of registration (this can be edited if someone wants it changed). 2. Password: we cannot see the password, either can you. *if their email address is correct, click on “email account info” and it will send them the user id and password OR delete the password, enter what they want in there and click “save” at the bottom of the screen. (case sensitive) 3. First, Middle, Last Name – this should be their legal name as it is also used in ESR to run background/credit checks 4. Email: verify this is correct because they are sent emails from VIRTUS or ESR. 5. Primary Location – if the person is employed this is the location that should be listed 1st and then Additional Locations where they might volunteer. The primary location is the one that will be billed for the background check 1st. 6. When they choose a location they will be asked what roles do they perform at that location. 7. Additional locations – other parishes and/or school where they work or volunteer 8. If they select another location they will be asked what roles they perform at that location and so on. 9. Roles: they should’ve checked all the boxes that apply when they registered if they did not please add what they do for you if it is not listed already. The green √ is how they should be counted on the AUDIT SPREADSHEET, this is the hierarchy determined by the USCCB. 10. Title: There should be something in her again if they are employed, put that there or other title 11. Profile/Continuing Training/Account status: I set this based on the roles listed above 12. Notes: Since all the roles have been changed you should not have to use this area. You will notice if I have put a note on a persons record at time of activation if a step was missed, if I merged their accounts, and if a person was made active/inactive by who, time, date. 13. Click “save” or you will loose all the changes you made above.

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How to Read Tabs

If this is marked please have the Pastor or Principal contact our office.

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How to Read Tabs

“CONTACT TAB” 1. On this tab you need to verify that their contact information is correct and then hit “save”

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How to Read Tabs “Background Check Tab” 1. 2.

Click on the “background check” tab for the person You need to verify the person has a background check completed and current. If you look at a person’s account and there is no information on this tab then they have not completed a background check. 3. You will see the date when the next background check is due in this case 8/3/17. 4. You might notice all the different types of background checks that were run. Some have Lynnette’s name because those are the one’s we did between 2003-2011 by hard copy. The newer ones will say “self processed”, these are done via ESR. 5. Please make sure the person ran the proper bgc/cc. If a person works with monies you should see it say the name of the packet w/credit check. You might also see “credit Only” if I had to force the credit check. 6. You want to make sure that there is a YES under “complete” that tells you that it was processed, DOES NOT MEAN it “cleared”, I add clear and the date in the comments section. 7. You might notice it has a percentage there that means the check is pending and has not yet cleared. 8. If you see “Initiated” under Complete that means they abandoned the process and did not complete a background check at all. We will need to reset the link or they can use the email link sent to them. 9. If you see “PENDING” under Complete that means the background check was completed and is going through the motions to move to the YES stage. 10. Background Check Information Box: This is where someone would put their maiden name(s) and or alias. 11. If you see Questions below the BGC Information box, this tells you how a person answered the questions. This may be why they were not assigned the proper training.

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How to Read Tabs

“REQUIRED DOCUMENTS TAB” 1. 2.

3.

This tab shows you when the person “read and agreed” to the diocesan policies online. This is done when a new person registers, has to renew their background check/credit check or when a new policy is released by the diocese. In regards to the new policy that is assigned by VIRTUS: If you see “remove required document prompt” this means the person was assigned the policy and they need to go into their VIRTUS account and acknowledge the policies. Ex: July 17 2018 the new diocesan policies were uploaded to VIRTUS. If it says: “forced required document prompt” the link was assigned and they have not yet acknowledged the policies. You have to remember you have to keep the hard copy ones forever unless you scan them in and encrypt them and have a back up of the back up.

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How to Read Tabs

“TRAINING TAB” 1. 2. 3. 4.

5. 6. 7. 8.

This tab is where you verify their training compliance. Some people might have training listed once or twice under “Live Training” because we used to do all video training in person. So you have to look here. Some people might have training listed only under “online training modules” because they are more recent and did the “online” version of training. You have to verify both areas of training.  Ex: this person did 1st training in 2003, 5 yr renewal live session: 2010  Then you have to look under “online modules” for the rest of the training which is 7/10/15, So they are compliant  You will also find the “vulnerable adults” training under “online training modules”  The ones that say “recertification 07 and 08 do not count towards compliance. You might find someone was “assigned” training module but there is no “start” or “completed” date that means the person is not compliant and needs to do the video. We did “live” training 2003-2011 March then we offered “online” training. We still sometimes do “live” training for those that are not computer literate or have a language barrier, etc. Those are case by case basis so please contact me if you have this come up. If you see no training was assigned, this might mean they did not answer the questions correctly. So please check the roles to make sure they need training.

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How to Read Tabs

Summary Tab This tab was added to each person’s account in VIRTUS. This is a quick view of a person’s activity and compliance. So instead of clicking on each tab to view training, policies, and background checks, this tab let’s you take one glance and see everything you need for that person.

This is what you will see on the Summary Tab. It shows you all the most recent activity. As you see here everything is current, per the roles listed under General Information.

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How to fix/adjust Roles 1. Pull up the person’s account.

You will be working on the Primary Location and location and Roles area. You will see the locations the person choose and the roles they selected. If these are not correct or current please fix for your location only.

You are going to see a pop up window that lists the person’s location and roles. If your location is listed and it should not be, you can click the blue lettering to remove your location. If you location is correct but the roles are wrong, you need to do the following: To remove roles, click on the X To add roles, you have to choose your location in the Add a location, then check the boxes that should be marked, scroll to bottom and click on Add locations/Roles, then you can either X out or go to bottom and click on Close

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How to fix/adjust Roles

You will notice that the changes have been added to the person’s record.

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How to fix/adjust Roles

If you are done, go to bottom of back and click “save”

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Roles Parameters Each person should have one of the following selected: Candidate for Ordination Deacon Educator Employee (Parish/Parochial) Priest Volunteer Then they should have one to multiple other categories marked, 84 to choose from. This should be what they are doing for your location only. *They need to be marked if they are working or volunteering with minors or vulnerable adults. If they are not working with one of those categories than you DO have to mark that they are not working or volunteering with minors or vulnerable adults. When I look at a person's record I need to know who they are working with and what they are doing. Don't leave this up to the person because they sometimes don't know what they are doing or have permission to do. Also I took this away from people when they login into VIRTUS. It is up to the local designee to fix this.

39

Assigned training to these roles the PGC 3.2 January 16, 2018. Role AD/Coach - Employed Adm Assist/Secretary/Receptionist Aide (employed) Before/After Care (employed) Bus Driver (employed) Business Mgr/BookKeeper/Finances Candidate for ordination * Catholic School Student Teacher Catholic School Teacher Catholic School Teacher - Sub Chaperone - Overnight Functions Child Care Employee Daycare Employee Deacon * Deacon Formation DRE/CRE Educator * Employee (Diocesan/Eparchial) * Employee (Parish/Parochial) * Employee working with minors Employee working with Vulnerable Adults Food Service/Kitchen Help (employed) Janitor, Maint, Housekeeper, Custodian, Snow Removal (employed) LawnCare/Groundskeeper (employed) MFP Participant Office Manager/Assistant Organist/Pianoist/Music (employed) Parish Life Coordinator Pastoral Associate PreSchool Teacher (employed) Priest * Principal/Asst Principal Safe Environment Local Designee Scout Leader (boy and girl scouts) Seminarian Youth Minister

40

How to Run Compliance Report “Snapshot View”

Go to the Administration Tab, then under Reports choose Compliance Reports

41

October 2018

How to Run Compliance Report “Snapshot View”

This will be the next screen you will see. Click on Compliance Report last bullet.

42

October 2018

How to Run Compliance Report “Snapshot View”

This is the new Compliance Report. You might only see your location listed with the people. Unless you are responsible for more than one entity then you will need to select the location. I would leave the other areas as they are, EXCEPT Active, make sure that says YES or it will show you inactive also. If you have more than one entity you will need to select the location and then button Run/Filter to get the information. I suggest to click on the hyperlink of the person’s name if you need to see more information. This will open in a new window. - Training column that shows Red, Green or dash - Training Exp. This will show the date the training expires. - BGC column shows the date the bgc was completed, if you see NOT COMPLIANT in red this means they are not compliant. - BGC Exp. Column shows the date when the next bgc is due, however if a person’s role has changed and they are required to complete a new bgc or credit check you will have to let me know to reset the date. - Documents column – this shows green, red or dash for a person in compliance with the diocesan policies. - Docs Exp. Column shows you when the acknowledgement of policies would expire, remember if the diocesan policies do change everyone will be required to acknowledge the new policies. Red Exclamation Point means – details You can click on the name that has line under and it will take you to the person’s account to see more info. 3 people next to roles – means person has more than one role Red octagon with white hyphen – means the person is not complaint Green circle with white plus – means the person is compliant 43 Dash means they did not complete the requirements or they are not required to complete training/bgc. **Keep in mind if you have not updated the roles in the proper format your report will not run accurately.

October 2018

How to Run Compliance Report “Snapshot View”

If you wish to see all the persons’ roles you would unclick the button that says Show ONE role only. Then Run/Filter

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October 2018

How to Run Master Report to Verify Policy Compliance Login into VIRTUS

Go to your Administration Tab and Click on Master Report – Local level, Report to Screen

1 October 2018 45

How to Run Master Report to Verify Policy Compliance

Select your location Under “User Fields to Display”, select email

2 October 2018 46

How to Run Master Report to Verify Policy Compliance

Scroll to bottom and select under Required Documents “Safe Environment Policy” Then click “Run report to screen”

Anyone that shows a date of July 16, 2017 or older has to acknowledge the new policies that were uploaded to VIRTUS.

3 October 2018 47

How to Run Master Report to Verify Policy Compliance If you click on the blue link with their name it will show you their full account. You can go to their Required Documents tab and if you see “Remove Required Document Prompt” that means they were assigned the link but has NOT acknowledged polices.

If you see “Remove Required Document Prompt” this means they acknowledged the new policies.

You will need to email all those that are not compliant and have them complete this process. This is why I suggest having their email on your report so you can use that. Keep in mind if this email has not been updated or correct they will not get your notice. So please if you notice it is wrong please update it on their account. 4 October 2018 48

How to Run Background Check Report Login into www.virtus.org and go to your “Administration” tab

In the green part of the screen under Reports, click on Background Checks Then the bullet that says “Background Check Report”

Use the drop down arrow to select your location if you have multiple locations. Click “continue”

You only need to pay attention to the 1st 2 columns (name and next check required) – I have hidden for privacy but you should see all your active people on this list. You want to make sure no one is past due for a bgc and or due for a bgc before the audit period ends June 30, 2017. *Everyone needs to be current before the end of the audit period. If you don’t understand the report, please pull up the person’s actual account and review the background check tab.

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February 2017

Resources

50

SOCIAL MEDIA GUIDELINES Introduction These guidelines are offered as a synthesis of best practices. They include material compiled from church entities, for-profit corporations, and non-profit organizations. Suggestions and comments are welcome at [email protected]. In this document, “church personnel” is defined as anyone—priest, deacon, religious, bishop, lay employee, or volunteer—who provides ministry or service or is employed by an entity associated with the Catholic Church. Department of Communications United States Conference of Catholic Bishops June 2014 Guiding Principles "Communication is a means of expressing the missionary vocation of the entire Church; today the social networks are one way to experience this call to discover the beauty of faith, the beauty of encountering Christ. In the area of communications too, we need a Church capable of bringing warmth and of stirring hearts" (Pope Francis' Message for the 48th World Communications Day [WCD], 2014). Social media is fundamentally changing how people communicate. Our Church cannot ignore it; in fact, it is our responsibility as Catholics to bring the Church's teachings into what Pope Benedict XVI called the "digital continent." As Pope Francis wrote in the 48th World Communications Day message, "The revolution taking place in communications media and in information technologies represents a great and thrilling challenge; may we respond to that challenge with fresh energy and imagination as we seek to share with others the beauty of God." The Church can use social media to encourage respect, dialogue, and honest relationships—in other words, "true friendship" (Pope Benedict XVI's Message for the 43rd World Communications Day, 2009). To do so requires us to approach social media as a powerful means of evangelization and to consider the Church's role in providing a Christian perspective on digital literacy. Before beginning work on social media guidelines, consider reading all of the World Communications Day messages issued since 2006, since each message focuses on social media. The Church and Social Media: An Overview Social media offer both opportunities and challenges to Catholic organizations. These can be grouped into three primary categories:  Visibility  Community  Accountability Visibility Online social media communities are vast and are growing at a rapid pace. For example, there are now more active Facebook accounts than there are Catholics, worldwide. Given the size and scope of these communities, they offer excellent forums for the Church's visibility and evangelization. The key question that faces each church organization that decides to engage social media is, How will we engage?

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August 2017

Careful consideration should be made to determine the particular strengths of each form of social media (blogs, social networks, text messaging, etc.) and the needs of a ministry, parish, or organization. The strengths should match the needs. For instance, a blog post may not be the most effective way to remind students of an event. However, a mass text message to all students and their parents telling them that the retreat begins at 9 a.m. may be very effective. Because of the high volume of content and sites and the dynamics of search engines and computer networking, social media require constant input and monitoring to make the Church's presence effective. To keep members, a social networking site such as a blog needs to have new content on a regular basis. In the case of social media, the axiom "build it and they will come" is not applicable. It may seem paradoxical, when considering the fluidity of social media, but good planning and strategizing is as essential, if not more so, when approaching social media, versus traditional media. Community Social media can be powerful tools for strengthening community, although social media interaction should not be viewed as a substitute for face-to-face gatherings. Social media can support communities in a myriad of ways: connecting people with similar interests, sharing information about in-person events, providing ways for people to engage in dialogue, etc. The use of social media should be well integrated into the overall communication strategy for the organization. Users move seamlessly across multiple platforms, receiving information and entering into dialogue using print, oral, video, and digital communications, in a variety of settings. Effective communication strategies recognize the expectations and preferences of the community and develop messages suited to those expectations and preferences. A well-considered use of social media has the ultimate goal of encouraging "an authentic culture of encounter" (WCD message, 2014), or, to use the parlance of the practitioners, "creating engagement." With the rapid acceptance of digital social networks, the "digital continent" has become very crowded. The Church can be successful in being heard above the fray by creating engagement. Engagement is defined as the activity that happens around a message posted on a social network. This activity includes likes, comments, and shares. The more engagement that happens on a particular message, the more it will be seen. Accountability Social media provide tools for building community. Membership in communities also requires accountability and responsibility. Users of social media expect site administrators to allow dialogue, to provide information, and to acknowledge mistakes. The explosion of information available to social media consumers has meant that they often only use information from trusted sites or sites recommended by those whom they trust. While not every demand or inquiry can be met, it is important that creators and site administrators of social media understand both how much social media are different from mass media and the expectations of their consumers. Creators and consumers of mass media generally accept their one-way conversations (letters to the editor being the exception). Social media's emphasis is on the word "social," with a general blurring of the distinction between creators of content and consumers of content. Many communication experts are describing the adaption of social media as a paradigm shift in how humans communicate, a development as important as that of the printing press and the innovation of electronic communication.

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August 2017

Definitions Definitions provide clarity and a common language. They are even more important in guidelines for social media, since the usage of terms is rapidly evolving.  Web 2.0: The term “Web 2.0” is commonly associated with Web applications that facilitate interactive information sharing. A Web 2.0 site allows its users to interact with other users, to change website content, to provide reaction to content, to share the site’s content with others, or to filter content being provided by the site creator. This is in contrast with non-interactive websites, where users are limited to the passive viewing of information that is provided to them. * Example: Amazon.com’s inclusion of users’ reviews and offering of recommendations based on the consumer’s past use of the site make it a Web 2.0 site. 

Blog: A blog (a contraction of the term “web log”) is a type of website, usually maintained by an individual, with regular entries of commentary, descriptions of events, or other material such as graphics or video. Entries are commonly displayed in reverse-chronological order. “Blog” can also be used as a verb, meaning to maintain or add content to a blog. * Examples: There are many types of blogs on sites throughout the Internet. They are common for celebrities, writers, journalists, etc. WordPress is one of the more popular tools used to create blogs.



Micro-blog: This form of multimedia blogging allows users to send brief text updates or to publish micromedia such as photos or audio clips, to be viewed either by anyone or by a restricted group, which can be chosen by the user. These messages can be submitted by a variety of means, including text messaging, instant messaging, e-mail, digital audio, or through a Web interface. The content of a micro-blog differs from a traditional blog in that it is typically smaller in actual size and aggregate file size. A single entry could consist of a single sentence or fragment, an image, or a ten-second video. * Example: Twitter is a form of micro-blogging in which entries are limited to 140 characters.



Social network: A social network is a Web 2.0 site that is entirely driven by content of its members. Individuals are allowed flexibility in privacy settings; in posting text, photos, video, links, and other information; and in level of interaction with other members. * Examples: Facebook, LinkedIn, MySpace, Twitter, YouTube, and Flickr are often included in lists of social networking sites, although sometimes YouTube and Flickr are designated as multimedia sharing sites, while Twitter is currently more often designated as a microblogging application.



Ministry website: 3 An Internet website/tool created by employees, clerics, and volunteers for the sole purpose of conducting diocesan/affiliate business.



Personal website: A social network page, blog, or any Internet website/tool created by employees, clerics, and volunteers primarily to share personal communication with friends and associates.

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August 2017

Guidelines When developing guidelines for church personnel to use social media, consider including the following elements: 

Define appropriate boundaries for communications. These should be in sync with diocesan codes of conduct for other areas, such as the diocese’s standards for protection of children and young people, Internet acceptable use policies, etc. Define what is considered confidential information, verifiable consent, personal identifiable information, contact with a minor, etc. Topics that are in current debate will generate more comments/responses. These include issues in which the Church’s teachings are often in contrast to some popular positions (gay rights, abortion, immigration reform, health care reform). In other words, the Church’s social justice teachings, including the pro-life aspects of those teachings, often elicit unfavorable comments. Some people determine that those topics will not be engaged with on official sites. Others provide guidance on how to engage in dialogue around these topics. (See “Rules of the Road” below for examples.)



Include examples of Codes of Conduct That should be posted on social networking sites. Codes of Conduct are for visitors to the site. These codes should always be brief and immediately apparent to visitors. Visitors should also be made aware of the consequences of violations of the Code of Conduct. The Code of Conduct on the USCCB’s Facebook site is as follows: “All posts and comments should be marked by Christian charity and respect for the truth. They should be on topic and presume the good will of other posters. Discussion should take place primarily from a faith perspective. No ads please.” Always block anyone who does not abide by the Code of Conduct.



Define instructions. Include instructions on how to report, block, etc., on the more popular social networking sites such as Facebook and Twitter. This provides guidance for those church personnel who may be entering into social media for the first time.



Provide recommendations on how to deal with difficult “fans.” Give church personnel permission to trust their instincts on blocking repeat offenders of a site’s Code of Conduct. Argumentative participants can easily change the tone of every post. A good way to determine if they should be blocked is to go to their profiles and browse through the pages that they have “fanned.” Do not allow those unwilling to dialogue to hold your site and its other members hostage. In particular situations, the moderator might determine it is best to ask a member to take a conversation “offline.” These offline conversations can be conducted in person, over the telephone, or through private e-mail. The site moderators should be able to refer to the appropriate resources, such as the pastor, program director, diocesan communication office, etc.



Provide trusted sites for reference, and recommend that site administrators have a thorough knowledge of these sites. Often a link to the parish, diocesan, USCCB, or Vatican site can provide necessary information, thereby helping redirect the tone and substance of an online conversation.



Remind site administrators they are posting for a broad audience. Social media are global platforms. Online content is visible to anyone in the world who comes to their sites.

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August 2017



Establishing a Site Websites or social networking profile pages (also called accounts, fan pages, or group pages) are the centerpiece of any social media activity. The following are recommended guidelines for the establishment of a site. These can apply to a profile or fan page on asocial networking site such as Facebook, a blog, a Twitter account,etc. o Site administrators should be adults. o There should be at least two site administrators (preferably more) for each site, to allow rapid response and continuous monitoring of the site. o Do not use personal sites for diocesan or parish programs. Create separate sites for these. This includes Facebook. o Passwords and names of sites should be registered in a central location, and more than one adult should have access to this information. o Be sure those establishing a site know these key "Rules of the Road": 1. Abide by diocesan/parish guidelines. 2. Know that even personal communication by church personnel reflects the Church. Practice what you preach. 3. Write in first person. Do not claim to represent the official position of the organization or the teachings of the Church, unless authorized to do so. 4. Identify yourself. Do not use pseudonyms or the name of the parish, program, etc., as your identity, unless authorized to do so. 5. Abide by copyright, fair use, and IRS financial disclosure regulations. 6. Do not divulge confidential information about others. Nothing posted on the Internet is private. 7. Don't cite others, post photos or videos of them, link to their material, etc., without their approval. 8. Practice Christian charity.

Social Networking with Minors Be sure to have permission from a minor’s parent or guardian before contacting the minor via social media or before posting pictures, video, and other information that may identify that minor. Parents must have access to everything provided to their children. For example, parents should be made aware of how social media are being used, be told how to access the sites, and be given the opportunity to be copied on all material sent to their children via social networking (including text messages). While parents should be provided with the same material as their children, it does not have to be via the same technology (that is, if children receive a reminder via Twitter, parents can receive it in a printed form or by an e-mail list). Church personnel should be encouraged to save copies of conversations whenever possible, especially those that concern the personal sharing of a teen or young adult. (This may be especially important with text messaging.) Make everyone aware of the Children’s Online Privacy Protection Act, which is federal legislation that oversees how websites interact with children under age 13. Personal Sites Personal sites of church personnel should also reflect Catholic values. Businesses are cautioning their employees that, while employees have a right to privacy and confidentiality regarding what their employers know about them, an employee’s use of social networking—because of its very nature—means he or she relinquishes some privacy and could be construed as representing the company’s ethics and values. Likewise, church personnel should be encouraged to understand that they are witnessing to the faith through all of their social networking, whether “public” or “private.”

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August 2017

Many employers and church organizations ask their personnel to consider including a disclaimer on their personal sites, especially if employees/church personnel are highly visible in the community and/or post material related to church work/ministry on their personal sites. One example: “The views expressed on this site are mine alone and do not necessarily reflect the views of my employer.” How to Report and Monitor Ask church personnel to report unofficial sites that carry the diocesan or parish logo to the diocesan communication office or pastor. It is important that the owner (the diocese or the parish) is able to protect its brand and identity. Inform church personnel whom to contact on the diocesan level (most likely the communication office) if they find misinformation on a site. This is especially important when responding to an incorrect wiki, such as Wikipedia, Masstimes.org, etc. Have a clear policy on whether diocesan personnel should be expected to respond to defamatory, libelous, or slanderous comments—not original postings, but comments—on a site, such as a blog. Some policies indicate that the diocesan communication office will provide a response to a major news outlet’s blog or a popular blogger, but not to every comment on those blogs or to other bloggers. Consider posting these and similar policies and notices on your organization’s social networks. For media inquiries, e-mail us at [email protected] Department of Communications | 3211 4th Street, N.E., Washington DC 20017-1194 | (202) 541-3000 © USCCB. All rights reserved.

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August 2017

Iowa Courts Online Go to https://www.iowacourts.state.ia.us/ESAWebApp/DefaultFrame Use this website when you want to look someone up online, this is public record. We sometimes use this option if we have been given information or a person might be driving and their last bgc was 3 years ago and they are not due for 2 more years.

Click here to start

Click here

57

Put in the Last Name and First Name and maybe Alias if you know it otherwise I just put in the last name.

Put in what you see in the box and then Search

58

You might see several names like this listed. You need to verify the DOB with the person you are looking up to ensure you have the correct person. When you do click on the blue link on the left.

After you click on the blue link you are going to see something like this. It will show you what the case was, where it happened, status, etc. Click on “Filings” to see more information and/or “Criminal Charges. You can also print all pages if needed.

59

By clicking on the “Criminal Charges/Disposition” link you get more detail of charge, offense date, if guilty or not guilty, etc.

Use the “back” link to go back to see the next case.

This is what the “Filings” link shows me. Date filed, etc.

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DIOCESE OF DAVENPORT Safe Environment Office 780 W. Central Park Ave. Davenport, Iowa 52804 / 563-888-4230 phone [email protected] / http://www.davenportdiocese.org

VIRTUS TRANSFER FORM / ACTIVATE / INACTIVATE A PERSON IN VIRTUS Your assistance is appreciated in completing the following areas that apply before a transaction will take place. Once you have completed the proper Section, please email to Virginia at [email protected]. Section A – When a person that needs to be transferred in VIRTUS from our diocese to another diocese Section B – A person that needs to be transferred in VIRTUS from another diocese to our diocese. Section C – A person that needs to be activated or inactivated in VIRTUS

Section A: Transfer from our diocese to another diocese Employee

Volunteer

Teacher

Last Name:

Coach

Completed by the local administrator

Priest

Other ____________________________

First Name:

Maiden Name(if applicable):

Diocese where the person is going: (City/State) Date of the person’s training in PGC:

Location of Training:

Name and Town of the school/parish: Address:

Phone#:

Email:

User id in VIRTUS:

Section B: Transfer from another diocese to our diocese Employee

Volunteer

Teacher

Last Name:

Coach

Completed by the local administrator

Priest

Other ________________________________________

First Name:

Maiden Name(if applicable):

Diocese where the person is coming from: (City/State) Date of the person’s training in PGC:

Location of Training:

Name and Town of the school/parish going to attend in our diocese: Their role at the new location:

Address:

Email:

Phone#:

User id in VIRTUS:

Section C: Employee

Activate or Volunteer

Last Name:

Inactivate a person in VIRTUS Teacher

Coach

Priest

Completed by the local administrator Other________________________________________

First Name:

Maiden Name(if applicable):

Name and Town of your location:

User id in VIRTUS:

Their role at the new location:

Their Address:

Their Email:

Their Phone#:

Your name:

Parish/School:

Date:

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Town:

July 2017

Renter’s Phone and Address: Renter’s Email:

Diocese of Davenport School/Parish Facilities Rental Agreement Parish/School ______________________ “Parish/School, we, us, our” as follows in this agreement Renter _________________________ “You, Your, renter(s)”, as follows in this agreement Effective ____________Description and Address of rented property___________________ ____________________________________________________________________________ Our facilities are available for use by registered and contributing members of our parish at the discretion of the pastor. Our facilities are also available to non-parish members. All use of our facilities is subject to prior approval of the pastor, including events sponsored by parish organizations. No rental requests will be considered for any purpose or event that is contrary to the beliefs and teachings of the Catholic Church. Reservations are made with the parish secretary. Funerals as well as events sponsored by parish organizations will be exempt from rental fees. Funeral functions will take precedence over any and all other events. Rentals on funeral days will necessarily begin after 2 pm. When scheduling an event, this funeral provision must be agreed to by the renter. Rental Fees per event: (All rental fees are to be paid in full at the time of reservation) - $__________for parishioners with a $__________ refundable cleaning/security deposit - $__________for non-parishioners with a $__________ refundable cleaning/security deposit - $__________will be charged for a wedding reception, plus a $__________ refundable cleaning/security deposit. Please make out two separate checks (one for the rental fee and for the deposit) payable to Parish/School. Rental fees will be deposited upon receipt (at the time the facilities are reserved). Deposits will be held until the rented area is inspected for cleaning and damage. Damages beyond ordinary wear will be assessed by the renter. Any damages beyond the deposit will be the financial responsibility of the renter. If the facilities are undamaged, cleaned properly to our satisfaction, and all tables and chairs are returned to their original space, the deposit will be returned to you provided you send a self-addressed, stamped envelope. Otherwise, your check will be destroyed. Liability Insurance Proof of insurance with the following limits and formats must be submitted by the renter with the rental agreement in the following amounts:  If a business, non-profit or some other legal entity apart from an individual/family, a certificate of General Liability insurance naming Parish/School and The Catholic Diocese of Davenport as “additional insureds” with limits of at least $500,000.  If an individual or family, proof of Personal Liability insurance with limits of at least $500,000  Professional caterers must provide a certificate of insurance of at least $500,000 and name Parish/School and The Catholic Diocese of Davenport as “additional insureds” Proof of insurance in the form required above MUST be submitted prior to use of church property. Alcohol If you plan to charge for alcohol in any direct or indirect* way, it can only be served if you hire a professional caterer with their own Liquor Liability coverage OR you obtain a short term liquor license and purchase a Liquor Liability insurance policy written for the day of the event in the name of the renter. In either case Parish/School and The Catholic Diocese of Davenport must be included as “additional insureds.” A copy of the Certificate of Liquor Liability Insurance and proof of the liquor license must be submitted prior to the event and is subject to approval of the pastor. If you will not charge for liquor in any form, or advertise it will be served, proof of Liability insurance is sufficient. *Note: Liquor Liability Insurance is needed if you are “in the business of selling or serving alcoholic beverages”. You are considered to be “in the business” if you advertise that alcohol will be served, or if there is any exchange of money. Donations are considered to be an exchange of money. Section 7

Parish/School Facility Use 62 and Rental: 10-22-18

4

Hold Harmless/Indemnity To the extent of your negligence and as further consideration, you agree to protect, defend, indemnify, and otherwise hold harmless the Parish/School and The Catholic Diocese of Davenport including its departments, agencies, and commissions as well as its officers, agents, servants, employees, and volunteers from and against any and all claims, demands, liability, causes of action and expenses arising out of injury or death to any person or damage, loss or destruction of property which may occur or in any way arises out of any act or omission of you, your subcontractors, servants, agents, guests or employees. Smoking Smoking is strictly forbidden anywhere on the premises. Decorations All renters are responsible for their own supplies-paper goods, coffee, dish cloths, dish soap, towels, etc. No nails, tacks, pins, tape, etc. are permitted on any wall or ceiling. If candles are used, great precaution is to be taken to make sure they are well secured in candleholders and carefully supervised while burning. Supervision Renters are responsible for supervising all guests (especially children) and any other persons attending the event for which the facilities are being used. No running inside the building is permitted. There will be no access to the church, gathering space or rooms outside the parish hall, kitchen and restrooms. All state, federal and local laws are to be followed by the renter and guests on all church property. Weapons No weapons are allowed on the premises. Pets No pets are allowed on the premises with the exception of service dogs. Tables & Chairs Setting up and taking down necessary tables and chairs is the responsibility of the user. Everything must be put back as it was prior to renter’s set up (see layout attached and posted on kitchen bulletin board). Failure to comply will result in the loss of the rental deposit. Cancellation Policy Reservations may be cancelled until 60 days before the reserved date for full refund of rental fee. Reservations cancelled between 30 and 60 days before scheduled event will receive a 50% return of rental fee. There will be no refunds for cancellations less than 30 days before the reserved date. I hereby acknowledge receipt of and agree to all of the terms of this Rental Agreement, including the above Hold Harmless/Indemnity Provisions:

By: ________________________________ (Signature of Renter and title if applicable)

Date:____________________

Approved by: ___________________________ Please keep a copy for your records and to refer to for the day of the event. Return two signed and dated copies to the parish office with all of the aforementioned documentation required for your event.

__ Proof of Insurance (Cert or copy of DecPage)

__ Proof of Liquor Liability Insurance (if necessary)

__ Parish/School and Diocese Additional Insured

__ Proof of Caterer’s coverage and Additional Insured

Section 7

Parish/School Facility Use 63 and Rental: 10-22-18

5

POLICIES RELATING TO SEXUALITY AND PERSONAL BEHAVIOR – RENTAL/USE AGREEMENT PROTOCOLS

§II-7002.2 Ministry to Minors and Dependent Adults Because of its extensive ministries to minors and dependent adults, the Church perhaps has more involvement with these individuals than many other organizations. These individuals have no choice but to be dependent upon adults, particularly those adults in positions of trust and leadership. II-7002.2 Policy It is vitally important that prudence be exercised by all adults in both ministerial and social relationships with minors and dependent adults. In the case of at-risk individuals who are extremely vulnerable, adults should be particularly cautious and sensitive. It is expected that those who deal with these individuals consult regularly with appropriate supervisors. Following is a set of procedures for all clergy, religious, lay employees, and volunteers of the Diocese of Davenport and anyone using church property in dealing with or in the presence of minors and dependent adults. These guidelines are not meant to be exhaustive but rather to serve as some general principles. At the same time, they are not intended to prevent the performance of ministry but rather to assist in employing good sense in dealing with minors and dependent adults. If it is necessary to depart from these guidelines, adults should be aware of any departure and be able to justify their actions. There are times when one-on-one involvement is unavoidable. In these cases, extreme discretion should be used in relationships with these individuals. Proceed as a prudent person would in similar circumstances. Procedures a) Avoid inappropriate physical contact when alone with minors and dependent adults. In other situations where physical contact is necessary and proper, such as in certain moments in the celebration of the sacraments, use sound discretion and moderation. If a person initiates physical contact out of affection, a response is appropriate if it is not prolonged. b) Do not be alone with a minor in a residence, sleeping facilities, a locker room, restroom, a dressing facility or other closed rooms that are less desirable to a ministry relationship. c) Seek responsible adults to be present at events involving minors, such as games and athletic activities. d) Groups of minors should rarely be left alone. Youth group trips must have enough adult chaperones to provide adequate supervision based upon the type of activity. e) Do not take an overnight trip alone with a minor or minors. f) Inappropriate language (including profanity) or inappropriate conversation topics should not be used. When people initiate such conversations or use such language in order to seek help or because they lack appropriate vocabulary, you should remain prudent and sensitive. g) Do not provide alcohol to anyone under the age of 21. (Wine appropriately used in the celebration of the Eucharist is an exception to this directive.) h) Avoid inviting a minor by himself or herself into your house or automobile. i)

Always maintain a professional posture in dealing with people, avoiding emotional attachment and being aware of the powerful attraction of adults in positions of authority and trust. If one recognizes

Revised 04/27/2018

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POLICIES RELATING TO SEXUALITY AND PERSONAL BEHAVIOR – RENTAL/USE AGREEMENT PROTOCOLS personal or physical attraction developing, consult a supervisor or refer the person to another qualified adult, particularly in counseling situations. j)

If one-on-one pastoral care of a minor should require frequent or regular appointments, parents should be notified that these appointments are occurring. If the subject matter precludes such notification, the minister should consult his or her supervisor.

k) When practical, two adult supervisors should be present for any church activity outside the classroom situation. Whenever two adults are not present, the adult should refrain from being alone with a minor unless necessary for the nature of the ministry. In those instances, the adult should be in clear view, e.g., through a window or an open door. l)

Volunteers should be invited to work with minors or dependent adults only after they are known to some degree within the parish or Diocese. For those volunteers not known, a six-month time period to get to know that person would be required. Background checks will also be done in accordance with these policies.

m) No person should ever strike, bully or purposely humiliate, ridicule, threaten, harm or degrade anyone. n) Drivers on trips must be 21 years of age or older with vehicle insurance and a valid driver’s license. They must complete a Driver Information Sheet and attach to it a copy of their driver’s license and vehicle declaration page listing insurance coverage annually or if information changes. The Driver Information Sheet is retained locally. o) All people have an obligation to protect minors and dependent adults, particularly when they are in the care of the Church. p) If there is reason to believe that anyone is violating these directives, the person should be challenged in a forthright manner or reported to a supervisor. If there is reason to suspect that child abuse has occurred in a diocesan related entity, this matter must be reported to the supervisor or to the Victim Assistance Coordinator of the Diocese. Mandatory or permissive reports must also be made to the proper authorities. (see Appendix C)

q) Adult supervisors of outside entities that use church property in the presence of minors or vulnerable adults must produce a letter of good standing from their sponsoring organization and proof of safe environment training that includes background checks. _____________________________________ Name of responsible adult contact in charge of renting or using parish and/or school property

______________________________ Signature

______ Date

_____________________________________ Phone number during rental or use of property Date of property rental or use _______________

___________________________________ Authorization of Approval

This form will be kept on file at the diocesan entity.

Revised 04/27/2018

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§II-7002.2 Ministerio para menores y adultos dependientes Debido a su amplio ministerio para los menores y adultos dependientes, la Iglesia tiene más participación con estosindividuos que muchas otras organizaciones. Estos individuos no tienen opción más que ser dependientes de los adultos, particularmente aquellos adulto, que se le ha dado en la iglesia puestos de confianza y liderazgo. II-7002.2 Póliza Es vital que todos los adultos sean prudentes en las relaciones ministeriales y sociales con menores y adultos dependientes. En el caso de unos individuos en riesgo que sean extremadamente vulnerables, los adultos deben ser particularmente cautos y sensibles. Se espera que las personas que tratan con estos individuos consulten regularmente con los supervisores apropiados. A continuación se describen los procedimientos para todos los clérigos, religiosos, empleados laicos y voluntarios de la Diócesis que conviven con menores y adultos dependientes. Estas directrices no son absolutas sino para servir como algunos principios generales. Al mismo tiempo, no tienen la intención de prevenir el desempeño del ministerio sino más bien ayudar a emplear el buen sentido con respecto al trato con menores y adultos dependientes. Si es necesario salirse de estas directrices, los adultos deberán estar conscientes de cualquier variación y poder justificar sus acciones. Existen situaciones cuando la participación personal es inevitable. En esos casos, deberá usarse discreción extrema en las relaciones con estos individuos. En situaciones similares se deberá proceder como una persona prudente. Procedimientos a) Evitar el contacto físico inapropiado cuando se esté solo con menores y adultos dependientes. En otras situaciones donde el contacto físico es necesario y apropiado; por ejemplo, en ciertos momentos durante la celebración de los sacramentos, usar discreción y moderación. Si una persona inicia el contacto físico como muestra de afecto, una respuesta es apropiada si no es prolongada. b) No permanezca solo con un menor en una residencia, dormitorio, vestuario, cuarto de baño, camerino u otras habitaciones cerradas que sean menos deseables para una relación de ministerio. c) Busque adultos responsables para que estén presentes en eventos en donde participen menores, tales como partidos y actividades atléticas. d) Los grupos de menores raras veces deben dejarse solos. Las excursiones de grupo de jóvenes deben de tener suficientes acompañantes adultos para proporcionar supervisión adecuada basándose en el tipo de actividad. e) No haga viajes en donde tenga que pasar la noche sólo con un menor o menores. f) No deberá usarse lenguaje inapropiado (incluso la blasfemia) o temas de conversación inapropiados. Cuando las personas inicien tales conversaciones o usen dicho lenguaje para buscar ayuda o porque les falta vocabulario apropiado, deberá permanecer prudente y sensible.

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Mayo 2018

g) No debe proporcionar alcohol a ninguna persona menor de 21 años. (El vino usado apropiadamente en la celebración de la eucaristía es una excepción a esta directriz.) h) Evite invitar a un (o una) menor solo(a) a su casa o en su automóvil. i) Mantenga siempre una postura profesional al tratar con las personas, evite el apego emocional y sea consciente de la fuerte atracción de adultos en puestos de autoridad y confianza. Si una persona reconoce que se está desarrollando atracción personal o física, consulte a un supervisor o envíe a la persona con otro adulto calificado, particularmente en situaciones de orientación. j) Si la atención pastoral personal de un menor requiere citas frecuentes o regulares, deberá Informársele a los padres que esas citas se están llevando a cabo. Si el problema del sujeto impide dicha notificación, el ministro deberá consultar con su supervisor. k) Cuando sea práctico, dos supervisores adultos deberán estar presentes para cualquier actividad de la iglesia fuera del salón de clases. Siempre que no estén presentes dos adultos, el adulto deberá abstenerse de estar solo con un menor a menos que sea necesario por la naturaleza del ministerio. En esos casos, el adulto debe ser visible al publico, ya sea a través de una ventana o una puerta abierta. Las entidades diocesanas están obligadas a seguir las pautas de medios sociales proporcionadas por la USCCB. Una copia de estas directrices se proporciona en el apéndice. l) Deberá invitarse a los voluntarios a trabajar con menores o con adultos dependientes únicamente después de conocerlos durante algún tiempo dentro de la parroquia o la Diócesis. Para esos voluntarios desconocidos, se requiere un periódo de seis meses para conocer a la persona. Se le hará un chequeo de antecedentes de acuerdo con estas normas. m) Ninguna persona deberá golpear, intimidar, humillar, ridiculizar, amenazar, dañar o degrader a propósito a nadie. n) En los viajes, los conductores deben de tener 21 años de edad o ser mayores, tener una licencia de manejar vigente y aseguranza de auto. Deberán de llenar una hoja de información del conductor y agregar una copia de su licencia de manejo y una copia de la cobertura de su aseguranza anualmente o si la información cambia. La hoja de información del conductor es retenida localmente. o) Todas las personas tienen la obligación de proteger a los menores y a los adultos dependientes, particularmente cuando están al cuidado de la Iglesia. p) Si hubiera alguna razón para creer que alguien está violando estas directrices, la persona deberá ser interrogada o reportada en forma directa a un supervisor. Si hubiera razón para sospechar que ha ocurrido un abuso infantil en una institución relacionada con la Diócesis, este caso debe informarse al supervisor o al Coordinador de Asistencia para la Víctima de la Diócesis. También deben hacerse informes obligatorios o permisivos a las autoridades apropiadas. (consultar el Apéndice C). q) Los supervisores adultos de entidades externas que usan la propiedad de la iglesia en presencia de menores o adultos vulnerables deben presentar una carta de buena reputación de su organización patrocinadora y una prueba de capacitación para un entorno seguro que incluya verificación de antecedentes. Mayo 2018 67

§II-7002.7 Internet Safety II-7002.7 Policy The Diocese of Davenport recognizes and promotes the increasing availability of Internet access in schools and parishes throughout the Diocese. The Internet is an electronic highway connecting thousands of computers all over the world with access to electronic mail, public domain software, discussion groups, libraries of information and other forms of direct electronic communication. Along with the inherent freedom of the Internet comes the possibility of accessing material that is not consistent with the Catholic faith. Although precautions should be taken to restrict access to controversial materials, such access may still be possible. Procedures To safeguard the Internet and its users the Diocese requires that the following regulations be enforced by the system administrators of each Internet access site in the Diocese: a) Transmission or intended reception of any material in violation of any national, state or local regulation is prohibited. This includes, but is not limited to: copyrighted material (without appropriate permission), threatening or obscene material or material protected by trade secret. Use for commercial activities, product advertisement, or partisan political lobbying is prohibited. Intended transmission or reception of materials that would tend to violate the moral teaching of the Catholic Church or be scandalous to the Church is also prohibited. Any child pornography discovered shall be reported to law enforcement authorities and the offender removed from ministry. b) Any network or computer may be monitored for improper use, network diagnosis and virus detection. c) The Diocese requires the use of filtering software or services on all school computers with access to the Internet. This particular filtering and monitoring may also be done on all other computers without previous notice. Computers and networks that access the Internet must maintain a firewall that limits access to required services. Firewall and wireless access points shall not use vendor-supplied defaults for system passwords and other security parameters. Network logging is maintained. Security assessments shall be performed on a regular basis to ensure network integrity. d) When minors are using the Internet, access to visual depictions must be blocked or filtered if they are (a) obscene, as that term is defined in section 1460 of title 18, United States Code; (b) child pornography, as that term is defined in section 2256 of title 18, United States Code; or (c) harmful to minors. Staff may not disable the filters when minors are using them, even with parental or teacher permission and supervision. Appropriate staff may disable filters only for adults who are using filtered computers for bona fide research purposes. Minors’ use of the Internet should be monitored. Appropriate language shall be used while respecting the rights of others. Diocesan entities shall abide by the federal Children’s Online Privacy Protection Act (COPPA). e) Appropriate language shall be used while respecting the rights of others. The USCCB Code of Conduct should be posted on all social networking sites: “All posts and comments should be marked by Christian charity and respect for the truth. They should be on topic and presume the good will of other posters. Discussion should take place primarily from a faith perspective. No ads please.” Social networking sites should be monitored by an adult who shall report violations of the Code of Conduct to the appropriate staff. f) In general, personal addresses and personal phone numbers should not be made public over the Internet without special permission. Personal addresses and phone numbers of minors should never be given out over the Internet. Illegal activities should be reported to law enforcement. g) Internet information is not guaranteed to be confidential. The transmission of credit card information and personal identifiable information is prohibited unless a secure system of encryption is used. 68

h) Attempts to disrupt the use of the network by destroying data of another user or of the network is prohibited. Attempts to use system administrator access rights or another user’s account without written permission are prohibited. Any user identified as a security risk may be denied access to the network. i)

All computers should continuously run anti-virus/malware software while in operation. Computer equipment used in home offices that exchange data with Diocesan or Diocesan entity computer networks shall use antivirus/malware software approved by the Diocesan Director of Technology. Any information downloaded from the Internet should be scanned for viruses before use. Computers and network equipment should utilize current service pack or firmware versions with all applicable current security patches installed.

j)

The Diocese of Davenport makes no warranties of any kind, whether expressed or implied, for Internet service including loss of data, delays, non-deliveries, miss-deliveries or service interruptions. Use of any information obtained is at the operator’s risk. It is up to the user to verify or validate all of the information obtained. Users are responsible for backing up data not stored on the network.

k) Diocesan entities are required to follow the Social Media Guidelines provided by the USCCB. l)

Employees and adult volunteers shall avoid e-mailing minors using addresses not associated with the diocesan entity. They shall limit messaging with minors to professional purposes only. Great care should be exercised when communicating with minors outside of school hours and away from school-sponsored events and must be for good cause. Parents and guardians must be provided access all messages to minors either by copies of or inclusion in messages.

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§II-7002.7 Seguridad del Internet II-7002.7 Póliza La Diócesis de Davenport reconoce y fomenta el aumento de la disponibilidad de acceso al Internet en las escuelas y parroquias de la Diócesis. El Internet es una vía electrónica que conecta a miles de computadoras de todo el mundo con acceso a correo electrónico, software de dominio público, grupos de charla, bibliotecas de información y otras formas de comunicación electrónica directa. Junto con la libertad inherente del internet viene la posibilidad de tener acceso a materiales contrarios a la fe Católica. Aunque deberán tomarse precauciones para restringir el acceso a los materiales controversiales, dicho acceso podría aún ser posible. Procedimientos Para proteger el internet y a sus usuarios, la Diócesis requiere que las siguientes normas se cumplan por los administradores del sistema de cada sitio de acceso al internet en la Diócesis: a) Se prohíbe la transmisión o recepción intencionada de cualquier material que viole de toda regulación nacional, estatal o local. Esto incluye pero no se limita: material con derechos de autor (sin permiso apropiado), material con amenazas u obsceno o material protegido por secreto comercial. Se prohíbe el uso de internet para actividades comerciales o actividades partidistas. Además, se prohíbe la transmisión o recepción intencionada de materiales que tienden a violar la enseñanza moral de la Iglesia Católica o es motivo de escándalo para la iglesia. Cualquier pornografía infantil que se descubra será reportada a las autoridades y el agresor será removido del ministro. b) Toda red o computadora puede controlarse por el uso indebido, diagnóstico y detección de virus en la red. c) La Diócesis requiere el uso de software o servicios filtrantes en todas las computadoras escolares con acceso al Internet. Esta filtración y control particular también pueden hacerse en todas las otras computadoras sin previo aviso. Equipos y redes que acceden a internet deben de mantener un servidor de seguridad que limita el acceso a los servicios necesarios. El servidor de seguridad y puntos de acceso inalambricos no deben de usar predeterminados ofrecidos por el proveedor para contraseñas del sitemea y otros parametros de seguridad. Se mantiene el registro de red. Evaluaciones de seguridad se realizarán sobre una base regular para asegurar la integridad de la red. d) Cuando los menores utilicen el internet se deberá bloquear el acceso a las descripciones visuales si son (a) obscenas, como se define el término en la sección 1460 del título 18, del Código de los Estados Unidos; (b) la pornografía infantil, como se define el término en la sección 2256 del título 18, del Código de los Estados Unidos; o (c) dañoso para menores. El personal no puede desactivar los filtros cuando los menores estén haciendo uso de ellos, aun con el permiso y supervisión de los padres o del profesor. El personal apropiado puede desactivar los filtros únicamente para los adultos que estén usando computadoras con filtro para propósitos de investigación auténticos. El uso del internet por menores deberá ser controlado. Se utilizara un lenguaje adecuado respetando los derechos de los demas. Los menores de edad deben de firmar y un tutor co-firmar conjuntamente la póliza de uso de internet para los menores que se encuentran en las póliza para los Programas de Educacion y Formacion de Fe. póliza 615.1 e) Deberá usarse el lenguaje apropiado respetando los derechos de los demás. 70

f) En general, las direcciones y los números de teléfonos personales no deberán de darse a conocer por internet sin un permiso especial. Las direcciones y los números de teléfonos personales de menores nunca deben de proporcionarse por internet. Deberán informarse las actividades ilegales a fin de hacer cumplir la ley. g) No se garantiza que la información por internet sea confidencial. Se prohíbe la difusión de la información de las tarjetas de crédito a menos que esté disponible un sistema de seguridad cifrado. h) Se prohíben los intentos para interrumpir el uso de la red destruyendo los datos de otro usuario o de la red. Se prohíben los intentos para usar los derechos de acceso al administrador del sistema o de otra cuenta de usuario sin el permiso por escrito está prohibido. Puede negarse el acceso a la red a todo usuario identificado como un riesgo para la seguridad. i) Todas las computadoras deben funcionar continuamente con el software contra virus/malware mientras se estén operando. Equipo de computadoras que se usen en casa, oficinas que cambien información con la Diócesis internet debe de usar anti virus/malware aprobado por el Director de Tecnología de la Diócesis. Toda información descargada de internet deberá pasarse por el escáner para detectar virus antes de usarse. computadoras y equipo de la red deben utilizar versiones de filmware o paquete de servicio actuales con las revisiones de seguridad actual instaladas. j) La Diócesis de Davenport no garantiza en forma expresa o implícita los servicios de internet que incluyan la pérdida, retrasos, falta de entrega, entrega errónea de datos o interrupciones de servicio. El uso de toda información obtenida es a riesgo del usuario. Corresponde al usuario verificar o validar toda la información obtenida. Usuarios son responsables de guardar la información adquerida del internet. k) Se requiere que las entidades diocesanas sigan las pautas de medios sociales proporcionadas por la USCCB. l) Los empleados y adultos voluntarios deben evitar enviar correos electrónicos a menores usando direcciones no asociadas con la entidad diocesana. Limitarán los mensajes con menores únicamente a fines profesionales. Se debe tener mucho cuidado al comunicarse con menores fuera del horario escolar y fuera de los eventos patrocinados por la escuela y debe ser por una buena causa. A los padres y tutores se les debe proporcionar acceso a todos los mensajes a menores, ya sea mediante copias o inclusión en los mensajes.

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Registered Sex Offenders Attendance at Parish and School Activities In the Diocese of Davenport A registered sex offender who wishes to participate in liturgy or other parish or school activities must request written permission from the pastor or parish life coordinator (“PLC”) and the principal, if a school, in advance. Access to the sacraments and the desire to be reconciled to Christ and the community need to be weighed with the need to protect children, vulnerable adults and the parish/school community. Written permission from the pastor or PLC and the principal is required before the offender may access parish or school grounds. If the offender is on probation, the probation officer should provide the orders that are in effect. If the probation orders do not prohibit the offender from attending the activities, the offender is subject to the following conditions:        

The exclusion zones listed in Iowa Code Section 692A.113 apply to all offenders. The offender may not serve in any ministerial capacity, including but not limited to: usher, lector, communion distributor, choir member, member of church councils or committees, or volunteering at parish or school activities. The offender may not be employed by the parish or school. The offender may not appear on parish or school grounds unless accompanied by a same-sex chaperone (in case the restroom is needed) vetted by the pastor or PLC. The pastor or PLC should specify the time and day of the week the person may attend. The offender is to be seated away from children and shall not interact with children. The offender may drive to parish or school activities with his or her minor-aged children as passengers, but no other minors may be transported. The registered sex offender must sign this agreement.

These requirements do not envision every situation that might arise nor do they foresee particular circumstances that would call for a different pastoral approach which should be discussed with the victim assistance coordinator. I agree to follow the rules and regulations set out in this agreement. I understand that a violation of this agreement may cause the loss of privileges to attend parish or school activities. ________________________________________ Printed full name of the registered sex offender

_______________________________________ Signature of the registered sex offender

__________________________________________________________ Address of registered sex offender

_____________________ Phone

________________________________________ Pastor or Parish Life Coordinator Signature

_____________________ Date

________________________________________ Principal Signature

_____________________ Date

May 1, 2018

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Delincuentes sexuales registrados Asistencia a las actividades parroquiales y escolares. En la diócesis de Davenport Un delincuente sexual registrado que desee participar en la liturgia u otra parroquia o actividades escolares debe solicitar un permiso por escrito al pastor o al coordinador de vida parroquial ("PLC") y al director, si es una escuela, por adelantado. El acceso a los sacramentos y el deseo de reconciliarse con Cristo y la comunidad deben ser sopesados con la necesidad de proteger a los niños, adultos vulnerables y la comunidad parroquial / escolar. Se requiere un permiso por escrito del pastor o PLC y el director antes de que el delincuente pueda acceder a los terrenos de la parroquia o la escuela. Si el delincuente está en libertad condicional, el oficial de libertad condicional debe proporcionar las órdenes vigentes. Si las órdenes de libertad condicional no prohíben que el delincuente asista a las actividades, el delincuente está sujeto a las siguientes condiciones: • Las zonas de exclusión enumeradas en la Sección 692A.113 del Código de Iowa se aplican a todos los infractores. • El ofensor no puede servir en ninguna capacidad ministerial, incluyendo pero no limitado a: ujier, lector, distribuidor de la comunión, miembro del coro, miembro de los consejos o comités de la iglesia, o ser voluntario en actividades parroquiales o escolares. • El ofensor no puede ser empleado por la parroquia o la escuela. • El delincuente no puede aparecer en los terrenos de la parroquia o de la escuela a menos que esté acompañado por un acompañante del mismo sexo (en caso de que se necesite el baño) revisado por el pastor o PLC. • El pastor o PLC debe especificar la hora y el día de la semana a la que la persona puede asistir. • El delincuente debe sentarse lejos de los niños y no debe interactuar con los niños. • El delincuente puede conducir a las actividades parroquiales o escolares con sus hijos menores de edad como pasajeros, pero ningún otro menor puede ser transportado. • El delincuente sexual registrado debe firmar este acuerdo. Estos requisitos no prevén cada situación que podría surgir ni prevén circunstancias particulares que requerirían un enfoque pastoral diferente que se debe discutir con el coordinador de asistencia a la víctima. Estoy de acuerdo en seguir las reglas y regulaciones establecidas en este acuerdo. Entiendo que una violación de este acuerdo puede causar la pérdida de privilegios para asistir a las actividades de la parroquia o la escuela.

Nombre completo impreso del delincuente sexual registrado

Firma del delincuente sexual registrado

Dirección del agresor sexual registrado

Teléfono

Firma del Pastor o Coordinador de Vida Parroquial

Fecha

Firma del Director

Fecha

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Diocese of Davenport Office of the Bishop

TO: FROM: RE: DATE:

All Clergy, Employees and Volunteers Most Rev. Thomas Zinkula, Bishop of Davenport Safe Environment July 2018

On June 14, 2002, the United States Conference of Catholic Bishops approved a Charter for the Protection of Children and Young People. The Charter addresses the Church’s commitment to deal appropriately and effectively with cases of sexual abuse of minors by clergy and other Church personnel. The abuse of minors by anyone serving the Church in ministry, employment or a volunteer position, whether the sexual abuse was recent or occurred many years ago, will not be tolerated. The bishops have committed themselves to the pastoral and spiritual care and emotional wellbeing of those who have been sexually abused and of their families. In addition, the bishops work with parents, civil authorities, educators and various organizations in the community to create and maintain the safest environment for minors and vulnerable/dependent adults. The solution to this problem must involve the whole Church. Our policies and procedures reflect the Diocese’s continuing efforts to provide for the safety of the people among whom it carries on its pastoral mission, while protecting the reputation and dignity of clerics and others who may be subject to inaccurate or false allegations. The Diocese of Davenport upholds the highest ethical standards for its members and personnel and strives to maintain safe environments for its people. The Safe Environment Program encompasses the following:  Diocesan Safe Environment website: http://www.davenportdiocese.org/safe-environment  Support from diocesan staff  Local designee at each parish/school in our diocese  Background checks and credit checks (at hiring/engagement, every 5 years or when a person changes role)  Acknowledgment of Diocesan Policies (at hiring/engagement, every 5 years or when a policy changes)  Adult Training for those working with minors and or vulnerable adults (at hiring/engagement and annual recertification)  Safe Environment Curriculum for K-12 children in parish programs or Catholic schools  Diocesan Policies Relating to Sexuality and Personal Behavior Who is required to complete the Safe Environment Program? Priests ∙Deacons ∙ Candidates for Ordination ∙ Seminarians ∙ Deacon Formation Aspirants ∙ All parish and school employees working with minors and or vulnerable adults∙ Pastoral Associates ∙ Principals ∙ Administrators ∙ School Teachers ∙ DREs ∙ Youth Ministers ∙ Employed Coaches ∙ School Aides left alone with minors ∙ MFP Participants ∙ Host Parents ∙ Safe Environment Local Designees ∙ Overnight Chaperones ∙ Scout Leaders To be compliant means:  All required personnel are registered in VIRTUS  All required personnel complete a background check and or credit check and agree to diocesan policy  All required personnel complete adult video training module or Vulnerable Adults Module  All required personnel complete annual recertification  All K-12 children are provided instruction using the approved Safe Environment Curriculum  Each entity has submitted required audit documentation yearly and comply with all diocesan policy requirements Accountability Local designees at each entity are responsible for making sure all people in active ministry are compliant with diocesan policy. Information regarding compliance is submitted annually to the auditors. We welcome all to be a part of our diocese and be involved in ministry in our schools and/or parishes. Questions or concerns regarding our Safe Environment programs should be directed to the local Safe Environment designee of the applicable entity or the Diocesan Safe Environment Coordinator.

780 W. CENTRAL PARK AVE. • DAVENPORT, IOWA 52804-1901 •74 563-324-1911 • Fax 563-324-5842 • [email protected]

DIOCESE OF DAVENPORT Office of the Chancellor | Chief of Staff January 24, 2018 Re: Instructions to employers regarding the use of background check results When taking an adverse action (for example, not hiring an applicant or firing an employee) based on background information obtained through a company in the business of compiling background information, the federal Fair Credit Reporting Act (FCRA) has additional requirements that must be met by sending two separate letters to the applicant at two separate times. This process is not required if a decision is made for other reasons. Letter 1 – Pre-Adverse Action Notice Before you take an adverse employment action (firing or not hiring), you must give the applicant or employee a written notice that includes: a) a copy of the consumer report you relied on to make your decision; and b) a copy of “A Summary of Your Rights Under the Fair Credit Reporting Act,” This is already included at the end of the consumer report and c) the name, address, and phone number of the company that sold the report Employment Screening Resources (ESR), 7110 Redwood Blvd., Suite C, Novato, CA 94945; 888-999-4474 By giving this to the applicant in advance, the applicant has an opportunity to review the report and explain any negative information. The applicant should be given seven days to respond or the preliminary decision will become final. Letter 2 – Adverse Action Notification After you take an adverse employment action, (firing or not hiring) you must inform the applicant or employee in writing that he or she was rejected because of information in the report; and a) the name, address, and phone number of the company that sold the report: Employment Screening Resources (ESR), 7110 Redwood Blvd., Suite C, Novato, CA 94945; 888-999-4474 and b) that the company selling the report didn’t make the hiring decision and can’t give specific reasons for it; and c) that he or she has a right to dispute the accuracy or completeness of the report and to get an additional free report from the reporting company within 60 days. Two sample templates are attached for your use. Be sure to include the consumer report with the first letter in its entirety since it contains the “Summary of Your Rights Under the Fair Credit Reporting Act” at the end of the report. Please contact me if you have any questions regarding this policy and procedure. Yours in Christ, Deacon David Montgomery Chancellor | Chief of Staff

780 W Central Park Ave.• Davenport, Iowa 52804-1901 • Phone: 563-324-1911 • Fax: 563-324-5842 • www.davenportdiocese.org 75

Date Name of Applicant Address of Applicant Re: Pre-Adverse Action Notification Dear Title

Last Name of Applicant

Your background check has been reviewed regarding your job application for [title of job applied for]. The review has identified some concerns that may influence your hiring. This letter is being sent to you in compliance with the Fair Credit Reporting Act, 15 U.S.C. §1681b(b)(3) to inform you that you may be denied the position you are applying for based on information provided by: Employment Screening Resources (ESR) 7110 Redwood Blvd., Suite C, Novato, CA 94945 888-999-4474. Please review the enclosed copy of the report we received and a copy of the Federal Trade Commission’s publication, “A Summary of Your Rights Under the Fair Credit Reporting Act.” If there are errors in the report or you wish to provide comments or explanations about the report, please contact us in writing within the next seven days. Address your correspondence to:

Pastor or Principals Name Title Parish or School Name Address City State Zip Or e-mail: Email Address If you wish to contest any information in the report as inaccurate or incomplete, you must contact ESR at the contact information provided above. If you have any questions about this process, please contact me at your earliest convenience.

Closing Pastor or Principals Signature Pastor or Principals printed/typed name Title

780 W Central Park Ave.• Davenport, Iowa 52804-1901 • Phone: 563-324-1911 • Fax: 563-324-5842 • www.davenportdiocese.org 76

Date Name of Applicant Address of Applicant Re: Adverse Action Notification

Dear Title

Last Name of Applicant

Your background check has been reviewed regarding your job application for [title of job applied for]. The review has identified some concerns that influenced your hiring as stated in the Pre-Adverse Action Notification sent to you on [date]. A copy of the report we received from ESR has been sent to you along with a “Summary of Your Rights Under the Fair Credit Reporting Act.” Any correspondence that you have sent to us has been reviewed. Based on the information we have obtained from the report and your correspondence to us, your application is no longer being considered. The name, address, and phone number of the company that sold the report: Employment Screening Resources (ESR) 7110 Redwood Blvd., Suite C, Novato, CA 94945 888-999-4474. This decision was based on our review of the required criteria for the role being pursued. The company selling the report did not make the hiring decision and cannot give specific reasons for the decision. You have the right to dispute the accuracy or completeness of the report and to get an additional free report from the reporting company within 60 days directly from ESR. If you have any questions about this process, please contact me at your earliest convenience. Thank you for your application.

Closing Pastor or Principal's Signature Pastor or Principal's printed/typed name

Title

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Resources Victims Assistance (VAC): https://www.davenportdiocese.org/victim-assistance Contact Info: https://www.davenportdiocese.org/safe-environment-contact Diocese of Davenport Safe Environment Page: https://www.davenportdiocese.org/safe-environment Safe Environment Library: https://www.davenportdiocese.org/se-library Instructions of the Safe Environment Program for employees/volunteers: https://www.davenportdiocese.org/se-library under Local Designee Diocese of Davenport Policies Relating to Sexuality and Personal Behavior: https://www.davenportdiocese.org/se-library under Policies. Curriculum: https://www.davenportdiocese.org/se-library You will only find the Bishop’s letter of support and FAQ’s. Current program is under contract so we cannot make public. Forms: https://www.davenportdiocese.org/se-library Manuals: https://www.davenportdiocese.org/se-library Brochure: https://www.davenportdiocese.org/se-library Educational Resources to share under Educational Resources: https://www.davenportdiocese.org/se-library Training webinars led by Virginia Trujillo under Local Designees: https://www.davenportdiocese.org/se-library Monthly SEC Newsletters under Local Designees: https://www.davenportdiocese.org/se-library

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