Volunteer Risk Management

Policies & Procedures

Introduction:

The Church of St. Edward is committed to providing the highest quality of ministry to parishioners and the community at large.  The parish is also blessed by literally thousands of volunteers who carry out ministry.  At the center of the pastoral practice for the parish is a profound recognition of the importance of trust between those who are seeking ministry from the parish and those people who provide it. This trust is founded on the mandate of the gospels, the teaching of the church, and reverence for the God given dignity of each person.  To insure that this trust is not diminished or lost the parish offers the following policies to protect the people served by our ministries and the volunteers who share their time and talent with the parish.

Definitions:

§         Volunteer ministers are defined as anyone who either offers to minister or is recruited by the parish staff or designated parishioners to carry out a program or ministry - but receive no material goods, services, and/or money to provide ministry on behalf of the parish. 

§         Parish ministries are defined as all those activities where the parish organizational structure is responsible for planning the ministry.  Parishioners in conjunction with the parish staff implement the ministry.  The activities have as their specific intent faith formation, sacramental preparation, pastoral care, worship, fellowship, and/or promoting charity or justice.  These ministries may or may not occur on parish property. 

§         Children will be defined as people from infant to 16 years of age.  Youth will be defined as those people who are 17-20 years of age.  Adults will be all those people 21 years of age and older.

§         Misconduct is any activity that occurs in ministry that is illegal under federal, state, or local laws.  Misconduct is also defined as unethical conduct or lack of judgement that some how places participants in danger or duress as determined by the staff person in charge of the event.  

Scope of the Policy:

This policy covers all volunteer ministers, for the Church of St. Edward and pertains to all areas of parish ministry as defined above.

The expected implementation of these policies will depend on the area of ministry, all ministries should be ready to comply by August 30, 2003.

The Parish Pastoral Council will review this policy every two years.

Policy:

1.                  The parish will provide a safe and nurturing environment where children, youth, and adults can receive ministry and participate in parish programs or ministries.

2.                  For those parish activities or ministries that do not occur on parish property the parish will assure safe transportation of all participants.

3.                  All information on any person provided to volunteer ministers by the parish is to be considered confidential.  When relevant, this information can be shared with other volunteers involved in the same ministry or program. 

4.                  All parish volunteer ministers will receive a copy of these policies, the position description, risk management guidelines specific to their area of ministry, the procedure for disputing allegations of misconduct, and a copy of the parish Harassment and Sexual Misconduct Policy.

5.                  Use of alcohol and/or illegal drugs by volunteer ministers during the performance of parish ministry is not allowed.  Volunteer ministers who participate in liturgical celebrations are not covered by this policy.

6.                  All reports of misconduct will be taken seriously by volunteers and are to be reported immediately to the parish staff.

7.                  Each commission and/or parish ministry will implement this policy with a series of action steps.

8.                  These action steps are the minimum safety standards for the parish and when they cannot be met the program or ministry will not continue until safety can be assured.

Church of St. Edward Harassment and Sexual Misconduct Policy

Policy:   It is the policy of the Church of St. Edward to provide a volunteering and participation environment in which each member should be able to realize his or her full potential.  Harassment and Sexual Misconduct, in any form or degree, is destructive of such a favorable volunteer and participation environment and will not be tolerated.

This policy applies to all volunteers, church members, coordinators, staff, guests and others who act on behalf of St. Edward’s.  It applies whenever and wherever a church or volunteer program takes place.  Anyone who violates this policy is subject to disciplinary action, which may include separation from the volunteer or church program.

Definition:  Harassment is unwelcome verbal or physical conduct which has the purpose or effect of unreasonably interfering with an individual’s performance, or which creates an intimidating, hostile or offensive working, learning or participation environment.  The basis for harassment may be any protected class, including age, creed, color, disability, national origin, race, marital status, status with regard to public assistance, religion, gender and sexual orientation.

One particular category of harassment, sexual harassment, consists of unwelcome sexual advancements, requests for sexual favors, sexually motivated physical conduct or other verbal or physical conduct or communication of a sexual nature which substantially interferes with an individual’s employment or participation, or creates a hostile, intimidating, or offensive environment.  It also includes situations where submission to such behavior affects decisions about the individual‘s employment or participation.  Sexual harassment may be directed to a member of the same or opposite sex.

Sexual harassment includes, but is not limited to:

·        teasing or joking of a sexual nature, sexual name calling, making references to past or present sexual activity, spreading sexual rumors, or making a derogatory or dehumanizing sexual remarks;

·        subtle pressure for sexual activity;

·        intentional brushing against a person’s body;

·        display of offensive pictures, posters, or other graphics;

·        leering, inappropriate patting or pinching, and other forms of unwelcome touching;

·        otherwise creating a hostile, intimidating, or offensive environment.

Definition: Sexual misconduct includes any of the following unwelcome behaviors:

A.        Sexual Abuse:  Sexual Abuse (as it applies to adult/child or vulnerable person interactions) is the subjection of a child or vulnerable adult, by any person responsible for their care, to any sexual act which is a violation of the Minnesota Criminal Sexual Code of Conduct.

B.         Sexual Exploitation: Any kind of sexual contact between a Parish ministry volunteer and a receiver regardless of whether it was initiated by the ministry/volunteer or the person receiving the Parish ministry.

Procedure for Harassment:  Any member of the St. Edward’s church community who experiences or witnesses sexual or protected class harassment is encouraged to deal with the situation immediately by politely but firmly advising those involved that the behavior is inappropriate and should stop.  However, if the individual does not wish to deal with the problem directly or if a request to stop is not respected, he or she should report the incident to an appropriate official (the staff member responsible for that ministry, or in the case of a complaint against the staff member, to the Pastor). 

The parish administrator will assume responsibility for investigation of all complaints, whether formal or informal, verbal or written, of sexual or protected class harassment.  Based on the investigation, appropriate action, including but not limited to counseling, disciplinary warnings, or other disciplinary actions, will be taken.  An investigative report documenting interviews, conclusions and recommendations will be completed.

The complainant, the alleged harasser and their parents (if either is a minor) will be advised of the outcome of the investigation verbally and in writing.  In cases involving minors, a report to the Child Protection Agency or to the police will be filed if required by law.

The alleged harasser will be warned, in writing, that retaliation or intimidation directed towards anyone who makes a complaint or assists in the investigatory process will not be tolerated.  The complainant should be invited to report recurrences or retaliation, and the situation monitored as the parish administrator or Pastor deems appropriate.

Procedure for Sexual Misconduct: Any member of the St. Edward’s church community who experiences or witnesses sexual misconduct is encouraged to deal with the situation immediately.  He or she should report the incident to an appropriate official (the staff member responsible for that ministry, or in the case of a complaint against the staff member, to the Pastor). 

The pastor or his designee will make a determination if the misconduct is an illegal act.  In the case of illegality, the police or appropriate authorities will be contacted.  An investigative report documenting interviews, conclusions and recommendations will be completed.  During the investigation the alleged perpetrator will be suspended from all volunteer activity in the parish.  He or she will receive a notification of the suspension in writing.  The parish may provide counseling to the complainant and alleged perpetrator where this is pastorally and legally appropriate.

The complainant, the alleged perpetrator and their parents (if either is a minor) will be advised of the outcome of the investigation verbally and in writing.  When the investigation is complete a determination will be made to reinstate the alleged perpetrator to ministry.

Procedures for Applications and Reference Checks

Policy: The parish will provide a safe and nurturing environment where children, youth, and adults can receive ministry and participate in parish programs or ministries.

To this end, the parish will require prospective new volunteers to fill out an application form and contact names for the parish to check references.  This is in place for those volunteering in positions that are deemed to be high risk.  The abuse of individuals will not be tolerated in any form.  Applications and reference checking are vital parts in preventing abuse from occurring.

1.                  Commissions and applicable ministry staff, subject to the review of the Director of Stewardship and Administration and Pastor, will make a determination on which ministries are high risk.  (See Risk Management Evaluation worksheet for help.)

2.                  The commission and applicable ministry staff, subject to the review of Director of Stewardship and Administration and Pastor, will decide what items, if found, on a an application or in a reference check will exclude a person from volunteering for the position.

3.                  Application and reference check materials should be filled out by all new volunteers being recruited to help with a high risk ministry.

A.                 The parish has provided a an application and reference check form for staff to use.  Staff may amend the form to their particular needs as long as all the information currently gathered is on the revised form.

B.                 Ministry staff members are to conduct the reference checks.

C.                 Ministry staff  will be responsible for keeping the application, reference checks, and any notes pertaining to a volunteer’s application on file.

4.                  The ministry staff person who is recruiting for the position will inform the person that the application and/or reference checks demonstrate a reason for the person not to be a volunteer.  The parish will provide pastoral support to the person as needed or requested by the person who is denied ministry.  Aside from preventing his or her participation as a volunteer, the person is still considered a full member of the parish.  A written notification will be attached to the application that the person is unable to perform in the ministry.

5.         All future volunteers in high risk ministries will be asked to complete an application and reference check form.  A volunteer who does not chose to do so, will not be allowed to serve in the ministry.  Ministry staff may chose to exempt volunteers serving one or more years in a volunteer capacity from completing the application and reference check process.

6.         All applications and reference checks are valid for 5 years at which time the parish reserves the right to ask the volunteer to complete a new application process.  Applications must be filled out for each area of ministry that a volunteer chooses to participate in. 

7.                  All personal information gathered from the application and reference checks is strictly confidential.  Ministry staff may consult the Director of S&A, the pastor, pertinent volunteer leaders for the ministry, and colleagues about volunteer’s eligibility to minister in a program based on the findings in this process.  If an allegation that a staff person is sharing information in an inappropriate way is substantiated, this will be considered just cause for termination of the employee.  If an allegation that a volunteer leader is sharing information from this process in an inappropriate way, they will be asked to leave the volunteer position.

8.                  No prospective volunteer is to perform a high risk ministry until the ministry staff person has a completed application, checked references, and made a determination based on these items that the person is eligible to begin.

9.                  When quicker action is needed the process for requiring application and reference checks can be streamlined or eliminated.  Approval by the Director of Stewardship and Administration is required and other risk management procedures must be in place.

10.       The Implementation date for these procedures is August 30, 2003.

Procedures for Criminal Background Checks

Policy: The parish will provide a safe and nurturing environment where children, youth, and adults can receive ministry and participate in parish programs or ministries.

To this end, the parish will require that criminal background checks on those volunteering in positions that are deemed to be high risk.  The abuse of individuals will not be tolerated in any form.  Background checks are one part in preventing abuse from occurring.  Background checks along with other risk management procedures are the most effective tools we have to limit the potential for abuse to occur and protecting volunteers from false allegations.

Procedures:

5.                  Commissions and applicable ministry staff, subject to the review of the Director of Stewardship and Administration and Pastor, will make a determination on which ministries are high risk.  (See Risk Management Evaluation worksheet for help.)

6.                  The commission and applicable ministry staff, subject to the review of Director of Stewardship and Administration and Pastor, will decide what items, if found, on a CBC will exclude a person from volunteering for the position.  These exclusions should be included in the volunteer position description.

7.                  The parish requires that a criminal background check will be done by the McDowell Agency for high risk ministries. 

A.                 The ministry staff person will provide to a prospective volunteer a form to fill out authorizing the CBC.  If a CBC has been done on the volunteer see #6 below.

B.                 That authorization form will be submitted to the Director of Stewardship and Administration for processing.

C.                 The Director of S&A will provide the results of the reports to the appropriate ministry staff person.

D.                 Based on the results of the CBC the ministry staff person will make a decision as to whether a person passed.  See #2 above.

E.                  The data base of the parish will be updated as to fact that a member has had a CBC.  [This will not include the results of the report.]

F.                  The authorization for the CBC and the report will be filed in a locked file cabinet in the parish safe.

8.                  The ministry staff person who is recruiting for the position will inform the person that the CBC demonstrates a reason for the person not to be a volunteer.  The parish will provide pastoral support to the person as needed or requested by the subject of the report.  Aside from preventing his or her participation as a volunteer, the person is still considered a full member of the parish.  A written notification will be attached to the CBC that the person is unable to perform in the ministry because of the results of the report.

5.         All current and future volunteers in high risk ministries will be asked to authorize a CBC.  If a volunteer does not chose to do so, then he or she must leave the ministry.

6.         All ministry staff will need to check if a new volunteer for a high risk ministry has a CBC on file with the parish.  If there is a report for the volunteer, the staff person must check the report to see that the individual in question passes the CBC.  Staff may seek access to the CBCs from the Director of S&A, the parish bookkeeper, and/or the pastor.

7.         All CBC’s are valid for 5 years at which time the parish reserves the right to perform another check.

8          All CBC’s are strictly confidential.  Ministry staff are not to speak about the results of an individual’s report to anyone except the subject of the report.  Ministry staff may consult the Director of S&A and/or the pastor about the results of a CBC and a volunteer’s eligibility to minister in a program.  If an allegation that a staff person is sharing reports in an inappropriate way is substantiated, this will be considered just cause for termination of the employee.

9.         To speed the process of receiving the reports, the Director of S&A is authorized to have the McDowell Agency send them via e-mail.

10.       The subject of a CBC is encouraged to receive a copy of the report directly from the McDowell Agency.  This is done at no cost to the parish or volunteer.

A.                 If the subject of the report disputes the findings, they must do that directly with the McDowell Agency.

B.                 The subject is not allowed to volunteer in the ministry until the parish is satisfied that the discrepancy is cleared up and the person is eligible to perform the duties as a volunteer.

11.              The parish will bear the cost of CBC’s for all volunteer positions that are required.

13.       No prospective volunteer is to perform a high risk ministry until the ministry staff person has seen a copy of the CBC and made a determination based on the report that the person is eligible to begin.

12.       The Implementation date for these procedures is August 30, 2003.

Procedures for Implementing the Transportation Policy

Policy: For those parish activities or ministries that do not occur on parish property the parish will assure safe transportation of all participants.

Many parish activities happen off site.  Therefore, the parish wants to insure safe transportation of all parishioners to these off-site activities.  There are two types of risk to manage.  The first is the simple risk of transporting people over the roads.  The second is to avoid any type of misconduct that may be inherent in situations where transportation occurs.

Procedures:

1.                  All children and youth participants who are going offsite for a parish activity must have returned a signed archdiocesan approved consent form.

2.                  It is recommended that a contact sheet with phone numbers and any health insurance information be collected by the ministry staff person for all participants of the program regardless of age.  This is especially true for any activity that last one day or longer and occurs 40 or more miles away from the parish.

3.                  The preferred method of transporting any group is through a commercial transportation service. Commercial transportation is required for groups of 20 or more children and youth.

A.        Written permission must be provided to the ministry staff person for any child or youth who is going to be transported to an activity in an alternate way to the one provided by the parish.

B.     Youth 16-21 years of age are not allowed to be volunteer drivers for parish offsite activities.  They may transport themselves with proper notification of the staff person in charge of the event.

4.                  All volunteer drivers for the parish must have a valid license and insurance for the vehicle they are using to transport participants to an offsite parish activity.

5.                  It is strongly recommended that all volunteer drivers fill out a Driver’s Information Form.  This will lessen the volunteer’s liability should an accident occur.

A.                 These forms will be kept on file by the parish and the parish data base will indicate the volunteers who have filled out a form.

B.                 The forms must be filled out annually by all volunteer drivers.

6.                  All volunteer drivers who are going to transport program participants distances greater 150 miles round trip are required to submit to a license verification by the McDowell Agency prior to being allowed to drive.

A.                 Procedures for collecting this data will work in the way outlined in the section entitled, “Procedures for Criminal Background Checks.”

B.                 Convictions for DUI’s will automatically disqualify a volunteer driver from transporting individuals for the parish offsite activity.

C.                 Volunteers unwilling to do this verification will not be allowed to transport participants to or from the event.

7.                  Commissions and committees, pending the approval of the Director of S&A and/or Pastor, may allow program participants to be transported individually in a volunteer’s car.  There must be strict controls in place regulating how and when this is done.  (Allowing volunteers to transport participants one-to-one is a high risk activity and may require that a CBC be done.)

8.                  Due to safety concerns, rental of 15 passenger vans to transport program participants is prohibited.

9.                  Volunteer drivers are to obey all traffic laws.  The volunteer is financially and legally responsible for any tickets or citations they incur as a result of driving in illegal ways. 

10.              This policy does not restrict or prohibit any informal arrangements made by program participants to get to and from the church before or after any parish event.

11.              The implementation date for these procedures is August 30, 2003.

Procedures for Ensuring Confidentiality

Policy: All information on any person provided to volunteer ministers by the parish is to be considered confidential.  When relevant, this information can be shared with other volunteers involved in the same ministry or program.

The parish collects important data from participants in our programs.  This data is confidential and not to be shared with family or friends.  Protecting confidentiality is essential for good ministry.  This policy has to do with information the parish gives to volunteers about program participants.  Where necessary, each area of ministry will develop confidentiality rules that govern information given by the participants to volunteers in the course of the ministry.

1.                  Discretion will be given to the ministry staff to define what confidentiality means for each area of ministry and how it is to be protected.  The purpose of this policy is to protect against the misuse of the personal information collected by the parish and given to a volunteer - not to prevent ministry.  When in doubt consult the Director of S&A or the pastor for further clarity.

2.                  All information on program participants given to volunteers by the parish is confidential.  This includes, but is not limited to, addresses, phone numbers, marital status, and medical concerns.  This means the volunteer will not share any information with other program participants, their families, or anyone else outside of the program.  With prior approval of the staff person in charge of the ministry, the volunteer may share information about participants with other volunteers ministering in the program.

3.                  If an allegation of misuse of confidential information is substantiated, the staff person involved in the ministry will have discretion in how to deal with the volunteer.  Options include a verbal and/or written warning, short term suspension from the ministry, or making an allegation of misconduct.  If the latter option is necessary, follow “Procedures for Reporting Misconduct.”

4.                  The implementation date of these procedures is August 30, 2003.

Procedures for Volunteer Orientation on these Policies

Policy: All parish volunteer ministers will receive a copy of these policies, the position description, risk management guidelines specific to their area of ministry, the procedure for disputing allegations of misconduct, and a copy of the parish Harassment and Sexual Misconduct Policy.

In order to clarify the role and responsibilities of each volunteer the parish commits itself to providing all appropriate documentation to each one serving in a ministry. 

1.                  Each volunteer is to receive a copy of the RMP, the volunteer PD, risk management procedures for their assignment, a form for disputing allegations of misconduct, and a copy of Harassment and Sexual Misconduct Policy.  These are to be given to the volunteer no later than the time they are officially accepted into the ministry. 

2.                  Each volunteer will sign a letter acknowledging reception of the documents.  The staff person will keep the acknowledgement on file.

3.                  The volunteer should receive an orientation from the staff member or volunteer leader on each item given to them. 

4.                  Procedures for dispute resolution are on under development.

5.                  Ministry staff may seek a waiver from this policy for low risk ministries.  Waiver may be granted by the Director of S&A or the Pastor. 

6.                  He implementation date of these procedures is August 30, 2003.

Procedures for Handling Alcohol and Illegal Drugs

Policy: Use of alcohol and/or illegal drugs by volunteer ministers during the performance of parish ministry is not allowed.  Liturgical celebrations and volunteer ministers are not covered by this policy.

To this end, use of alcohol or illegal drugs by any volunteers in the performance of their ministry is not allowed.  The goal of this policy is to assure that volunteers do not make a mistake in their ministry due to impaired judgement.

1.                  All volunteers, regardless of age are covered by this policy.

2.                  The parish will follow all state and federal laws that govern the consumption of alcohol, drugs, and tobacco products.  St. Edward’s is a smoke free facility.

3.                  Parties and other celebrations held by the program or ministry in which the intent is fellowship and gratitude being shown to volunteers are not subject to this policy.  Staff have discretion, pending approval by the Pastor or Director of Stewardship and Administration, to determine which events meet this criteria.

4.                  This policy only pertains to volunteers as defined by this policy and does not apply to those participating in the ministry or program.

5.                  If an allegation that a volunteer is using alcohol or illegal drugs while performing ministry the ministry staff person will fill out an Allegation of Misconduct Form and follow the appropriate procedures listed under “Procedures for Reporting Misconduct.”

6.                  Substantiated claims that a volunteer is using alcohol or illegal drugs in the performance of their ministries requires that the volunteer will be suspended from the ministry.  This suspension will be in place until such time as the Ministry Staff in charge of the ministry is assured such a lapse will not occur again.  The criteria for making such a determination will be provided to the volunteer in writing by the parish. 

7.                  Use of properly prescribed drugs does not fall under this policy.  However, it would be prudent for the volunteer to discuss his or her participation in a ministry while taking any prescription drugs which may impair judgement. 

8.                  The implementation date for these procedures is August 30, 2003.

Procedures for Reporting Misconduct

Policy: All reports of misconduct will be taken seriously by volunteers and are to be reported immediately to the parish staff.

To this end, all volunteers will be trained on what to do in cases when they either witness misconduct or receive an allegation of misconduct.  There are two types of misconduct.  The first is misconduct in which a volunteer moves beyond the scope of the position description or other directions as given by the staff person in charge of the ministry without prior approval.  This misconduct, could lead to physical, emotional, or spiritual harm or duress to ministry participants but would not be considered illegal.  However, it may be grounds for a volunteer’s suspension or removal from the ministry.  The second type of misconduct would be for items that are illegal in nature.  This type of misconduct will be subject to police investigation and requires the immediate suspension of the volunteer from any ministry activities in the parish.

Procedures:

1.                  Volunteers are to be completely trained on exactly what the parameters of their position description are and instructed as to why these boundaries exist.  They must be advised that moving beyond the PD may constitute a reason for removal from a ministry.

2.                  Volunteers will be trained that in any emergency situation in which the safety of themselves and/or program participants is in danger and/or they are witness to an on going crime their first response is to call 911.

3.                  Volunteers will be trained to follow the Volunteer Misconduct Reporting Plan as developed for their area of ministry and report allegations of misconduct to the appropriate staff person.

4.                  Steps for handling reports of misconduct: (In cases of emergency call 911.)

A.                 When a volunteer makes a report of misconduct the ministry staff person will follow the Staff Response to Allegations of Misconduct. Detail is important! Follow the form and get the dates and exact times from all affected parties.  If the affected parties or witnesses are children their parents, if possible, or another adult should be present during the interview.

B.                 The Pastor or the Director of Stewardship and Administration should be contacted as soon as possible afterwards and given the pertinent data. [Remember if you are witness to an on going crime call 911 immediately.]

C.                 With the ministry staff person, the Pastor and/or Director of S&A will make a determination if the allegation warrants criminal investigation by the police or other appropriate authorities.  [Remember if you are witness to an on going crime call 911 immediately.]  Then contact pastor of Director of Stewardship and Administration

D.                 For misconduct that does not require criminal or other outside investigation go to #5.

E.                  For misconduct that does require criminal or other outside investigation move to #6.

5.                  Misconduct that does not require criminal or other types of investigation should be handled in the following manner. 

A.                 The ministry staff person will make decision if the allegation is truly misconduct based on volunteer position description and other written and oral communication given to the volunteer as it relates to the ministry they are performing.  If there is a doubt, the staff person will investigate the allegation as if it is misconduct.

B.                 If the staff member decides that the allegation is indeed misconduct then the volunteer is immediately suspended from serving in that ministry.

C.                 The Ministry Staff person in charge of the ministry must gather statements from witnesses and/or alleged victims of the misconduct.  Write their statements on the Allegation of Misconduct Form.

D.                 After all of the detail is gathered, a meeting with the volunteer against whom the allegation is being made will occur.  The Pastor or the Director of S&A should be present for this meeting.  This meeting should protect the confidentiality of witnesses as much as possible and the volunteer in question should receive a written copy of the allegations that summarizes witness reports.  The meeting will occur no later then 5 days after the incident.

E.                  The volunteer can dispute the allegations with in 14 days of the meeting.  This should be done in writing and submitted to the ministry staff person.

F.                  After the meeting with the volunteer and receiving his or her response, the ministry staff person who has handled the allegation in collaboration with the Director of S&A, the Pastor, and one other Ministry Staff person appointed by the pastor will make a decision as to the status of the volunteer.  They can either do further investigation, suspend the volunteer from the ministry, reinstate the volunteer with conditions, or reinstate the volunteer and decide the allegation is false.

G.                 30 days after the allegation is made the volunteer will be informed in writing as to his or her status as a volunteer for the ministry in question.

H.                 Any alleged victims from the misconduct will be informed of the results of the investigation.  The Pastor will make a determination what if any information to share with the parish community about the alleged incident.  Otherwise the incident is confidential.

6.                  For allegations that require criminal or other types of investigation the following procedures should be followed.

A.        There is no discretion for the ministry staff person.  All allegations that require criminal or other types of investigation must be reported to the proper authorities as soon as practical.  [Remember if you are witness to an ongoing crime call 911 immediately.]

B.                 The Ministry Staff person who receives a report of physical or sexual abuse, harassment, or other illegal activity must begin to fill out an Allegation of Misconduct Form. [Remember if you are witness to an on going crime call 911 immediately.]

C.                 The staff person will then contact the Pastor and/or the Director of Stewardship and Administration and inform them of the situation.

D.                 As soon as possible after the allegation is made, the Pastor or his designee will contact the Archdiocese and inform them of the investigation.

E.                  Filling out the Allegation of Misconduct Form must be done fully.  When interviewing children or youth, their parents or another adult ideally should be present.

F.                  Pending the outcome of the investigation the volunteer is immediately suspended from ALL volunteer ministries.  The Director of Stewardship and Administration will inform the alleged perpetrator in writing of the suspension and the reasons for it.

G.                 The Director of Stewardship and Administration will inform the staff of the allegation and investigation.

H.                 The Director of S&A will inform the trustees and PPC chair of the allegations and investigation.

I.                    The parish will cooperate fully with authorities during the investigation.

J.                   Where appropriate the parish will offer pastoral care to the alleged victim and family.

K.                Where appropriate the parish will provide pastoral care to the alleged perpetrator and family.

L.                  The parish will take no further action until the charges are filed against the alleged perpetrator.

M.               If charges are filed, the parish will continue to cooperate as necessary.  If the matter is decided that the volunteer is guilty of a crime then he or she is permanently suspended from all volunteer activities.

N.                If charges are not filed and the police or other organization ends its investigation the parish will make a determination as to whether the volunteer can be reinstated.  The parish will gather information and facts and meet with the volunteer.  This meeting will be conducted by the Pastor and at least one other Ministry Staff person.  The volunteer may provide a written response to the allegations up to 14 days after the meeting.

O.                The Pastor will convene a meeting of the Director of S&A, the Ministry Staff who took the initial report and the two trustees to make a determination as to what extent the volunteer can resume volunteer duties in the parish.  He or she will be informed of their volunteer status with in 14 days after the meeting.

P.                  All information, except where noted above, will be kept confidential by the staff, trustees, and Parish Council Chair.

Q.                The Pastor in collaboration with staff and trustees will make the decision whether the parish as a whole needs to be informed of the event.

7.         All records and written documentation about alleged incidents of misconduct will be filed in the parish safe and locked.  This suspension will be noted on the parish data base in a discrete way.

8.         The implementation date of these policies is August 30, 2003.

Procedures for Implementation

Policy: Each commission and/or parish ministry will implement this policy with a series of action steps.

The parish has created Risk Management Policies to assure the safety of volunteers and participants.  These policies and associated procedures are to be followed for each area of ministry.  Committees and commissions will design their own risk management procedures governed by the policies and procedures found in this document.

1.                  Polices and procedures will be implemented on August 30, 2003

2.                  The PPC will review the policies and their implementation every two years.

3.                  All procedures developed by the commissions and committees will be reviewed by the Director of Stewardship and Administration and any other consultants necessary.

4.                  Costs for CBCs and license verification will be born by the administrative budget of the parish for Fiscal Year 2003-2004.  These costs may be passed on the commissions beginning FY 2004-05.

5.                  The Director of Stewardship and Administration will organize all initial orientation on these procedures and policies for current volunteers where applicable and necessary.

Stedwards/Gift-based/risk management/volunteer risk management compiled