Background Check Policy
Effective August 7, 2003

Purpose

As a Church, we value the safety of children in our care, the people whom we serve and our employees and volunteers. We want to take prudent measures to attempt to safeguard people from potential harm. Therefore, the diocese has implemented a policy on background checks for our priests, seminarians, religious and lay employees, and volunteers who have regular contact with children.

Parts of a Background Check Include:

• A review of the Indiana State Police criminal history database (county repositories may be checked as well to verify convictions or provide more information about convictions);

• A review of state and county criminal history databases in other states for employees or volunteers who live out-of-state or who have recently moved to Indiana;

• A review of the Indiana Sex Offender Registry;

• A check of child welfare agency records for substantiated reports of child abuse or domestic abuse;

• A check of driving records through the Indiana Department of Motor Vehicles (only for employees who drive as part of their job responsibilities and is indicated on the job description);

• A credit check (only for employees who have access to over $1,000 in funds and whose job description requires access to funds); and/or,

• Professional assistance in verifying convictions obtained though criminal history reports and researching details of convictions to allow for informed decisions on suitability for employment or volunteer service.

Background checks are conducted by a local firm, Results Inc., which specializes in obtaining criminal histories, driving records, and credit reports.

Scope

It is the policy of the Diocese of Lafayette-in-Indiana to conduct background checks on the following individuals:

• All seminarians;

• All diocesan priests in active ministry;

• All religious order priests in ministry assignments within the diocese;

• All priests who are extern to the diocese and wish to have ministry within the diocese;

• All new religious and lay employees (except teachers and administrators who were checked when they received their licenses);

• All current religious and lay employees (except teachers and administrators who are checked every 5 years when they renew their licenses);

• All new volunteers who have regular contact with children (as described below);

• All current volunteers who have regular contact with children (as described below)

Background checks do not need to be conducted on lay employees or volunteers who are under 18 years of age since criminal records are not available for juveniles.

Contact With Children

It is our policy to conduct background checks on volunteers who have regular contact with children. A regular volunteer is any person who functions in the name of the Church in a capacity of chaperoning, mentoring, supervising, teaching or training minors (those who are 17 years of age or younger) three or more times a year. Positions may include: athletic director, catechist, chaperone for overnight events, clerical/office help, crossing guard, custodian (school or parish), day care/extended care worker, instructional assistant, library assistant, maintenance (school or office), playground monitor, "room" mother or father, sacramental prep, scout volunteer (if not already checked), server trainer/sacristan, tutor/private instructor, youth choir director, youth ministry commission member, youth ministry activities team member, youth ministry program leader, youth ministry retreat team member. Checks are not expected for last-minute replacements where it would be impractical to do so.

Some of our schools have policies that require the parents of all students to volunteer for a specified number of hours during each school year. Checks are not required in those situations if contact with children is minimal.

Process for Employees and Volunteers Who Have Regular Contact With Children

• A diocesan application form with criminal history questions is completed. There are separate forms for employees and volunteers;

• Prior to beginning work or volunteer service, the individual completes the release form and returns it to the parish, school or agency, which will fax it to Results Inc.;

• The individual cannot start work or volunteer service until the check has been completed (except for licensed teachers and school administrators);

• If there is no criminal history, Results Inc. will send a report to the parish, school or agency within 2-3 business days verifying that a check has been completed. (Out-of-state checks may take longer.)

• If there is a criminal history, Results Inc. will send a report to the Human Resources Office within 2-3 business days, and Human Resources will contact the pastor, principal or business manager. A conviction for a crime does not automatically preclude employment or volunteer service and individual circumstances will be considered, such as the nature and severity of the crime, the number of convictions, how long it has been since the convictions occurred, and the duties of the position.

Process for Current Employees and Current Volunteers Who Have Regular Contact With Children

• This process will be implemented in one deanery per month beginning in September 2003;

• The Human Resources Office will send pastors, principals and directors a release form that should be distributed to all employees (except for licensed teachers and administrators) and all volunteers who have regular contact with children as described above;

• The pastor, principal or business manager should ensure that all forms are completed and returned to Results Inc.;

• Results Inc. will send a list of persons with no criminal history to the pastor, principal or business manager within 30 days. (Out-of-state checks may take longer.);

• If one or more persons have a criminal history, Results Inc. will send a report to the Human Resources Office within 30 days, and Human Resources will contact the pastor, principal, or business manager. A conviction for a crime does not automatically preclude employment or volunteer service, and individual circumstances will be considered, such as the nature and severity of the crime, the number of convictions, how long it has been since the convictions occurred, and the duties of the position.

Due Process

If a record of criminal convictions is found, the employee or volunteer will be given a copy of the criminal history report and asked if it is accurate prior to any final decision. If the employee or volunteer disagrees with the accuracy of the report, the employee or regular volunteer may (at the discretion of the pastor, principal or business manager) be placed on administrative leave until the information on the criminal history report can be verified. The employee or volunteer may choose to provide other information about his/her criminal history that may be helpful in understanding the circumstances of what occurred. The final decision about new or continued employment or volunteer service will be made by the pastor, principal or business manager in consultation with the Director of Human Resources and, when necessary, the Vicar General and legal counsel. A similar process occurs when issues of concern are raised by credit reports or driving record checks.

Privacy

The privacy of the information obtained by the diocese through the background check will be respected. Information will not be shared with persons who do not have a need to know.

Cost

A $15 fee will be charged to the parish, school or agency for a criminal history check. There is no additional charge for any follow-up that is needed to obtain more information about convictions. Driving record checks and credit checks cost an additional $10 each. Parishes, schools and agencies may choose to allocate some or all of this cost to employees and volunteers or to program participants through fees.

Questions

Questions or comments about this policy can be directed to the Office of Human Resources at (765) 742-4852 or (800) 942-2397 Ext. 117; or to the Office of the Vicar General at (765) 742-0275 or (800) 942-2397 Ext 104.

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©2008 Diocese of Lafayette-in-Indiana