Now that school is back in session, the start of parish school of religion classes and youth group meetings is not far beyond. There is also the start of the Diocesan Recreation Association events, Scout meetings, and all the other activities our parishes and schools offer our minors. This plethora of fresh activity calls the attention of adults to the need to review and fully understand the safe environment rules that apply to all these activities, and ensure that our children enjoy these activities in a safe and healthy manner.
Adults refreshing themselves on these rules at this point will be assisting with the very thorough and effective protection effort the Catholic Church has undertaken these past 20 years, helping the Church to continue meeting the high standards and expectations of everyone, especially the young people and their families. With this in mind, here is a summary of vital matters to keep in mind as this new school year commences:
Protecting God’s Children (PGC) training: Diocesan policy 201.10 requires the following people to complete PGC training within sixty (60) days of the start of their employment or service:
Clergy, Employees, and Applicants to Clerical Formation
All clergy serving in the Diocese of Columbus; all parish, school, and diocesan office and agency employees; and all applicants to formation for the priesthood or permanent diaconate, regardless of their level of contact with minors. This policy is applicable to lay employees, professed religious, clergy, and clergy candidates.
Catholic School Volunteers and Volunteers in Parish Programs/Ministries for Children and Youth
Every volunteer in a program or ministry for minors, regardless of their level of contact with minors. Duration of service does not mitigate compliance with this policy. This means that every volunteer, from the one-time helper in the classroom to the everyday recess monitor, must take PGC.
Examples: Catholic School volunteers, Parish School of Religion (PSR) volunteers, youth ministry volunteers, field-trip chaperones and drivers, Scout leaders, coaches and other recreation volunteers, Vacation Bible School volunteers, Children’s Liturgy of the Word volunteers, pre-school volunteers, nursery volunteers, and so forth.
Volunteers Working with Children and Youth in Other Parish Programs/Ministries
Volunteers for other parish programs or ministries who have been delegated care, custody, or control of minors in any way are required to complete a criminal background check and participate in a Protecting God’s Children training session. Duration of service does not mitigate compliance with this policy. Again, this means that every volunteer, from the one-time helper to the volunteer of many years standing, must take PGC.
Examples: Parish festival volunteers staffing activities for minors, volunteer choir director (if choir includes minors), service coordinators (if service programs include minors), and so forth.
Background reports: Diocesan Policy 201.10 also requires the people listed above to have a state level criminal background check administered by the Ohio Bureau of Criminal Identification and Investigation (BCII). This rule applies to all employees whether or not they work with minors, and a clean record as defined under Ohio law must be received by the Diocesan Safe Environment Office prior to the start of employment. A clean record as defined under Ohio law must be received by the Diocesan Safe Environment Office for all volunteers working with minors in any way prior to working with minors in any way. If any of the above-named people have lived in Ohio less than five years, they must also have a background check through the Federal Bureau of Investigation, and a clean record must be received prior to start of employment or volunteering with minors. School employees and teachers are required to have both state and federal background checks completed in accordance with state law.
Two-deep strategy: Policy 200.30 requires parishes/schools/agencies to follow a strategy of “two-deep” ministry with minors, where at least two (2) adults who are in full compliance with Diocesan safe environment policies are present at all activities and situations. This includes, but is not limited to, transporting minors in motor vehicles for field trips, practices, sporting events, mission trips, and so forth.
For the purposes of this policy, “full compliance with Diocesan safe environment policies” means:
the person’s criminal background report is on file with the Safe Environment Office; and,
the person has completed the VIRTUS Protecting God’s Children (PGC) training.
Communications with minors: Adults, whether employee or volunteer, must be very careful in how they communicate with minors. This includes, but is not limited to, telephone calls, emails, text messages, and social media messaging. Diocesan Policy 400.11 has the following requirements:
An adult employee or volunteer may not initiate a one to one private communication with a minor. This includes, but is not limited to, telephone calls, emails, text messages, and social media messaging. One-on-one or private communication between non-related adult employees or volunteers and minors is prohibited. All interactions in person and through technology must meet the 2-deep strategy described above. There are no exceptions to this policy. If a minor initiates such communication, then the adult must move the conversation to a public platform and retain a record of the communication. All interaction and communication must be open, public, transparent, and appropriate. For clarification, communication through the U.S. Postal System meets the open, public, and transparent criteria.
Method or medium of communication must allow for accountability and ability to retain records of communications, therefore no “anonymous” apps or platforms and no apps or platforms which automatically delete communications are permitted.
Communications should come via professional ministry account/profile, phone (mobile/work), email, or physical address; NEVER via a personal account/profile, phone (mobile/home), email, or physical address. If the employee or volunteer adult is not issued a mobile ministry phone, then communication should be through a public platform.
Adult employees and volunteers must not initiate or accept “friend” requests, “follows,” or the like with minors related to personal social media platforms or apps.
Parents should be invited and strongly encouraged to sign up for communications.
High-school-aged minors who serve as employees or volunteer leaders or assistants with minors under the age of 13 must conform to the above policies in all communications pertaining to the ministry with which they are helping. Additionally, minors must abide by Policy 300.31 regarding conduct with peers and those of younger age.
Reporting abuse: All clergy are mandatory reporters, unless the abuse is revealed in the confessional.
All school employees, including coaches, are mandatory reporters of suspected child abuse.
Some parish employees, such as youth ministers, are mandatory reporters.
Most parish and school volunteers are not mandatory reporters. However, they do have a moral responsibility to report actual or suspected child abuse and/or neglect.
The Ohio Department of Job and Family Services has launched 855-O-H-CHILD (855-642-4453), an automated telephone directory that will link callers directly to a child welfare or law enforcement office in their county. Ohioans who suspect child abuse or neglect now only need to remember one phone number!
If you suspect a child is being abused or neglected by a member of the clergy or any employee or volunteer at a Parish, Catholic School, or any Catholic organization or apostolate in the Diocese of Columbus, please report it immediately to your county child protection agency! After you have contacted the civil authorities, please contact the appropriate diocesan personnel so a safe environment can be maintained, and an investigation can be facilitated by an independent review board. You can contact the Victim Assistance Coordinator, Laura Lewis at:
Laura J. Lewis, M.A., L.P.C.C.-S
llewis@columbuscatholic.org
helpisavailable@columbuscatholic.org
Release of personally identifiable information: Diocesan Policy 400.15 covers the release of personally identifiable information.
Information regarding minors that is not considered personally identifiable information will be released in various formats, including websites, unless a parent/guardian notifies the parish/school that such information is not to be released regarding his/her child. Information not considered personally identifiable includes names of minors, grade level, activities, sports, awards, and date of graduation.
Personally identifiable information for a minor may only be published or shared with the written consent of a parent/guardian. Record of consent must be retained on file for seven (7) years or until the consent is revoked by the parent or guardian.
Personally identifiable information includes photographs, digital images, or recordings with and without names, addresses, email addresses, phone numbers, social media accounts, and personal characteristics (height, weight, etc.).
Release forms can be found in the Safe Environment Manual, accessible on the Diocesan Webpage at https://columbuscatholic.org/safe/policies .
Additional rules: Diocesan Policy 200.30 sets out some additional rules for activities with minors. These include:
Parishes are required to follow a “two-deep” ministry with minors. As stated earlier, this means there should be at least two qualified adults who are compliant with all Safe Environment policies present in all activities and situations, wherever possible. This includes motor vehicles.
Adult chaperones must be at least 21 years old.
For activities away from school or parish property, a ratio of one adult per 10 minors should be followed. For overnight trips, the ratio is one adult per six minors. The minors will also need permission slips signed by a parent or guardian.
Transporting minors: Diocesan Policy 400.30 states that all drivers transporting minors must be in full compliance with diocesan Safe Environment policies. All drivers and vehicles used for transporting minors must also be in full compliance with the policies in the Diocesan Financial Policy Manual. These policies include:
No 15-passenger vans.
Drivers must be at least 25 years old.
Drivers must have a valid driver’s license.
Vehicles must have a valid, current registration.
The insurance policy on the vehicles must have minimum bodily injury liability coverage limits of $100,000 per person/$300,000 per occurrence.
The vehicle’s insurance policy must also have minimum property damage coverage of $100,000, or a combined single limit of $300,000.
No use of cell phones while driving for diocesan business. This restriction applies to both incoming and outgoing calls. It also applies to both hand-held and hands-free devices, including devices linked through technology platforms and applications.
Complying with all relevant traffic laws. This includes Ohio’s state-wide ban on texting while driving.
If you violate any of these provisions, it is very likely that the Diocesan insurance provider will not cover any damages in the event of an accident. There is a standard form employees and volunteers who transport minors are required to fill out before they actually transport the minors. This is a requirement we check on during the Safe Environment on-site audits.
If you have any questions about the safe environment policies, please contact the Safe Environment Office at (614) 241-2568. You can email us at:
Erik Bonilla, Safe Environment Specialist, ebonilla@columbuscatholic.org
Laura Lewis, Victim Assistance Coordinator, llewis@columbuscatholic.org
Regina E. Quinn, Director, rquinn@columbuscatholic.org