1. Who must complete the Volunteer Application?
All volunteers must complete the Archdiocese of Baltimore Application for Volunteer Service. If a volunteer applicant refuses to complete the application, then he/she cannot serve as a volunteer.

2. Do references need to be checked on all volunteers?
Three (3) references must be checked for a volunteer applicant who will have substantial contact with children. This should include a personal, family member/other personal, and professional/civic. If the volunteer applicant has served or worked at another Covered Entity, then the supervisor of the most recent site shall be used for the personal reference. All volunteer and employment experience in the Archdiocese of Baltimore must be listed on the Volunteer Application.

Reference checks are not required for those volunteers who were actively providing service before September 1, 2002. Those volunteers must comply with all other screening procedures, including the Volunteer Criminal History Screening.

3. Who is a Responsible Administrator?
Each Covered Entity has one Responsible Administrator. This individual is accountable for the proper implementation and compliance with policy and procedure at his/her location. This should be the pastor/pastoral administrator, pastoral life director, principal, or agency director.

4. Who is a Screening Coordinator?
A staff member, designated the Responsible Administrator, to check references of employees and/or volunteers. This person must be able to process confidential information discreetly and must be able to interpret information received.

5. Are the Volunteer Covenant Forms that were filled out prior to the STAND Conference still valid or do we need to get all volunteers to complete the new form?
The Volunteer Covenant Forms that were completed are valid. As of September 1, 2003, the Archdiocese of Baltimore Covered Entities must be using the most recently updated Application for Volunteer Service.

6. Do volunteers need to complete a new application every three years?
No. A volunteer’s application is valid as long as the person is volunteering at the same site. If the volunteer moves and would like to serve at another site, then they must complete a new Application for Volunteer Service.

7. Do volunteers need to be fingerprinted and apply for a CJIS check?
In most circumstances, volunteers do not need to be fingerprinted and have a CJIS check completed. If a volunteer functions as a staff member of a Covered Entity, then he/she is required to follow the same screening procedures that apply to paid employees. This would include the CJIS/Fingerprint Check, rather than the Volunteer Criminal History Screening. Such volunteers include, but are not limited to, those who function as the director/coordinator/administrator of religious education or the youth minister/director/coordinator.

8. How often do we have to have volunteer criminal history screening done?
A volunteer criminal history screening must be done every five years for a volunteer. A new consent form must be completed each time.

9. How often do we have to have a CJIS/Fingerprint check done?
A CJIS/Fingerprint check must be done each time an employee transfers to a new Covered Entity. The checks are transferable only for 180 days.

10. What does red lettering mean on VolunteerSelect?
When an applicant’s Completed status is colored RED, additional information or action is required. In the event that this occurs, a member of the Office of Child and Youth Protection will contact Responsible Administrator to address the additional requirements and or actions.

11. What is included in VolunteerSelect search?

Social Security Number verification
Search of National Criminal File
Sexual Offenders search of state registry
County Criminal search

12. If an employee has completed the CJIS/Fingerprint Check, then do they also have to complete a Volunteer Criminal History Screening if they would like to volunteer?
No. They will need to have their Responsible Administrator complete the “Policy Compliance Verification for Employees’ in order to show that they are in compliance with the policy and procedures, so they may serve as a volunteer.

13. If a scout leader has completed a child and youth protection program through the scouting program, do they need to complete the volunteer requirements of the Archdiocese if they plan to volunteer at a Covered Entity?
Training offered by other organizations: i.e. Boy Scouts of America, Little League, area public schools, etc. may not be substituted for the Archdiocese protection of children and youth training.

14. If I am a volunteer at another parish/school, what do I have to do to volunteer at another Archdiocesan location?
Your Screening Coordinator will complete the "Policy Compliance Verification for Volunteers." Once the form and card are completed and signed, you may show the card at any site.

15. Why do I have to give my social security number?
A social security number is necessary for the Volunteer Criminal History Screening. It should only be written on the consent form. All sites are instructed to keep files with the social security numbers in a confidential, safe and secure location with controlled access, such as in a locked file cabinet. Files may be reviewed by the appropriate supervisory personnel, but may not be copied or removed from the offices where they are maintained unless authorized by the Responsible Administrator.

16. Why do I have to complete an application form and a consent form?
When volunteers complete an application form, it allows an Archdiocesan Covered Entity to keep track of those who participate in the ministry of the Church. It assists the parishes and/or schools in recognizing the skills and talents of the volunteers. It is necessary to complete a consent form, including the volunteer applicant’s social security number and signature, for the Volunteer Criminal History Check.

17. If a parishioner is a parent of one of the youth attending an overnight activity, is the parent required to have the “Volunteer Screening”?
Yes.

18. If a volunteer has been serving for several years but never had references checked, are the required now?
No. Reference checks are not required for those volunteers who were actively providing service before September 1, 2002. Those volunteers must comply with all other screening procedures, including the Volunteer Criminal History Screening.

19. Do references have to be completed before a volunteer can start service?
References do not have to be checked before a volunteer can start service but names of the references must be provided. Reference checks must be completed within a reasonable amount of time from the start date of volunteer service.

20. Does a new volunteer have to receive training before they can begin service – e.g. view the STAND video?
Yes. Each volunteer must receive training on protecting children and youth from child sexual abuse. Training includes viewing and discussing the STAND video.

21. If a parish/school does not have Internet access, can the Volunteer Criminal History Screening be done by phone?
If Internet access is not available, the site should call the Archdiocese of Baltimore’s Office of Child and Youth Protection at 410-547-5567.

22. If volunteers for national organizations, such as Knights of Columbus, Knights of Peter Claver, and Catholic Daughters, have substantial contact with minors, then will they have to have the procedures for volunteers with substantial contact with children completed?
Yes.

23. How often will training be conducted?
Each parish, school, and institution of the Archdiocese of Baltimore will be expected to provide annual training opportunities for volunteers. Employees are required to complete at least two hours of training each year. Training will vary and Central Services will be a resource for the Covered Entities.

24. Who will train new principals and pastors, etc?
The Office of Child and Youth Protection will coordinate with the Responsible Administrators, Screening Coordinators, and Central Services staff to ensure that all new key leaders receive the proper training.

25. What provisions will be made when parishes and schools change Screening Coordinators?
The Responsible Administrator is accountable for the proper implementation and compliance with policy and procedure at his/her location.

26. How will Responsible Administrators be held accountable for these policies?
Site visits and audits will assist the Covered Entities in determining their compliance and areas of needed development. Also, it will be necessary to determine how well the policies and procedures are being implemented.

27. Can parishes choose to waive the video requirement?
No.

28. How will screeners be educated regarding the need for confidentiality?
All personnel will be trained by their Responsible Administrators/Screening Coordinators on confidentiality.

29. When parishes/schools set up their child protection training for volunteers and employees, is it possible to collaborate with neighboring parishes/schools to offer multiple options for the sessions or must the participants attend training at their particular site?
It is encouraged for neighboring parishes/schools to work together on conducting training sessions. It is important for those parishes/schools working together to make sure that the Training Attendance Verification forms are completed for the attendees at the time of training. It is the volunteer’s responsibility to present the signed form to the Screening Coordinator of their "home" site.

30. Do youth, 14-17 years old, need to go through the same process as adult volunteers, age 18 and over?
All volunteers, including those 14-17 years old, need to complete an Application for Volunteer Service. Covered Entities should provide age appropriate training to their minor age volunteers. If the video is shown, parental consent must be given for minors to view the STAND video. VolunteerSelect Criminal History Screenings are not done for minors. However, references must still be checked. It is suggested that they use a principal or a teacher as a professional reference. A parent/guardian must sign the minor's application.

Children under 14 do not need to do anything. They may assist adults in providing childcare and any other volunteer service. Children under 14 are considered to be doing Christian service.

31. When volunteers and employees have questions about the policies and procedures for the protection of children and youth, whom do they call?
For questions, comments, and concerns related to the Archdiocese of Baltimore's policies, procedures, and training for the protection of children and youth, please contact Alison D'Alessandro, Director at 410-547-5348 or adalessandro@archbalt.org.

32. How is "accused" defined on the applications for volunteers and employees?
It is to be interpreted in the broadest sense of the word. Any accusation will be examined.

33. How are Boy Scouts' and Girl Scouts' volunteers handled?
Boy Scouts' volunteers must provide written verification that they have had a criminal history screening for a history of child abuse or criminal convictions. Because they are chartered, the Boys Scouts' volunteers must also attend STAND training, which includes the STAND video.

Girl Scouts' volunteers must provide written verification that they have had a criminal history screening. A Covered Entity may choose to offer assistance with the screening.

34. How are home school groups, Knights of Columbus, etc. handled?
Groups that are a part of the parish/school and have volunteers that have substantial contact with children need to complete the requirements of those volunteers that have substantial contact with children.

35. Can references for minor age volunteers be minors?
No.

36. How do schools handle substitute teachers?
They must complete an Application for Employment, references, and CJIS/Fingerprint Check.

37. Is there a way to print the screen once the criminal history screening has been completed?
Not at this time. The Screening Coordinator should complete the Policy Compliance Verification for volunteers who have substantial contact with children, including the date that the criminal history screening request was completed and results received.

38. Will parishes and schools be given two account numbers and passwords?
If a site has more than one Screening Coordinator, then they will be given additional user names and passwords. There is one VolunteerSelect account number given per site. The site will receive an additional ScreenNow account number, user name, and password for the Driving Record Checks.

39. Could minors have a separate application? Are they able to sign the Application for Volunteer Service because of the release statement?
Minors will need to complete the application. Additionally, parents will need to sign the volunteer application of the minors, next to the minor's signature.

40. Do parents need to complete the requirements for VHSCC (Volunteers who Have Substantial Contact with Children) if they are going on a field trip for the day with their own child and with other children whose parents will not be present?
Yes.

41. When other leaders from out-of-state schools visit several days to conduct an accreditation process, what screening needs to take place?
They have full access to all children. Their sponsor will need to show that they have been screened. We are currently working with Middle States to ensure their compliance with the Archdiocesan policies.

42. How long will CJIS keep trying to process fingerprints that are returned?
Usually, CJIS will attempt to process the fingerprints 2-3 times. After that they will do a name and date-of-birth screening.

43. Why isn't Megan's Law sufficient enough? With that law in place, why the need for the criminal history screening of volunteers?
Some of the information obtained from VolunteerSelect will pre-date Megan's law. Also criminal offenses will show up that are problematic but will not appear on the sexual offender registry.

44. How long must Volunteer files be kept?
Minimum of 5 years after termination of service.

45. What does it mean when VolunteerSelect states "Failure to include date of birth may result in fewer records being found"? Why don't we ask for DOB?
We have revised the Volunteer Criminal History Screening Consent form. It now asks for the Date of Birth.

46. How do the leaders address parents when a Volunteer Criminal History Screening report comes back and there is a conviction that involves a child offense?
The Office of Child and Youth Protection will work with the Covered Entity very closely if this situation should occur.

47. What needs to be done for visiting priests?
Pastor or PLD should ask if faculties have been granted and if CJIS Check has been completed. Please call Clergy Personnel at 410-547-5427 with questions about the Clergy.

48. If procedures are done at school, does volunteer file need to be copied for parish also?
No. There should be just one file per volunteer. Volunteer files should be kept in a safe, secure, and central location.

49. Should application and CJIS report be on file at site for weekend priests?
Priest must have faculties. CJIS report should be on file with Clergy Personnel.

50. Where can I find the procedures for the Driving Record Check?
Procedures can be found on the website by following this link.

51. If an employee works at two Covered Entities, then will they need to have the CJIS/Fingerprint Check completed twice?
Yes.

52. Has the video and application been translated into Spanish?
The following forms are available in Spanish: Application for Employment, Application for Volunteer Services, Driving Record Check Consent Form, Employee Acknowledgement of Receipt and Review, Volunteer Criminal History Screening Consent Form, and the STAND Training Video Instructor's Guide." The STAND video is available in open-captioned Spanish.

53. Why is it necessary for the volunteer to release from liability others who provide information to the Archdiocese and those who evaluate the application?
The Application and related screening procedures such as references are designed to insure that volunteers have appropriate qualifications for their volunteer work. Specifically, the Archdiocese wants to make sure that those apply to work with children have no known history of behavior that would preclude their working with children, such as being terminated for abusing a child. References can provide valuable information but only if they are truthful. In our society, many individuals and entities are concerned about being sued simply for providing information. For example, many employers will not provide a substantive reference on a former employee if the former employee does not sign a release. The Archdiocese wants to encourage all those involved in the application process to be as truthful as possible without fear of litigation. We believe this is the best way to receive relevant information about the applicant's qualifications.

Some applicants have indicated a desire to sue references if they provide false, damaging information. The Archdiocese is very interested in learning whether references have concerns about the applicant and wants the references to feel free to share their concerns. We believe that the risk of references providing maliciously false information is low. Although there is always some risk that the Archdiocese will decline to let someone volunteer because of false information provided in a reference, obviously the Archdiocese would prefer this to allowing someone to volunteer who has a history of abusing children. The Archdiocese must balance the risk of obtaining false information with the need to protect children through obtaining truthful information. Quite simply, if the release is not signed the Archdiocese might not be provided with critical, truthful information about an applicant's past abusive conduct. This would be unacceptable. The Archdiocese is committed to protecting children and the release is an important element in encouraging complete truthfulness in the reference process.

54. Why should the volunteer waive any right to inspect information provided in connection with the application?
In fact, the applicant has no legal right to inspect the information provided in connection with his application. This "waiver" operates more as an acknowledgement that the covered entity might not be able to share all information in the applicant's file with the applicant. At times, the covered information should be kept confidential. For example, a former supervisor might have sent a reference letter requesting confidentiality. Assuring the reference that we can maintain confidentiality encourages the reference to be truthful. Also, if concerns of prior abusive conduct have been raised there could be identifying information that a victim or governmental agency has requested be kept confidential. Archdiocesan policy or applicable law might require that certain information be kept confidential. Sometimes, it may be proper for an administrator to share information with the applicant, and the waiver does not prevent the administrator from doing so when appropriate.

55. Why does the Choicepoint inquiry show up on my credit report? Does is affect my credit rating? Is a credit check actually done?
The Volunteer Consent Form is an authorization to permit the Archdiocese, through a Consumer Reporting Agency (CRA), to confirm the identity of our volunteers and to screen candidates for criminal reported activities. According to our vendor and as referenced in the consent form, the Federal Fair Credit Reporting Act (FCRA) is designed to promote accuracy, fairness, and privacy of information. The FCRA covers many areas related to consumer information.

The firm contracted by the Archdiocese falls under the category of a CRA and provides a trusted, cost effective method for screening volunteers. The investigative process utilizes the same secure methods used in banking and other businesses with highly sensitive information. The automated screening process verifies the identity of the volunteer by verifying the individual’s first and last names, social security number and home address. Once the information is confirmed, data sources available through the CRA are used to screen the candidates for criminal reported activities. No information pertaining to an individual’s credit worthiness or history is requested or received. As a result of some initial concern, the archdiocese elected to include the statement "by signing this form, you are not giving consent to have a check of your financial history done" to offer further clarification.

When a volunteer sees that the name of a parish or school is on their consumer report, they actually are just seeing that there has been an inquiry made. Inquiries should appear on a consumer report in a separate section from credit grantors that have accessed one's credit history. When a Choicepoint (VolunteerSelect) inquiry is done, the volunteer's credit score is not affected in any way. Again, only name, social security, and address are verified through Equifax.