GUIDELINES FOR RECRUITING, SCREENING
AND DIRECTIVES FOR THE SAFETY OF ALL PEOPLE
IN THE DIOCESE OF BATHURST
November 24, 2011
Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Table of Contents
1.
PURPOSE OF THESE GUIDELINES ................................................................................................. 3
2.
TERMINOLOGY ................................................................................................................................. 3
3.
APPLICATION .................................................................................................................................... 5
4.
SCREENING ........................................................................................................................................ 5
5.
GUIDELINES APPLICABLE TO PROGRAMS AND ACTIVITIES ................................................ 9
a)
In general .......................................................................................................................................... 9
b)
With children and youths .................................................................................................................. 9
c)
With vulnerable adults .................................................................................................................... 12
d)
Other Situations .............................................................................................................................. 14
6.
GUIDELINES APPLICABLE TO FACILITIES ............................................................................... 17
7.
REPORTING PROCEDURES ........................................................................................................... 18
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
1.
PURPOSE OF THESE GUIDELINES
To prevent abuse of children/youth/vulnerable adults. Prevention includes having good
processes in place in order to prevent opportunities for abuse, neglect, or harm from arising.
To protect all vulnerable persons in our midst. The protection of all children, youth and
vulnerable adults is everyone‟s responsibility.
To train and support our employees and volunteers.
To report all incidents of abuse, neglect, or harm. Such incidents, wherever and whenever they
are encountered, will be reported immediately to the appropriate authorities.
To protect members of our clergy, employees and volunteers against false allegations of
wrongdoing.
2.
TERMINOLOGY
Child/youth: a person who is under 16 years of age.
Diocesan Responsible Ministry Committee: A group of persons responsible for ensuring that
this policy is implemented within the diocese.
Event: One-time or occasional events sponsored by a parish community. Examples: a yearly
concert, tea or picnic.
Leader Position: a leadership role undertaken by clergy, religious or lay persons in which there
is expected to be direct interaction with children, youth or vulnerable adults. Examples: such
positions as catechist, youth group leader, altar server coordinator, pastoral care worker, visitor
to shut-ins. The individual could either be a paid employee or a volunteer. The leader must have
completed steps 4, 5, 6, 7 and 8 of the screening process.
Parish Responsible Ministry Committee/Coordinator: A person or group of persons
responsible for ensuring that this policy is implemented within the parish.
Participants: Those who participate in programs or receive services from ministries. The word
participant is used as a generic term for these people.
Program (ministry): a structured series of similar activities or events governed and run by the
parish which spans a period of weeks or months and in which the level of risk is expected to
remain constant. Examples: weekly catechism classes; pastoral visitations at a hospital or
nursing home, home visitations; weekly youth meetings; nursery or day care work.
Risk Assessment: the process by which programs are rated according to risk factors. High risk
ministries require special attention.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Screened adult or volunteer: for the application of the present guidelines, a screened adult or a
screened volunteer is an individual who has completed steps 4, 5, 6, 7 and 8 of the screening
process.
Unrelated: describes a relationship where persons act independently of each other or who are
not related. Two individuals are related to each other by blood, marriage or common law
partnership, or adoption. Examples of related persons:
Retated individuals
Spouce of
brother/sister
Brother/sister
Grandparent
Grandparent of spouce
Parent
Parent of spouce
X
Spouce
of child
Child
Spouce of
grandchild
Grandchild
Spouce
Brother/sister
of spouce
Child
Volunteers: A volunteer is an individual:
 Who chooses to undertake a service or activity, someone who is not coerced or
compelled to do this activity;
 Who does this activity in service to an individual or an organization, or to assist the
community-at-large;
 Who does not receive salary or wage for this service or activity.
While this manual focuses on volunteer screening, the same principles apply to paid employees.
Volunteer Helper: a lay person who is involved peripherally in programs with children, youth
or vulnerable adults but has chosen not to become a leader. Examples includes: someone who
delivers cookies to a children‟s program, someone who collects and presents socks to homeless
people at a shelter, or someone who collects and distributes food bank items to families. The
volunteer helper must have completed steps 4, 5, 6, 7 and 8 of the screening process.
Vulnerable Person: a person who, because of his/her age (child, seniors), a disability or other
circumstances, whether temporary or permanent, is in a position of dependence on others or is
otherwise at a greater risk than the general population of being harmed by a person or persons in
positions of authority or trust relative to him/her.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
3.
APPLICATION
The present guide applies to every employee and volunteer working in the Diocese of Bathurst
(including the parishes).
It should be noted, however, that when leaders are mentioned in this policy, we are referring to
people of at least 19 years of age. Nevertheless, persons aged between 12 and 18 are expected to
follow the policy when acting as leaders or volunteer helpers.
Each parish will appoint a Responsible Ministry Committee or Coordinator to ensure the policy
is properly implemented at the parish level.
4.
SCREENING
Screening begins long before any person offers to volunteer and ends only after the person leaves
the ministry. The screening process, as developed by Volunteer Canada, is divided into three
sections: before selecting, the selection process, and managing the volunteers.
Before selecting employees and volunteers:
1. Determine the risk
2. Ministry position description
3. Recruitment process
The selection process :
4.
5.
6.
7.
Application Form
Interviews *
Reference Checks **
Criminal Record Check **
Managing the employees and volunteers :
8. Orientation and Training **
9. Supervision and Evaluation *
10. Participant Follow-up
Steps 1 to 8 must be completed before a new employee or volunteer starts the ministry. The
Diocesan Responsible Ministry Committee will communicate the results to the Parish
Responsible Ministry Committee/Coordinator when the process is completed.
Every employee and volunteer already in place at the time of the application will have to
complete the application form. The positions with a high risk will have to comply with the
Criminal Record Check and follow the Orientation and Training sessions.
* Mandatory for all diocesan and parish employees.
** Mandatory for all employees and volunteers working in a high risk ministry.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
TEN SAFE STEPS DETAILING THE SCREENING PROCESS
Step 1 – Determine the Risk
The Parish Responsible Ministry Committee/Coordinator (PRMC) will determine how much risk
there is in the current programs and whether that risk can be reduced. Each position requires an
assessment using the Risk Assessment Guide (see Appendix 1). This work is ongoing and must
be revisited with each new program year, each change in adult leadership and after any change in
the environment. Risk assessment for recurring programs and ministries should be done
annually as responsibilities associated with positions often change over time. Should a leader
decide to introduce a new element into a program, he/she must determine the risk for that
specific event and submit the risk assessment in writing to the PRMC for review prior to the
event. The same procedure should be followed for every special event undertaken in the parish.
The completed risk assessments should be dated signed and sent to the diocese before the event
starts.
Step 2 – Ministry Position Description
A ministry position description is a powerful and necessary tool. It is similar to a position
description since it is used to define the tasks of a ministry and to set ground rules for everyone
involved in the program. Inherent risk for each position should also be defined.
The positions listed in Appendix 2 have been identified as those having a high degree of risk.
Position descriptions are vitally important. They communicate to everyone, whether paid or not
paid, what is expected of them, what skills or experience may be needed, how the parish will
provide orientation and training for the task, and what support they can expect.
Step 3 – Recruitment Process
All recruitment for volunteers and staff will be done in a formal public process.
The recruiting process should include the Application Form, a Description of the Ministry, and
the Screening Process. People should not have the impression that everyone who applies will be
accepted and should know that selection is done is a careful way.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Step 4 – Application Form
An application form (Form A) must be completed for every position. The form will indicate that
references checks and a criminal record check will be requested for high risk positions. The
completed application form must be sent to the diocese to be kept permanently.
Step 5 – Interviews
All new people offering his or her services for a job, either at the diocesan or parish level, will be
interviewed by at least two interviewers. The interview includes questions, which are directly
related to the specific risk concerns for the position being applied for: i.e.. interpersonal style
with children or vulnerable adults, past history with work involving money, and so on. Notes
from the interview must be sent to the diocese where they will be kept permanently in a safe and
confidential manner.
Step 6 – Reference Check
Two (2) References must be checked for all high risk ministry positions. The references must be
unrelated persons. It should be made clear to the referee that the individual is being considered
for a position of trust i.e., with children, with other vulnerable people, with money, etc.
Reference forms must be sent to the diocese where they will be kept permanently in a safe and
confidential manner.
Step 7 – Criminal Record Check
A Criminal Record Check Report, including a Vulnerable Sector Scan, must be received for all
high risk ministry positions. The individual who obtains a Police Record Check Report must
forward the original to the Diocesan Responsible Ministry Committee where it will be reviewed
and held on file indefinitely. This information will be kept strictly confidential. The individual
should retain a copy of the Police Record Check Report for his or her own personal records.
A Police Record Check Report including a Vulnerable Sector Scan must be done for any
individual moving from a position with a general degree of risk to a position having a high
degree of risk. They are to be updated every five years.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Step 8 – Orientation and Training
Appropriate orientation and training will be provided for all ministry positions, to all employees
and volunteers, of the Diocesan Policy for the Protection of Minors or Vulnerable Individuals
along with guidelines for working with the vulnerable. The training on prevention of abuse must
be followed at least every four years. However, an annual refresher course must be completed
annually. They must also sign the Employee or Volunteer Engagement Form (Form B).
Step 9 – Supervision and Evaluation
All ministry positions will be appropriately supervised. The intensity and nature of the
supervision will vary with the risk factor involved in the position. This entails a more senior or
experienced person in the ministry spending time with the incumbent to observe, support and
give feedback on their gifts, skills, style, strengths and challenges.
In the case of high risk ministries, the supervision should be systematic and recorded. The
information must be sent to the diocese where it will be kept permanently in a safe and
confidential manner.
Step 10 – Participant Follow-up
Supervisors will monitor all high risk ministry positions by checking from time to time on
participant satisfaction.
Regular ongoing contact with program participants and family members helps to ensure that
programs remain relevant and of high quality. Such monitoring can also act as an effective
deterrent to someone who might otherwise do harm and go undetected. It is vital that the parish
let all volunteers know that regular contact with program participants and families is part of the
parish‟s risk management procedures and that this practice is not personal.
If a volunteer and a participant are usually alone together, it would be appropriate for someone to
conduct a random spot check by visiting the location where they are together.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
5.
GUIDELINES APPLICABLE TO PROGRAMS AND ACTIVITIES
a) In general
Parish ministry within the parish buildings must be limited to the community sections: ex.:
parish office and meeting rooms.
When a member of the clergy, lay employee or volunteer has a meeting with an individual, he
must leave the door open. However, if the confidentiality of the meeting must be respected,
permission to close the door must be obtained from the individual.
b) With children and youths
Safety of the employees, volunteers and participants
To ensure everyone‟s safety, the following guidelines must always be observed:



Maintain a two-person policy for any program, having at least two unrelated screened
adults present.
Members of the clergy, lay employees and volunteers must avoid being alone in a rectory
or a room with closed doors, when they are with a minor, unless there is another screened
adult or the parent / guardian is nearby.
When transportation of children/youths is needed for a parish or diocesan activity, all
drivers must have a valid driver‟s license for at least five (5) years, valid automobile
insurance and must be screened volunteers or paid staff. The number of persons per
vehicle must never exceed the number of seat belts or car seats. Whether the automobile
belongs to the parish, the diocese or the volunteer, the two unrelated employees/screened
volunteers must be observed.









Where the two-person policy cannot be used, require that one-to-one contacts between an
employee/screened volunteer and child or youth take place in a public area either inside
or outside the church where both people can be seen by others.
Add a window in the classroom or a window to the door of each classroom or always
leave the classroom door open.
All employees/screened volunteers working with children or youths must wear name
tags.
Parent/guardian/caregiver contact information must be carefully maintained.
Appropriate steps must be put in place to ensure children under ten years of age are
picked up by an authorized parent/caregiver.
No child should be dropped off without two screened adults being present.
No parents or adults should enter a classroom without permission.
No in-home activities (including catechism instruction) are permitted for children or
youths.
At the beginning of each youth group or catechism session, attendance should be
recorded and the attendance book or sheets should be picked up and taken to a central
location. Those records are to be forwarded to the diocese for permanent storage by the
end of June and of December of each year.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Physical Contact
It is essential to be careful regarding behavior, language and physical contact when working with
children or youths:




Do not show favoritism. Show a similar level of affection and kindness to all.
Do not engage in or allow the telling of sexual jokes or behave in a way that promotes
sexual exploitation of others.
Provide clearly-stated consequences for inappropriate behavior. Stop inappropriate
behavior early. Be fair, consistent and reasonable, matching consequences to the age and
ability of the child or youth.
Do not use corporal punishment such as hitting, spanking or strapping.
Appropriate and Inappropriate Touching
A touch can convey a multitude of positive messages and communicate care, comfort and love;
however, it is important to distinguish between appropriate and inappropriate touching. It is also
important to be aware of, and sensitive to, differences in interpretation to touching based on sex,
culture or personal experience. Some examples of appropriate touching:










Holding or rocking an infant who is crying
Affirming a participant with a pat on the hand, shoulder or back
Bending down to the child‟s eye level and placing a hand gently on the child‟s hand or
forearm
Putting your arm around the shoulder of a person who needs comfort
Taking a child‟s hand and leading him/her to an activity
Holding hands for safety when changing locations
Shaking a person‟s hand in greeting
Holding a child gently by the hand or shoulder to keep his/her attention as you redirect
behavior
Holding hands in a circle for prayer or song
Providing comfort with a wet, warm cloth.
Some examples of inappropriate touching:









Kissing a child or youth or coaxing them into kissing you
Extended cuddling
Tickling
Piggy – back rides
Having others sit on your lap (except for babies/young toddlers)
Touching anyone in any area covered by a bathing suit (except changing infant‟s diapers)
Hand holding, except for the examples listed above
Stroking a child or youth‟s hair
Hugging, where an adult knows or ought to know that hugging is inappropriate.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Dealing with a Participant’s Inappropriate Behavior
The best approach to dealing with inappropriate behavior is thoughtful prevention. If a
teacher/leader has prepared adequately, makes clear statements about expectations and provides
an engaging program, inappropriate behavior will be avoided or reduced. If, however, a
child/youth behavior is unacceptable, these practices must be followed:







Tell or remind the child or youth what is expected.
If it is necessary to speak to a child or youth in private, move to a quiet place in view of
others. Seek supervisory help if needed and if available.
Keep children or youth from harming themselves or others.
If necessary, engage another adult to help you remove the child or youth from the
situation and to calm down.
Discipline with children and youth must be limited to talking and „time out‟.
Provide a „time-out‟ space for younger children on one side of the room until they are
ready to rejoin the group. The „time-out‟ should be no longer than one minute for each
year of the child‟s age.
Inform the parent/guardian of the problem and work co-operatively with them. They may
have good ideas of how to deal with particular situations.
Do not use corporal punishment (such as hitting, spanking or strapping)
under any circumstances.
Washroom procedures
Every group providing a program/ministry for children or youths must determine the washroom
procedure that will be followed in that program/ministry at the time of determining the risk. This
is particularly critical with pre-school children who must have help to use the washroom. Here
are guidelines:




Ask parents of pre-school children to take their child to the washroom before class.
Children under 6 who need to go to the washroom should be accompanied by a
teacher/leader who escorts the child to the washroom and checks the bathroom for safety.
No adult or teen helper is ever to be in a closed washroom or cubicle with a child. If
another screened adult is not available, the screened adult who accompanies the child
should position himself/herself in plain view at the open door of the washroom. A
screened volunteer or teen helper may stay behind with the remaining children.
Children 6 and over may go to the washroom with a “buddy.”
If there is an emergency bathroom situation, the parent or supervisor should be notified
immediately.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
c) With vulnerable adults
Safety of the employees, volunteers and participants
To ensure everyone‟s safety, the following guidelines must always be observed:








Always follow a two-person policy for any program involving vulnerable adults living
alone, having at least two screened adults present. Wherever possible, the two persons
should be unrelated.
Members of the clergy, lay employees and volunteers must avoid being alone in a rectory
or a room with closed doors, when they are with a vulnerable adult, unless there is
another screened adult or the parent / guardian is nearby.
When transportation of vulnerable adults is needed for a parish or diocesan activity, all
drivers must have a valid driver‟s license for at least five (5) years, valid automobile
insurance and must be screened volunteers or paid staff. The number of persons per
vehicle must never exceed the number of seat belts or car seats. Whether the automobile
belongs to the parish, the diocese or the volunteer, the two unrelated employees/screened
volunteers must be observed.
When a screened adult visits frail seniors in a hospital or a nursing home, the room
should have a window or a window to the door, if not, always leave the door open.
Where the two-person policy cannot be used, require that one-to-one contacts between an
employee/screened volunteer and vulnerable adult take place in a public area either inside
or outside the church where both people can be seen by others.
All employees/screened volunteers working with vulnerable adults must wear name tags.
Parent/guardian/caregiver contact information must be carefully maintained.
No in-home activities, except pastoral activities for sick people, are permitted for
vulnerable adults.
Physical Contact
It is essential to be careful regarding behavior, language and physical contact when working with
vulnerable adults:



Do not show favoritism. Show a similar level of affection and kindness to all.
Do not engage in or allow the telling of sexual jokes or behave in a way that promotes
sexual exploitation of others.
Do not use corporal punishment such as hitting, spanking or strapping.
Appropriate and Inappropriate Touching
A touch can convey a multitude of positive messages and communicate care, comfort and love;
however, it is important to distinguish between appropriate and inappropriate touching. It is also
important to be aware of, and sensitive to, differences in interpretation to touching based on sex,
culture or personal experience. Some examples of an appropriate touch:


Affirming a participant with a pat on the hand, shoulder or back
Putting your arm around the shoulder of a person who needs comfort
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst




Shaking a person‟s hand in greeting
Holding hands for safety when changing locations
Holding hands in a circle for prayer or song
Providing comfort with a wet, warm cloth.
Some examples of an inappropriate touch:








Kissing a vulnerable adult or coaxing them into kissing you
Extended cuddling
Tickling
Piggy – back rides
Having others sit on your lap
Touching anyone in any area covered by a bathing suit
Hand holding, except for the examples listed above
Hugging, where an adult knows or ought to know that hugging is inappropriate.
Dealing with a Participant’s Inappropriate Behavior
The best approach to dealing with inappropriate behavior is thoughtful prevention. If a
teacher/leader has prepared adequately, makes clear statements about expectations and provides
an engaging program, inappropriate behavior will be avoided or reduced. If, however, a
vulnerable adult‟s behavior is unacceptable, these practices must be followed:






Tell or remind the vulnerable adult what is expected.
If it is necessary to speak to a vulnerable adult in private, move to a quiet place in view of
others. Seek supervisory help if needed and if available.
Keep vulnerable adults from harming themselves or others.
If necessary, engage another adult to help you remove the vulnerable adult from the
situation to calm down.
Correction given to a vulnerable adult must be limited to talking to him/her or to his/her
guardian.
Inform the parent/guardian of the problem and work co-operatively with them. They may
have good ideas of how to deal with particular situations.
Do not use corporal punishment (such as hitting, spanking or strapping)
under any circumstances
Washroom procedures
Every group providing a program/ministry for vulnerable adults must determine the washroom
procedure that will be followed in that program/ministry at the time of determining the risk. This
is particularly critical with some vulnerable adults who must have help to use the washroom.
Here are guidelines:

If there is an emergency bathroom situation, the parent or supervisor should be notified
immediately.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst

Vulnerable adults may need special bathroom aids: assists bars, and so on. It may be
necessary to ensure that cleanliness follows use.
d) Other Situations
Health
While parishes cannot always avoid having ill children/youth/vulnerable adults in their
programs, several measures can be taken to promote good health and reduce infection.

Allergies- When children/youth/vulnerable adults register for a program, inquire about
allergies. Post this information so that it will not be overlooked. If your program serves
meals or snacks, post the menu so the parent/guardian can see it. Avoid foods identified
as serious allergens such as peanut butter, chocolate and nuts of any kind. Popcorn can
also be dangerous for young children.

Injury- If a participant is injured while participating in a program or activity, the leader
must arrange to get medical attention.
If necessary, call 9-1-1.
If the
child/youth/vulnerable adult is bleeding, the teacher/leader should protect himself/herself
and all others from the blood. For all injuries, even if the person does not need medical
attention, a leader must complete a General Incident Report Form (Form C) and report
the incident to the injured person‟s parent/guardian. General incident reports should be
sent to the diocesan financial administrator as soon as possible.

Infectious diseases- Leaders must ask parents/guardians not to let their children and
youth attend parish programs if they have symptoms and diseases which are known to be
infectious, such as: diarrhea, vomiting, fever, rash, open sores, skin or eye infection,
scarlet fever, measles, mumps, chicken pox, whooping cough, head lice, etc.
Leader and Participant Ratios
The activity and age of children/youth/vulnerable adults affect the required ratio of screened
leaders/volunteers. The management of the program as well as concern for safety, care and
social interaction are some of the factors taken into account when we established the ratios set
out in the sections below. If there are not enough leader and adult volunteers, the program or
activity should not be held.
Two unrelated screened adults are required to be present for any program involving children,
youth and/or vulnerable adults. While the rule of having two screened adults at all times in a
group is encouraged, there are occasional times when only one leader is present. The orientation
session held at the beginning of the year should outline steps to be taken when one adult finds
himself/herself alone. Any leader/teacher under 19 years of age should be accompanied by two
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
screened and trained adult. An age difference of five (5) years should exist between the screened
leaders and the participants when they are less than 19 years old.
Regular Programs
Here are the required ratios of leaders/volunteers to children/youth/vulnerable adults in a regular
program: (note that the number of children may be reduced depending of the type of activity)
0 – 18 months
2 screened adults to 6 children
19 months – 2 years
2 screened adults to 10 children
Ages 3 –5
2 screened adults to 12 children
Ages 6 – 18
2 screened adults to 15 children
Vulnerable adults
2 screened adults to 10 vulnerable adults
Day Excursions and Overnight Outings
Here are the required ratios of leaders/volunteers to children/youth/vulnerable adults for day
excursions and overnight outings:
Age
Day excursions
Overnight excursions/activities
5 or under
2 screened adults per group
of 10
2 screened adults per group
of 12
2 screened adults for every
15 children
2 screened adults for every
15 children
2 screened adults for every
15 youth
2 screened adults per 10
vulnerable adults
Not permitted
Ages 6 – 8
Ages 9 – 10
Ages 11 – 14
Ages 15 – 18
Vulnerable
adults
Not permitted
Not permitted
2 screened adults for every 10 children
2 screened adults for every 10 youth
2 screened adults per 10 vulnerable
adults
Off-site Activities, Overnight Events and Billeting
Special precautions must be taken for off-site activities, overnight events and billeting. The
following guidelines must be observed:
Daytime Excursions


A leader must assess the risk of the activity and submit that assessment in writing to the
Parish Responsible Ministry Committee/Coordinator for approval prior to the activity.
Parents/guardians/caregivers must be notified prior to the outing.
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst





An Activity Program Waiver and Medical Release Form (Form D) is required for each
child/youth/vulnerable adult participating in activities/events
One leader should have a cell phone and the phone numbers of where the parents of the
children/youth can be contacted during the excursion. The leader should have a copy of
the completed consent forms with them.
All day excursions must be supervised by a minimum of two leaders. Additional support
workers might be necessary to accompany vulnerable adults.
When transportation of children/youth/vulnerable adults is needed for an activity, all
drivers must have a valid driver‟s license for at least five (5) years, valid automobile
insurance and must be screened volunteers or paid staff. The number of persons per
vehicle must never exceed the number of seat belts or car seats.
At least one leader must have First Aid training.
Overnight Activities/Events





Follow all requirements listed in daytime excursions above
Each child/youth/vulnerable adult is required to follow pre-established codes of conduct
signed by the parent/guardian/caregiver and the child/youth/vulnerable adults.
If the group is comprised of children/youth/vulnerable adults of both genders, leaders of
both genders must be present.
Each leader should have an assigned group of children/youth/vulnerable adults for whom
they will be responsible during the overnight event.
All facilities in which an overnight function is housed must be equipped with smoke
detectors and inside release doors. All members of the group should be made aware of
fire exits and fire procedures as required by provincial/regional standards.
Billeting Youth in Private Homes
Billeting reduces costs and allows youth to meet new people. Here are some things to keep
in mind when billeting youth:
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Children under 14 years of age are not to be billeted.
The people offering billeting within the diocese must be known, trusted parishioners and
must have a Police Records Check and Vulnerable Sector Check.
For billeting outside the diocese, we must ensure the receiving diocese has a policy
providing the same level of protection as our own.
The contact information (telephone number, address) of the individual with whom the
youth will be billeted must be obtained by the group leader.
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
6.
GUIDELINES APPLICABLE TO FACILITIES
Community Groups Using Parish Facilities
Hosting community groups (like Scouts, AA and so on) is part of the outreach and hospitality
plan of many parishes. These groups assume the parish is a safe place to conduct their programs.
As the host, your parish should ask the group to provide a Certificate of Insurance from their
insurance broker confirming they have Commercial General Liability Insurance, even for onetime uses.
“Terms of use” Contract
It is prudent to draw up a facilities rental contract for any group who uses parish facilities.
Examine Safety and Prevention Areas
In preparation for the orientation, examine safety and prevention areas including but not limited
to: facilities, fire procedures, transportation issues, requirements of staff/user ratios, off-site
activities and overnight events, billeting procedures, health issues.
Facilities
A facilities checklist is provided in Appendix 3 to assist the parish in ensuring they have a safe
environment for conducting programs and ministries. This checklist should be completed once
a year prior to the beginning of program start-up in the fall.
Fire Procedures
Consult with your local or regional fire department for safety standards and practices. Post a fire
escape map in each room and ensure that fire extinguishers are properly placed and regularly
inspected. Inform every one of escape routes. An evacuation plan should be clearly defined.
Practice the escape drill once a year or as often as directed by your local fire marshal. Prepare a
list of individuals who may need assistance in the event of an emergency.
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
7.
REPORTING PROCEDURES
In the case of the discovery of abuse by or against a member of the clergy an employee or a
volunteer, the person who has uncovered this information has the responsibility to report it in the
following manner:
In the case of a child under 16 years of age there are two (2) steps:
First, contact the Social Development Ministry (Child protection department) to report an abuse
at the following phone numbers:
Restigouche region
Chaleur region
Acadian Peninsula region
Miramichi region
1 866 441-4245
1 866 441-4341
1 866 441-4149
1 866 441-4246
After hours
For all regions
1 800 442-9799
The obligation to report cases of children victim of abuse to the Department of Social
Development (Child Protection Services) is mandatory by the Family Services Act and applies to
all persons who have any reasonable doubt, in the course of his or her functions or in a private
confidential encounter, that a child is victim of abuse.
Concerning the people who report such cases, no legal action can be taken against them, when
their report is done in good faith. Moreover, the identity of the person reporting the case cannot
be revealed without his or her consent, excluding exceptionally, in the event of legal procedures.
It is important to insist that neither an administrator, nor an administrative procedure, nor a
treatment can dispense one from reporting an aggression. The assumption that someone else
reported the case does not guarantee immunity in the event of a prosecution.
The obligation to report and the mandatory intervention in the case of a probable sexual childabuse are strictly applied to children less than 16 years of age and to physically or mentally
challenged persons less than 19 years old. The consent of parents is never required to report a
case of a suspicious sexual child-abuse to Child Protection Services. Reporting a child whose
age is between 16 and 18 years old should not be done without that person‟s consent.
Second, the person reporting the complaint, either himself or herself or by means of a member of
the Diocesan Response Group as defined in the “Diocesan Policy for the Protection of Minors or
Vulnerable Individuals”, will forward it to the Bishop‟s Delegate or his Assistant. The latter will
then inform the Bishop before submission to the Diocesan Response Group to undertake the
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
required steps as defined in the “Diocesan Policy for the Protection of Minors or Vulnerable
Individuals”.
To contact the Bishop‟s Delegate, his Assistant or a member of the committee, dial the 1(506)
546-1420 extension 110.
In the case of a person, 16 years of age and older:
The person reporting the complaint, either himself or herself or by means of a member of the
Diocesan Response Group as defined in the “Diocesan Policy for the Protection of Minors or
Vulnerable Individuals”, will forward it to the Bishop‟s Delegate or his Assistant. The latter will
then inform the Bishop before submission to the Advisory Committee to undertake the required
steps as defined in the “Diocesan Policy for the Protection of Minors or Vulnerable
Individuals”.
To contact the Bishop‟s Delegate, his Assistant or a member of the committee, dial the 1(506)
546-1420 extension 110.
In both cases, Form C – General Incident Report Form must be completed and remitted to the
Bishop‟s Delegate as soon as possible.
November 24, 2011
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Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Risk Assessment Guide
Risk Category Risk Factor
Degree of
Isolation
Degree of
Supervision
Access of
Property
Degree of
Physical
Contact
Yes;
true
No;
not
true
The leader/volunteer helper may be alone with person being
served.
The leader/volunteer helper has limited or no supervision.
The activities of leader/volunteer helper are in a place where
activities are not observed or monitored.
The leader/volunteer helper has access to personal property
or money of persons served.
The leader/volunteer helper has access to confidential
information related to the person served.
The position description includes touching persons served.
Persons served have language or literacy barriers.
Vulnerability
of Persons
Served
Degree of
Physical
Demands
Degree of
Trust
Degree of
Inherent
Risk
November 24, 2011
Persons served are immobile.
Persons served have challenges that contribute to their
vulnerability (e.g. physical, psychological, and situational).
The activity involves potential danger to person served (e.g.
rock climbing, using a stove).
Activity involves potential stress (e.g. children upset by visit
to nursing homes, support group activities).
The leader/volunteer helper develops close, personal
relationships with persons served.
The position involves transportation of persons served.
The leader/volunteer helper contributes to making career or
other important decisions of persons served.
The activity heightens potential for the leader/volunteer
helper to be in contact with bodily fluids or disease of the
person served.
The activity exposes the person served to operation or
handling of potentially dangerous equipment (e.g.
lawnmower).
The activity exposes the person served to handling toxic
substances or results in exposure to poor air quality, noise,
etc. (e.g. demolition work in an inner city mission).
Appendix 1
Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Positions Having a High Degree of Risk:
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All Member of the Clergy having a ministry in the diocese
All Employees
Altar Server Coordinator*
Bereavement Team Coordinator
Bereavement Team Member
Catechist
Catechist Assistant
Catechist Coordinator
Children‟s Liturgy of the Word Coordinator
Children‟s Liturgy of the Word Helper/Volunteer
Children‟s Liturgy of the Word Teacher
Choir Director *
Person counting money
Coordinator of the persons counting money
Custodian/Maintenance Person
Extraordinary Minister of Communion to Homes/Institutions Coordinator
Extraordinary Minister of Communion to Homes/Institutions
Lay Pastoral Visitor
Lay Pastoral Visitor Coordinator
Outreach Program Coordinator
Outreach Program- Meal Delivery
Parish Responsible Ministry Coordinator
Signatory on the parish bank accounts
Sacramental Preparation Coordinator *
Sacramental Preparation Team Member *
Volunteer Driver
Youth Ministry Coordinator
Youth Ministry Leader
* This ministry position is high risk when children or the vulnerable are involved
November 24, 2011
Appendix 2
Guidelines for Recruiting, Screening and Directives for the Safety of All People in the Diocese of Bathurst
Facilities Checklist
Adequate
Plan for improvement
Is there a phone in the building?
Is the civic address of the building posted near the
phone?
Are emergency numbers and contact persons
posted near the phone?
Are railings at the right height for children?
Are stairs/steps safe?
Are bathrooms easily accessible?
Are toilets accessible for children and people with
disabilities?
Are exits clearly marked?
Are exits doors unlocked from the inside?
Can exits, especially basements exits, be released
from inside?
Are floors, especially around entrances, resistant to
slipping?
Are signs posted reminding people to wash hands?
Is there a well-stocked first aid kid? Is it easily
accessible?
Have you consulted with an appropriate health
care worker about a first aid kit?
Are fire extinguishers in proper locations?
Are there fire/emergency escape maps in each
room?
Is there regular practice for fire/emergency escape?
Are there smoke detectors?
Is the electric panel located in a restricted area?
November 24, 2011
Appendix 3