I. PREAMBLE

1.0 Through the Holy Mystery of Baptism, Christians are called to share God’s mercies and grace with one another and with the world. Given the importance of this call from God, it is essential that we, as a Church, do all we can to assure that the right gifts are shared in the right way, at the right time, by the right people. We fulfill our mission more effectively when we make every effort to ensure a richer, stronger, more vibrant and safer community of faith.

2.0 The purpose of this document is to minimize risks and create and maintain a safe environment in our parishes and any place our Church does its work. This document involves identifying any volunteer ministry position which could put children, youth or other vulnerable persons at risk of being harmed. The goal at all times is the protection and safety of vulnerable people, volunteers, paid staff, and our Church. Thus, it is a permanent policy of the Archeparchy of Winnipeg to screen all volunteer ministry positions.

3.0 Every member of the Church and every organization has a responsibility, which is at once moral, spiritual and legal. Although Christians are not of the world (Rom. 12:2), we are nevertheless born into and live in the world, with its earthly realities of a personal, social, and legal nature. The Church always respects and follows the civil law in accordance with the c. 1504 of the Code of Canons of the Eastern Churches. This document therefore takes these realities into account and ensures that all volunteers meet the legal standard of duty of care which identifies the obligations of individuals and organizations to take reasonable measures to care for and protect those who participate in Church programs and activities. 

4.0 The intention of this document therefore is threefold: 

4.1 To safeguard, in all respects, all those to whom the Ukrainian Catholic Church ministers;

4.2 To support volunteers so that they may carry out their appointed ministries while preserving their safety, integrity, and reputation; and

4.3 To ensure that the Ukrainian Catholic Church fulfills its duty and obligations as a faith community.

II. DEFINITIONS

5.0 The following definitions will apply throughout this document:

5.1 “Archeparchial Delegate” means the person appointed by the Archeparch to the Advisory Committee to act on his behalf.

5.2 “Participant” includes anyone who takes part in a Church activity being supervised by a Volunteer.

5.3 “Supervisor” includes anyone to whom a Volunteer reports in the context of a Church program, including the pastor or administrator of a parish within the meaning of the canon law.

5.4 “Volunteer” means anyone who, with the sanction of the Ukrainian Catholic Church, (a) offers or attempts to do anything for minors or vulnerable people; and/or (b) has significant contact with minors or vulnerable people. Volunteers include individuals who are receiving any kind of honoraria, minor financial benefits or allowances for their volunteer services, as distinguished from regular employees and clergy.

III. APPLICATION AND SCREENING

6.0 There are two categories of Volunteer positions, General Risk and High Risk (See Appendix A).

7.0 For General Risk Volunteers, a written application form is to be completed, which is to include references, a release of liability authorizing the Church to conduct reference checks, and for those under 18 years of age, the section for minor volunteers is to be completed including a Parent/Guardian consent (See Appendix B for details). A copy of these Guidelines is to be provided.

8.0 For High Risk Volunteers, in addition to the requirements set out in the previous paragraph, the applicant is to provide a current Criminal Record Search Certificate and a Child Abuse Registry Check. These documents should be sent directly to the Supervisor. These documents are to be updated every five years.

9.0 The applicant is to be interviewed by the Supervisor or delegated senior staff member who will assess their maturity and suitability for any position applied for.

10.0 High Risk Volunteers are to participate in formal child/vulnerable adult protection training prior to engagement in their duties and to be supervised during a probationary period.

11.0 All Volunteers are subject to a three-month probationary period during which their service may be terminated without notice, and should receive documented performance appraisals periodically thereafter (see Appendix C).

12.0 If a Volunteer moves or would like to volunteer at another parish or Church related-activity or organization within the Archeparchy of Winnipeg, the Supervisor of the new parish, activity, or organization may request the Volunteer’s file prior to accepting them as a Volunteer. Prior to engagement, a reference must also be provided from the former Supervisor by the new Supervisor stating that the Volunteer left on satisfactory terms.

IV. RECORD KEEPING

13.0 Information gathered for the purposes of screening will be accessible only to the Volunteer applicant, the Supervisor and the Archeparchial Delegate. All Volunteers have the right to expect that any personal information will be kept confidential. Volunteers can examine their file at any time; however, the file remains the property of the parish and the Archeparchy.

14.0 Supervisors are to maintain files concerning their Volunteers. For General Risk Volunteers, files must include: Volunteer Application Form, letters of praise/appreciation, and any awards, certificates of training, or other recognitions that the Volunteer may want added. For High Risk Volunteers, the file should include the above as well interview notes, reference checks (three), Criminal Record Search Certificate and Child Abuse Registry Check stored in an envelope which is sealed and marked ‘confidential’ and signed by the Supervisor, and Volunteer Appraisal Forms. Files are to be kept in a locked and secure filing system, in alphabetical order by last name and clearly labeled. High Risk files should be marked so that they stand-out for easy retrieval.

15.0 The Supervisor is the only person who should handle Criminal Record Search Certificates and Child Abuse Registry Checks. These documents are to be placed in a signed and sealed envelope, and then placed in the Volunteer’s secure file.

16.0 All files will be kept and updated while the Volunteer actively serves. Files should be kept for seven (7) years after a person has ceased acting as a Volunteer and thereafter sent to the Archeparchy of Winnipeg Chancery Office to be archived.

17.0 Pastors and parish staff can contact the Chancery Office (Safe Environment Office) to help track Volunteers. The Chancery Office maintains a database capable of tracking Volunteers and their activities. The database recognizes whether the position is General or High Risk, and tracks when the interview, references and Criminal and/or Child Abuse – Vulnerable Adults Record Checks have been completed for a Volunteer in a position of responsibility.  For more information, refer to Appendix A, p. 10.

17.1 Volunteers will be expected to complete a scheduled training program in order to comply with Safe Environment standards as set out by the Archeparchy. Upon completion of the training program, the participant will receive a certificate of completion.  The Archeparchial Safe Environment Office will also receive a copy of same certificate for record-keeping purposes.

V. GENERAL CONDUCT

18.0 Volunteers are to attend at the place of their duties as scheduled and to be punctual; to absent themselves only for good and sufficient reason, and to notify their Supervisor of anticipated absences.

19.0 Volunteers are to perform duties and to discharge responsibilities safely, effectively, and with proper regard for time and material.

20.0 Volunteers must be courteous and cooperative in their relations with other Volunteers and with the parish community.

21.0 Volunteers are to conduct themselves, both on and off the job, in a manner that reflects credit to the Church.

22.0 Volunteers are not to allow under any circumstances any weapons or dangerous goods for the purpose of injuring or intimidating anyone on Church property or at a Church event.

23.0 Volunteers must dress appropriately and avoid wearing all sexually suggestive clothing or clothing that has any profanity or racist, sexist, or anti-religious messaging or symbols on it.

24.0 Volunteers must demonstrate an awareness of, and respect for sexual, cultural and physical differences in their relationships with Participants, other Volunteers and the whole parish community, while at the same time following the teachings of the Church.

25.0 Without the permission of the Archeparchial Delegate, a Volunteer must never make any public pronouncements on theological or moral issues which might be construed as having been made with the authority of the Parish or the Church. It is recognized that Volunteers are private citizens and as such have the freedom as individuals to speak out on matters of public concern; however, in so doing they should make it very clear that they are speaking as private citizens and not with the authority of the Church, and therefore should never do so during the course of their Volunteer activities.

26.0 Volunteers should ensure that children whose parents or guardians have indicated that they are not to be photographed do not appear in any photographs, and that Participants should be informed that other Participants are not to photograph them either.

27.0 Volunteers must never accept or hold money or property of a Participant, nor should they give or accept any significant gifts from a Participant.

28.0 All information gathered either in writing or verbally must always be kept in the strictest confidence in all circumstances except when reporting is required by law (see below). Confidentiality is always a serious issue. Volunteers must be aware of the potential legal liability if information about someone is made public. Even if something that is written, photographed, or said is true, telling others or allowing them to see something written or photographed may still constitute an invasion of privacy.

29.0 In the event of medical emergencies, the main duty of a Volunteer is to contact emergency medical services and inform the parents or guardians of the person who is in need of medical attention. Only Volunteers who are qualified may administer first aid. In the event of non-emergency medical situations, Volunteers should contact their Supervisor for guidance.

30.0 Volunteers should discourage any inappropriate fraternization they become aware of between Participants, or between Participants and outsiders, during the course of the activity they are involved in.

VI. WORKING WITH CHILDREN AND VULNERABLE PEOPLE

31.0 Volunteers are to follow all civil law requirements and internal protocol for reporting of incidents involving offenses against children or vulnerable persons, and are to sign the Covenant of Care (see Appendix D).

32.0 Volunteers should not spend any significant time alone with an individual child or vulnerable person, including visits to the sick with holy communion. Where a child or vulnerable person requires individualized attention, Volunteers should work in teams of two or more unrelated people of the same sex as that person. This includes events with transportation requirements. If an adult finds him or herself alone with a child or vulnerable person or Participant for any significant amount of time, or in a situation of emotional intensity, every effort should be made to find another unrelated adult or inform the Supervisor or the child’s parent/guardian as quickly as possible under the circumstances.

33.0 Doors to classrooms and meeting rooms for catechism instruction and youth group gatherings are to remain open at all times if they do not have a window unless two unrelated adults are present. In-home catechetical instruction is not permitted unless two unrelated adults (other than parents) are present.

34.0 Volunteers may never engage in any inappropriate or illegal behaviour with children or vulnerable persons.

35.0 Volunteers must ensure sleeping and changing areas are restricted by gender.

36.0 Volunteers are to ensure a minimum of two unrelated same-gender adults supervise children if an overnight or multi-night event is planned.

37.0 No children may be released to anyone other than a parent or guardian or legally-designated person.

38.0 A Volunteer is to immediately notify his or her Supervisor if: a person threatens suicide; someone’s life is in danger; any person’s physical well being is threatened (including the Volunteer’s own); any unusual behaviour is observed which may indicate the use of drugs, alcohol, psychological disturbance or trauma; and if a situation occurs that is beyond his or her experience and expertise.

39.0 It is impossible to anticipate every situation and create rules for every circumstance. Volunteers must use their discretion as members of the body of Christ, following moral principles, civil law, and common sense at all times to guide them to doing what a reasonable person would do when faced with an ambiguous situation. If in doubt, Volunteers should always seek the guidance of their Supervisors in a timely fashion.

VII. INCIDENTS INVOLVING CHILDREN AND VULNERABLE PEOPLE

40.0 In accordance with the Child and Family Services Act, when a Volunteer has information that leads him or her to reasonably believe that a child is or might be in need of protection, the person shall forthwith report the information to a child and family services agency, or, a parent or guardian of the child. See Appendix E for further details. The Volunteer must also inform the Supervisor who will in turn inform the Delegate of the details of the incident.

41.0 In the event of an incident involving a child or vulnerable person, a Volunteer must comply with privacy legislation and respect the personal privacy of the individuals involved, and may only speak to parents or guardians of the child or vulnerable person, any investigating police authorities, the Supervisor, and the Archeparchial Delegate about the incident. At no time may a Volunteer make any statements about the incident to anyone else, including representatives of the media, such as newspapers, television, radio, internet, or any other media. Similarly, no Volunteer may post or share any information on internet social media about the incident.

42.0 Volunteers should document all statements, conversations and observations as soon as possible. These documents are strictly confidential and are to be provided only to the Supervisor or Archeparchial Delegate. The Report shall include dates, times, names of persons involved, locations, a clear and complete summary of the incident, situation or warning signs, and any other relevant information.

VIII. CRIMINAL COMPLAINTS AGAINST VOLUNTEERS

43.0 Any Volunteer who has had a complaint involving a criminal act made against him or her to the authorities or the Church is to immediately withdraw from their volunteer position, cease functioning in that capacity, and vacate the premises where he or she was volunteering.

44.0 Volunteers should not attempt to contact the complainant, and comply with any non-contact orders concerning the complainant.

45.0 Volunteers should cooperate with all police and Church investigations into the incident and never obstruct justice in any way. Volunteers have a right to consult a lawyer prior to making any statements.

46.0 The Volunteer should advise the Delegate as soon as possible as to whether he or she considers him or herself guilty or innocent of the allegations in order to help the Archeparchy respond to media inquiries and the authorities.

47.0 Anyone who has had a criminal complaint made against him or her or is the subject of an investigation involving a criminal act involving him or her in the course of their volunteer duties is to comply with all orders and measures prescribed in the Code of Canons of the Eastern Churches and the Guidelines and Procedures in Cases of Allegations of Sexual Abuse Against Ministers of the Archeparchy of Winnipeg.

IX. DISMISSAL OF VOLUNTEERS

48.0 Given the importance of providing a safe environment while at the same time advancing the mission of the Church, Volunteers may be dismissed without notice by their Supervisors for failing to comply with the terms of these Guidelines, or for any just cause.

49.0 Where a Volunteer has been dismissed, he or she is to immediately withdraw from their volunteer position, cease functioning in that capacity, and vacate the premises where he or she was volunteering.

X. COMPLAINTS BY VOLUNTEERS

50.0 All members of the Ukrainian Catholic Church including Volunteers have the right to a fair, respectful, harassment-free, and safe environment. Volunteers can legitimately vindicate and defend their rights where same have been infringed.

51.0 The Archeparchy of Winnipeg encourages open and on-going communication between Volunteers, and between Volunteers and their Supervisors. It is anticipated that most issues will be resolved at the personal level. Volunteers should feel free to discuss any concerns they may have with their Supervisor.

52.0 When there is a complaint or a disagreement, misunderstanding or expressed dissatisfaction on the part of a Volunteer relating to the conditions of their position, the following procedures are to provide Volunteers with a uniform process for a prompt and equitable resolution.

53.0 The complaint resolution process is not intended to be adversarial in nature. The objective of this process is to resolve disputes in a cooperative Christian atmosphere. Volunteers are assured freedom from restraint, interference, coercion, discrimination or reprisal in their pursuit of resolution through the complaint resolution process. Retaliation, of any kind, by another Volunteer or the Supervisor or the person who is the object of the complaint is absolutely prohibited.

54.0 If a Volunteer believes that any condition or the application of any policy is unjust or inequitable, and has been unable to resolve the issue through discussion with the Supervisor, the following process should be used:

54.1 If the complaint concerns another Volunteer, the Volunteer will set forth his/her complaint in writing, stating the date, name of person reporting incident, location of incident, parties involved in incident and their roles, a clear and complete summary of the incident and the desired remedy. The written complaint must be submitted to the Supervisor within ten working days after discussion of the complaint with the Supervisor. The Supervisor will investigate the complaint and reply in writing within ten working days after receipt of a written complaint. If the complaint is still not resolved, the Volunteer may, within ten working days of receipt of the Supervisor’s written response, present his or her written complaint to the Archeparchial Delegate. The Archeparchial Delegate will investigate the complaint and reply in writing within ten working days after receipt of the written complaint with appropriate recommendations. The Archeparchial Delegate’s decision on the matter is final.

54.2 If the complaint concerns the Supervisor, and the Volunteer has been unsuccessful in resolving the complaint verbally with the Supervisor, the Volunteer may, within ten working days of the incident, present his or her written complaint to the Archeparchial Delegate. The Archeparchial Delegate will investigate the complaint and reply in writing within ten working days after receipt of the written complaint with appropriate recommendations. The Archeparchial Delegate’s decision on the matter is final.