Frequently Asked Questions

Safe Environment — Frequently Asked Questions

TRAINING — Frequently Asked Questions

What kind of educational programs does the Diocese of Madison offer to ensure a safe environment for chidren?

The diocese offers three types of workshops for adults through the Virtus® Protecting God’s Children™ program and its own diocesan program for children, Valuing God’s Gifts in Ourselves and Others.

What are the kinds of Virtus training sessions the Diocese of Madison offers for adults?

The Diocese of Madison offers 3 different Virtus training sessions in parishes and Catholic schools for educators, employees, volunteers, and parents. The Diocese of Madison requires that every employee and those volunteers who work with children in the diocese, parish, school or related institutions or offices attend the Virtus Protecting God’s Children for Adults session.

The diocese also offers an intensive training, Protecting God’s Children for Facilitators, for directors/administrators of programs with children and youth (ie: principals, DRE’s, CRE’s, ARE’s, Youth Ministers, and Day Care Directors).

The third Virtus session presented in the diocese is the Protecting God’s Children for Parents- training geared toward parents to assist them in their responsibilities to teach their children about personal safety and safe touch.

Please note: These sessions are not interchangeable. Each training type is tailored to a specific audience and provides different information. For example, a parent who wishes to volunteer in the Diocese of Madison must still attend a Virtus Protecting God’s Children for Adults session even if he/she has already completed Protecting God’s Children for Parents training.

Who coordinates the VIRTUS program locally?

The trained facilitators for each parish, school, institution or office will coordinate the program locally.

Do all employees need to attend a Protecting God’s Children for Adults Awareness Session even if they don’t minister to children?

Yes, all employees must attend a Protecting God’s Children for Adults Awareness Session as part of their employment, even if their job/ministry does not regularly involve children/youth.

Do all volunteers need to attend a Protecting God’s Children for Adults Awareness Session even if they don’t minister to children?

Those volunteers whose service involves children must attend a Protecting God’s Children for Adults Awareness Session.

If a volunteer or an employee has attended a particular Virtus training session, can he/she lead a training session for others?

No; only employees or volunteers who have completed Virtus Protecting God’s Children for Facilitators training may facilitate any of the Virtus sessions. Likewise, a diocesan employee or volunteer who is required to be a facilitator due to their position (ie: DRE, principal, etc) must also have attended a Protecting God’s Children for Adults session before completing a facilitator training session.

What if our DRE doesn’t want to facilitate an awareness session? Does he/she still need to take the facilitator’s training?

Yes, because that training involves more than facilitating a session.

Are those who are mandated by the diocese to take the facilitator’s training the only ones who can take it?

No. All parish pastors, staff, and key volunteers are encouraged to take the training so that they will better understand the implications of creating and maintaining a safe environment. Facilitating awareness session for others is only a small part of the facilitator’s training.

How often do individuals need to attend a Virtus awareness or training program to be in compliance with the diocesan policy?

The awareness program for adult staff and volunteers is currently good for five years. Five years after the date of their original training, individuals will be notified that that they need to complete an educational program for re-certification.

What if I need an additional chaperone and the person I ask hasn’t had the awareness training?

Try to draw volunteers who will be working with children from a list of those already trained. A key component of the safe environment program is the deliberate planning done to ensure a safe environment as opposed to risky practices seen in the past with last minute planning. Occasionally you may have to ask for an additional volunteer at the last minute due to illness or an emergency situation of an already committed volunteer. Before the event, that untrained volunteer should be asked to read and sign a volunteer code of conduct form and should be given information about the safe environment measures being taken during the upcoming event.

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BACKGROUND CHECKS — Frequently Asked Questions

When are background check authorization forms to be completed?

For new employees and volunteers, the background authorization form should be completed by the employee or volunteer BEFORE they begin their employment or volunteer work. No one is to begin work as a paid employee or volunteer until the parish has been notified that the background screening has been completed satisfactorily.

Do I have the right to review the results of the background screening?

If any problem is noted in a background screening that would in any way impact your employment as a paid employee or volunteer you will be notified in writing of that fact, and a copy of the background screening will be provided to you on request. You have the right to dispute and correct any erroneous information that might have been contained in a background check.

Do parishes and schools need to keep copies of Background Check Authorization Forms and Statements of Receipt and Agreement on file?

No, only the Diocese of Madison Chancery Offices should have both of these documents on file. Copies of Background Check Authorization Forms should never be made.

Why are there different forms for background checks for employees and volunteers?

The background check for an employee is more extensive than that for a volunteer. If a volunteer is subsequently hired as an employee, another background check will need to be run for the additional information.

What if an individual does not want to provide a social security number for a background check?

Every employee must provide a social security number. If individuals who are volunteering in a parish or school do not provide a social security number for a background check, the Parish safe Environment Coordinator must check a photo identification (e.g. passport or driver’s license) to ensure that the information provided on the form exactly matches the photo ID. However, if volunteers do not want to provide their social security number for a background check, we cannot do as thorough a check as when we have the social security number.

Do authorization forms need to be signed each time a background check is done?

No, the background screening authorization forms are designed to be good for the duration of the person’s employment.

At times, individuals completing the “Authorization for Background Check” form check the box for either a credit check or a driver’s record check. But according to the compliance chart, that check is not needed for the position they fill. Can the safe environment coordinator cross off that “√” before sending it on to the diocese?

Yes, they can. You may not check an additional background check field without their approval, but you can delete one that is incorrectly checked. Be sure to review the forms before submitting them to the diocese.

How often are background checks to be done?

A new background check must be done every five years for all employees and volunteers who require one.

Some of our employees and/or volunteers have had recent background checks performed for other organizations. Can we just accept those and make a note of the date?

No, every required background check must be done by the Diocese of Madison. The screening process used for background checks varies from organization to organization. The Diocese of Madison must conduct their background checks to maintain the constancy and accuracy of fields verified.

Who is responsible for covering the costs of background, drivers, and credit checks?

The parish, school, or diocesan organization that an individual will be working or volunteering for is responsible for all costs incurred from screening and reviewing criminal, drivers, and credit history records.

Typical rates for background checks are:
Volunteer check, including identity check: $7.50
Employee Check (Wisconsin residence only): $16.00 (costs may vary if an applicant has lived in multiple states)
Driver License Check (WI): $9.50
Credit Check: $12.00

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OTHER TOPICS — Frequently Asked Questions

How does a parish and/or school verify an individual already received Virtus training or had a background check done at a different site in the diocese?

If an employee or volunteer has previously worked and/or volunteered at another location, please call the Office of Safe Environment to substantiate the information the new employee or volunteer has submitted to your office.

How much information can diocesan parishes and schools release to the public about parishioners and students (i.e. places pictures of youth involved at parish activities on the internet or placing names of confirmation candidates in newspapers and/or bulletins)?

The Office of Safe Environment recommends not including names with pictures on parish or school websites. The idea is to avoid allowing strangers access to information which would later allow him/her to approach a child by name or be able to track down a home phone number or address. Photos published with newspaper articles should also not directly correlate names with students identified in the pictures. Recognizing parish youth and adults in bulletins is allowed. The Diocese of Madison Policy Handbook (which contains information and procedures regarding abuse of minors, sexual misconduct, sexual harassment, and the code of pastoral conduct) outlines the diocesan guidelines for handling confidential information found in sacramental records in Section III-6-A.

What is the recommended ratio of children/youth to adults?

In school ratio should not exceed 25-1;
Religious Ed and Youth Ministry programs on site should have a higher ratio of 12-1.
Off site activities such as retreats and field trips should have an even higher ratio of 8-1.
Projects such as youth dances require adults at key stations rather than on a per-youth ratio. Adults need to be stationed in appropriate numbers at entrances, exits, hallways, and any area accessible to the youth.

Do scouting leaders, ConQuest members, and volunteers for non-diocesan, yet parish-affiliated groups need to comply with the Diocese of Madison Safe Environment policies and procedures?

Because scouting, ConQuest, and other such groups are not diocesan programs, they are not technically required to be compliant with the diocesan policy. However, if these groups plan on functioning within the parish and using parish and diocesan facilities for meetings or events, all leaders and volunteers present must be in compliance with diocesan safe environment measures.

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