all o’s lrn€¦ · 07.07.2018 · all o’s lrn changes coming to called to protect program...
TRANSCRIPT
Volume 11, Issue 1 July, 2018
ALL GOD’S CHILDREN
CHANGES COMING TO CALLED TO PROTECT PROGRAM
Praesidium has been working for the past year gathering recommendations
from dioceses that use the Called to Protect materials and then designing revisions for the Called to Protect
program. The training for employees and volunteers will have the most dramatic
change and, in fact, may have a new name. This training will be an interac-tive presentation between the trainer/
facilitator and the attendees with the use of a media presentation. The
anticipated release of this new training for clergy, employees and volunteers will be in early fall, 2018. As soon as we
have more information about the program, we will schedule a workshop for all trainers, which will be offered at
various locations in the Archdiocese.
Called to Protect for Youth will be the next program to be revised. The timeline
for the release of the newly revised program will be the 2019-2020 school year. We will continue to use the exist-
ing program for the coming school year.
Finally, a new program will be developed for parents and adult family members.
At this time, we do not have a projected date for the release of this new program.
In the meantime, we will continue to use the Called to Protect for Parents and Families as the primary training for
parents. See the article on page 2 Dangers of Pornography for additional
options for parent training.
Watch your email for more information
coming this summer.
Congratulations to St. Matthew parish for winning a video award from Praesidium during Child Abuse Prevention Month.
St. Matthew staff created their own video to demonstrate the use of employee and volunteer badges to show that a person has been cleared for various types of ministry. Each employee and volunteer is required to wear his or her badge
while on parish grounds.
Thank you St. Matthew’s for taking the extra steps to keep children and youth
safe.
TRAIN THE TRAINER WORK-SHOP SCHEDULE The training on the new program will be
phased in to the Train the Trainer work-
shops as it becomes available.
August 9 & 10, 2018
September 12 & 13, 2018 October 10 & 11, 2018
November 5 & 6, 2018 January 9 & 10, 2019 (Complete information and registration form
attached.)
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WHO NEEDS TO ATTEND
TRAINING
This is a new document created to clear
up confusion about which employees and volunteers are required to complete
training, and when. Please see the full document in this newsletter. Changes in
the training policy will begin July 1,
2018.
2018-2019 ARMATUS TRAINING
Sexual Harassment has been in the media for over a year now and it seems
like a new allegation of harassment is reported weekly. Beginning in July, 2018 the online training for returning
employees and volunteers will be an Armatus training on Prevention of
Sexual Harassment. Although this course was designed with employees and employers in mind, anyone can
experience sexual harassment. Because of this, the course will be required of ALL EMPLOYEES AND ALL VOLUN-
TEERS. The deadline to complete this training will be December 1, 2018. See
more details about this course in the flyer attached to this newsletter. (English
and Spanish)
*Note to Schools: Due to State law requirements for all schools in Oregon, all employees and volunteers in the
Catholic schools will be required to com-plete the following two courses this year: Preventing Sexual Harassment and
Duty to Report. See the flyer from the Department of Catholic Schools for
more details for these two courses.
ARCHDIOCESE OF PORTLAND IS CONTINUING TO EDUCATE AND SUPPORT FAMILIES REGARDING THE DANGERS OF PORNOGRAPHY
Several of the Pastoral Center staff are involved with resources and educational
opportunities for students and families about Catholic teaching on human sexuality and the dangers of abuse,
trafficking and pornography.
A recent webinar encouraged parents to be intentional about having conversa-
tions with your children about sexuali-ty. The presenter’s advice was to begin early in your children’s lives to have
these conversations. The conversations do not have to be long, but over time can grow in length and depth. It is
important to initiate these conversations with your children/youth, be truthful
with them and available to listen to their
concerns.
Additional resources can be found on the Family Life website at http://
famlife.archdpdx.org. and at
www.protectyoungminds.com.
You can continue to promote and
educate parents and adult family members on these topics by offering the following three programs on a rotating
basis: Called to Protect for Parents and Families, Chosen Program of Sex Traf-
ficking of Minors and Covenant Eyes
Safe Haven.
Remember, in order to be in compliance with USCCB child protection require-
ments, each parish needs to provide parent training each year.
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TIPS FOR ADMINISTRATORS
Since the integration of Armatus with the background check program, we have discov-
ered a few tips that are helpful when administering both Armatus and the background
checks.
Background Check Renewal
Every Monday, Armatus sends the primary Armatus administrator for each location a
list of users from the parish/school whose background check will be expiring some-time within the next 2 to 3 weeks. Make it a habit to review the record of each person on the list, checking to be sure there is a current email address and whether they are
still an active employee or volunteer at your location. Taking these few steps will prevent you from paying for a background check on an inactive employee or volun-teer as well as help avoid unnecessary delays in the renewal process. The email with
the link to renew the background check goes out the first workday after the current
background check expires.
Send an email the week prior to the background expiration date letting the person
know that they should expect the renewal link after their background check is ex-pired. This is a perfect time to send a copy of the Instructions for Completing the Online Background Check Form for Employee or Volunteer (available in Spanish as
well).
Background Check Requests initiated through Armatus are sent over to the back-ground check program twice a day on work days. The first time is usually around
6:00 am, our time, and the second is usually sometime around 2:00 pm.
If the person for whom you have requested a background check does not use the link within 7 days, the request expires. In order to renew that request, you will need to log
in to your background check account. On the Home page, click on the “Reports” tab and select “Manage Outstanding Applicant Invitations”. On the page that opens, in the “Report Filters” box, click on the square next to “Include expired?” and then on
the GO button. Once the spreadsheet has populated, scroll down to find the person you are looking for, scroll to the right to the column entitled “Last Email Notice Sent”
and click on the date listed in that column. A new email including the link will be sent immediately. If the email address is incorrect, you can edit it on this same
screen but you will also need to change it in Armatus.
New Employee or Volunteer
Before adding a new record to Armatus for a volunteer or employee new to your par-ish or school, please check to see if they have a record somewhere else in the Archdi-
ocese. To do this select “Archdiocese of Portland (Read Only)” from the drop down menu located near the “Logout” button on your Armatus home page. Select “View/Modify User” under the “Users” tab, then Select User by entering 2-3 letters of the
first name and 2-3 letters from the last name to see if their name comes up in the “Search Results”. If it is there, click on it so that their information populates in the
“View/Modify User” portion of the screen. If the person will be volunteering for your location and the record is listed as Active, you will just need to check them out under “Current Course Status” to see if they are up-to-date on their training. If they are
listed as Inactive, contact the Child Protection Office by email at [email protected]
and request that we transfer their record to your location.
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Need to communicate with the Child Protection Office? The best way to get help the fastest is to email our general office address at [email protected].
If you need to speak directly to one of us: Cathy Shannon Margie Workinger
503-233-8370 503-233-8302
[email protected] [email protected]
When you are trying to “Add User” in Armatus, if the system indicates that the User
ID and Password are already taken, do not continue. Contact the Child Protection
Office and we will help discover why you are receiving that response.
When adding a new user, please use the recommended format for the User ID, which
is the 2 digit birth month followed by the 2 digit birth day. The system automaticallyadds the 2 letter abbreviation for the state to the User ID to create the password. Youmay have noticed that when you add a person’s name, the Login Username is auto-
matically created in the system as well. It is very important for ease of access thatboth the User ID and first and last names are entered correctly and are consistent
throughout the diocese.
When entering training dates in “Mark Course Completion” under the “Users” tab, itworks best if you use the attached calendar to select the date you need because it isset up to use the correct format for the date. Sometimes you may receive the
“Success” message indicating the system has recorded the date, but if it has beenentered by hand using an incorrect format, it will not record the date even though it
says it has done so.
General Tips
Use the tools at your disposal to make your job as administrator of Child Protection
Training, Armatus and background checks easier. Whether you are recruiting new
volunteers, gathering information from new recruits, informing about the process for
first time or renewal background checks, advertising required training, have ques-
tions about who needs to have a background check, who needs training, or what type
of training is needed, there are documents or handouts that have been developed for
your use. Following are just some examples of the documents available:
Child Protection Policy
Code of Conduct
Standards of Conduct
Background Check Policies and Procedures
Who Needs a Background Check
New Employee-Volunteer Information Sheet
Instructions for Completing the Online Background Check
Child Protection Requirements for Employees and Volunteers
Preventing Sexual Harassment Training 2018-19
Now is the time to schedule Called to Protect classes for the upcoming program
year at your parish or school. Please complete the attached Request for Update
Information 2018 form and return it to our office. If you are able to open the class
to volunteers from other locations, we’d be happy to post the training dates on the
Archdiocesan website, just be sure to include contact information for registration.
CALLED TO PROTECT TRAIN THE TRAINER WORKSHOP
Fall, 2018
Please fill out the attached registration form and return it to the Office of Child Protection with a check made out to the Archdiocese of Portland. Bring your Called to Protect binders to the workshop with you.
Who are the trainers/facilitators for your parish or school? Each parish/school should have at least one designated Called to Protect trainer/facilitator.
The two day schedule is from 9:30 am to 3:30 pm each day. (Lunch and refreshments included)
Instructions on how to train adults and youth Small group work to personalize your training All the materials needed to present the training in English and Spanish. Facilitators for
Spanish need to be bilingual.
Called to Protect Trainer/Facilitator Application Form
Please complete the following information and return with your check for $35.00
(made out to Archdiocese of Portland) to: Margie Workinger
Archdiocese of Portland 2838 E Burnside Street
Portland OR 97214 [email protected]
Today’s Date _________________ Name Parish/School Address City OR Zip code Phone number (daytime or evening) Email What is your first language? ___________________________________________ Are you bilingual? ___________________________________________________ In which languages are you bilingual? ___________________________________ Do you feel you could do presentations to following: (indicate yes or no for each) Adults Yes No Children Yes No Youth (grade 6-12) Yes No Spanish language Yes No Would you be willing to assist a neighboring or vicariate parish/school with training if necessary or asked? Yes No Would you have any limitation or concerns in doing so (explain)? Would you be able to attend training at the following times? Weekdays 9 am to 4 pm Weekends Saturday/Sunday Are you willing to attend at least one update training session a year? Yes No On which dates are you planning to attend the training workshop? ________________
Thank you for giving of your time in this important ministry.
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Clergy, Employee and Volunteer Training for Child Protection
Over the past several years, the Archdiocese of Portland has defined regular and direct work with minors as those whose work or ministry puts them directly working with minors 4 or more times a year. However, over time, this description has become such that those who work directly with minors have been given 3 free passes to work with minors before they are being required to complete training. In many instances, individuals are allowed to continue working with minors without completing any training for several months.
Protection of the children and youth as well as vulnerable adults in our programs must be the priority when choosing who will work with them. The purpose of training is to provide the knowledge and resources to keep the children, youth and the vulnerable safe while they are in our care. Ideally, we would want all people in our parishes and schools to learn about the warning signs of abuse and how to respond quickly to these warning signs, as well as how to report abuse when we believe it is happening to a child, youth or vulnerable adult.
Please use the table on the following pages to identify training requirements for clergy, employees and volunteers.
When is training to be completed?
Ideally, the training should be completed before a person begins their ministry or work. However, clergy and employees have 60 days from the time of their hire to complete the initial training. For volunteers, the initial training should be completed before the event or first day of volunteering with minors.
Trainers: Each parish and school is required to have at least one trainer who has attended the Called to Protect Train the Trainer workshop. These workshops are scheduled several times each year so that trainers should be available to provide the initial training on a regular basis at the parish or school. Initial training for clergy, employees and volunteers, has been intentionally designed to be a live training, with a trainer, in a group setting. Having individuals view DVD presentations at home does not qualify as completing the training.
Annual update training will be an online training course. Clergy, employees and volunteers who continue working in parishes, schools and events in the Archdiocese of Portland are required to complete the online training by December 1. Those who do not complete this training by the December 1st deadline, should be removed from their position until the training has been completed.
Armatus Administrators: New position selections will be provided in Armatus to describe the position of each person, whether employee or volunteer. The position will identify the training that is required for each person. These positions will be:
Clergy – all bishops, priests and deacons, including those in religious communities, who have permission to minister in the Archdiocese of Portland.
Teachers – professional teachers currently working in Catholic Schools.
Works directly with minors
Works with elderly or vulnerable adults - including taking Eucharist to the sick or homebound.
Does not work directly with minors
In some cases, as administrator, you may need to change the position on the individual record in Armatus to the correct position for this person’s work at your location. These new positions will be available in Armatus by July 1, 2018.
All clergy, employees and volunteers who are required to have a criminal background check will be required to complete the Standards of Conduct for Ministry with Children and Youth.
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For information on who is required to have a criminal background check, please refer to the background check policy and documents that outline this information. These documents are available on the Archdiocese of Portland website under the Office of Child Protection.
Who Needs to Complete Child Protection Training
Required to Attend Training Not Required to attend Training but are encouraged to complete training
All Clergy are required to attend the initial training and annual update training.
All Employees – initial training with the following update requirements.
Employees not working with minors – update training every 3 years or as assigned by pastor or Archdiocese
Employees who work directly with programs for minors are required to complete an update training annually.
School Employees (including preschool programs in schools and substitute teachers) regardless if they work directly with minors or not, are required by Oregon Law to complete an annual child abuse prevention training.
Volunteers required to Complete Training – the following are required to complete initial training and annual update training.
Volunteers Not Required to Complete Child Protection Training unless required by the pastor, but in most cases strongly encouraged. *These volunteers may be required to complete training specific to the work they do. ** See notation below for Oregon Law regarding Adult abuse.
Catechists – regular faith formation and Sacramental Preparation for minors
Catechists for adult programs such as RCIA, Bible studies, etc.
Youth ministers Liturgical ministers such as lectors or Eucharistic Ministers
Childcare providers including parish preschool programs Ushers unless required by the pastor
Trainer for youth altar servers Those who visit elderly or vulnerable adults *
Directors of youth choirs or a mixed ages choir Choir members
Coaches who work directly for the parish or school (CYO or other contracted programs should provide their own Child Protection training.)
Serve at parish/school dinners, coffee and donuts unless working directly with minors
After school program staff who work for a parish or school
Money Counters or other office help that do not work directly with minors
Scouting or clubs for minors sponsored by a parish or school
Volunteers working in maintenance, landscaping or janitorial work unless working directly with or supervising minors
Chaperones or drivers for overnight trips with minors Guest speakers at a school or church event – however, they should never be left alone with a minor.
Chaperones or drivers for field trips
Camps or Vacation Bible School
Work with the Liturgy of the Word for Children
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Work with minors in family-based programs
Monitor minors on playgrounds or special events
Work with minors with disabilities or those with special needs
Volunteer teacher aides, tutors or other school programs working directly with minors
Campus ministers if working directly with minors and strongly encouraged if not working with minors
Any volunteer not listed here but works directly with minors
Learning information to protect minors and the vulnerable of our parishes and schools must be a priority. We want to
encourage all who are involved in our parish and school programs to participate in child abuse prevention training and
to know how to respond should they become aware of boundary violations or abuse that is happening to minors or the
vulnerable. All employees and volunteers need to read and be aware of the policies regarding the protection of minors
and the vulnerable such as the Child Protection Policy, Standards of Conduct for Ministry with Children and Youth,
Policies and Best Practices for using the Internet and Social Media, and Travel Policies. These policies are located on the
Archdiocese of Portland Website under the Child Protection Office or Risk Management Resources.
**Oregon law defines a vulnerable adult as a person 65 years of age or older or an adult with a developmental or
physical disability or mental illness. To report abuse call 1-855-503 SAFE (7233).
2018-2019
Mandatory Training for
Clergy, Employees and
Volunteers —
Preventing Sexual Harassment
Training
available
beginning
July 1,
2018 and
must be
completed
by
December
1, 2018
If you have questions about completing this course, please contact your parish or school Armatus Aministrator.
Log on to a high speed internet connection (the training program is not set up to be used on cell
phones and some tablets) and go to www.archdpdx.org
Click on the Offices tab and select Child Protection/Victim Assistance from the drop down menu
Click on the Armatus Online Training link
Enter your login username and password
Click on the Login button
Scroll down to the course entitled Preventing Sexual Harassment
Choose the language you want to use to complete the training. English or Spanish. DIRECTIONS
As we have learned in the media over
the past 2 years, sexual harassment can
happen in any work place and involve
people of any age. It is not limited to
adults but can involve children and
youth. It can happen in employment
situations and when a person is a
volunteer.
This year the safety training will inform all clergy, employees and volunteers
about:
How to recognize different types of harassment
How to determine if a situation is or is not sexual harassment
How to prevent sexual harassment
How to respond to sexual harassment
School employees and volunteers please see additional information about the
2018-2019 child abuse prevention requirements from the Department of Catholic
Schools publication
2018-2019
Entrenamiento Obligatorio para
Clérigos, Empleados y
Voluntarios —
Prevención del Abuso Sexual
El cursillo
estará dis-
ponible el 1
de julio y
deben de
completar-
lo antes del
1 de di-
ciembre de
2018
Si tiene alguna pregunta acerca de completer este curso, por favor póngase en contacto con el administrador de Armatus de su parroquia o escuela.
Inicie sesión en una conexión a Internet de alta velocidad (el programa de capacitación no está con-
figurado para ser utilizado en teléfonos celulares y algunas tabletas) y vaya a www.archdpdx.org.
Haga clic en la pestaña Offices y seleccione Child Protection/Victim Assistance del menu.
Haga clic en el enlace de Armatus Online Training .
Ingrese su nombre de usuario y contraseña de inicio de sesión.
Haga clic en el botón Login.
Displácese hasta el curso titulado Preventing Sexual Harassment
Elija el idioma que desea usar para completer la capacitación. Ingles o español. DIRECCIONES
Como hemos aprendido en los medios
en los últimos 2 años, el acoso sexual
puede ocurrir en cualquier lugar de
trabajo e involucrar a personas de
cualquier edad. No está limitado a los
adultos, pero puede involucrar a niños y
jóvenes. Puede suceder en situaciones de
empleo y cuando una persona es volun-
taria.
Este año, la capacitación en seguridad de la niñez informará a todos los
clérigos, empleados y voluntaries sobre:
Cómo reconocer diferentes tipos de acoso.
Cómo determinar si una situación es o no un acoso sexual.
Cómo prevenir el acoso sexual.
Cómo responder al acoso sexual.
Empleados y voluntarios de las escuelas, por favor ver información adicional
sobre los requisitos de prevención de abuso infantil 2018-2019 de la publicación
del Departamento de Escuelas Católicas.
Archdiocese of Portland
Office of Child Protection
Request for Update Information 2018
Parish Name _________________________________________________ City____________________
Phone Number __________________________
Name(s) and email address(es) of the Armatus Administrator and/or Background Check Administrator
for your location
Would training be helpful for your Armatus Administrator and/or Background Check Administrator?
______ Yes ______ No
Names and email addresses of the Called to Protect trainers for your location are
Do you need to have additional trainers trained to facilitate the Called to Protect Program?
________Yes ___ No ____ English __ Spanish
Please list the dates, times and locations of any upcoming Called to Protect trainings for your
parish/school on the table below. (Remember, CTP for Parents & Families and CTP for Ministries
combined take 2 ½ hrs to complete.) Also, please indicate if you would like us to add the training dates
to the archdiocesan website, and who to contact to register.
Date Time
Training Type Contact Person and contact
information (phone # or email)
Location List on the Website
Thank you!
Cathy Shannon Margie Workinger
503-233-8302 503-233-8370