Background Checks: What's Involved
 
The Catholic bishops of the United States, in Article 13 of their "Charter for the Protection of Children and Young People," have stated:
Dioceses/eparchies are to evaluate the background of all incardinated and non-incardinated priests and deacons who are engaged in ecclesiastical ministry in the diocese/eparchy and of all diocesan/eparchial and parish/school or other paid personnel and volunteers whose duties include ongoing, unsupervised contact with minors. Specifically, they are to utilize the resources of law enforcement and other community agencies. In addition, they are to employ adequate screening and evaluative techniques in deciding the fitness of candidates for ordination (cf. National Conference of Catholic Bishops, Program of Priestly Formation, [Fifth Edition], 2006, no. 39).

The Diocese of Owensboro is committed to providing a safe environment for all children and youth who attend our schools, parishes and other programs sponsored by the Diocese or its organizations.  Background checks are part of that effort.
CLICK HERE--2 Safe Environment Background Check Forms--CLICK HERE
Submit completed Forms J & K and $10 check payable to KY State Treasurer to:
SAFE ENVIRONMENT OFFICE, 600 Locust St., Owensboro, 42301
(If payment is a problem, the diocese will pay the cost for the  Cabinet's background check.)

QUESTIONS REGARDING BACKGROUND SCREENING
  1. Who needs a background check?
  2. Are background checks only for those working with minors?
  3. How often does a person need a background check for Safe Environment?
  4. Will a background check done elsewhere meet Safe Environment requirements?
  5. How do I get a background check done?
  6. What sources does the Office of Safe Environment use for its background checks?
  7. Are background screenings handled the same way for everybody?
  8. How does the Office of Safe Environment evaluate the results of the background checks?
  9. Has the diocese always handled backgound checks this way?
  10. What if a person doesn't have a current background check?

1.  WHO NEEDS A BACKGROUND CHECK?

         In this diocese certain individuals are specifically obligated to comply with Safe Environment requirements, which include background checks.  They are listed below:
  1. Any person employed, full- or part-time, by the diocese, its parishes, or any Catholic entity that serves minors in any way, must complete a criminal background check, whether that individual is directly working with minors or not.
  2. Any adult participating in an overnight situation involving minors or vulnerable adults must have completed a background check and be cleared before the event.
  3. Anyone placed in a position of authority, trust, or supervision (of a minor or vulnerable adult) at an event that lasts more than twelve hours must have completed a background check and be cleared before the event.
  4. Anyone placed in a position of authority, trust, or supervision (of a minor or vulnerable adult) who serves for more than twelve hours in one year must have completed a background check and be cleared before he/she can be left alone with minors or vulnerable adults.
  5. Schools and parishes can require any adult who may be left unsupervised or unattended on school/church property to complete a background check and be cleared, even if the "twelve hours" requirement is not met.
  6. Special circumstances: At any time the diocese, deanery, or parish may decide that, to address the risks for a particular setting or event, even supervisory adults falling below the “twelve hours” need to meet SafeEnvironment requirements.  Questions?  Contact Molly Thompson.
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2.  ARE BACKGROUND CHECKS ONLY FOR THOSE WORKING WITH MINORS?

          No.  Volunteers working with minors need to comply with Safe Environment, which includes having current background checks; but  Safe Environment policies are encouraged even for those working with vulnerable adults.  In addition, ALL employees of the diocese, its parishes, or any Catholic entity that serves minors in any way, must comply with Safe Environment, whether they work directly with minors or not.  Employees occupy a visible and important role with real or potential access to information, money, or persons being served.  Diocesan policies require that background checks must be completed.  The Diocesan Sexual Abuse Policy also specifies that no one will be hired or retained who has had a substantiated claim of sexual abuse of a minor or if such a case is still pending against the person. (cf 402:18 no. 9.6.2 and 9.6.3)

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3.  HOW OFTEN DOES A PERSON NEED A BACKGROUND CHECK FOR SAFE ENVIRONMENT?

           A background check is valid for five years, at which time the individual would need to renew the background check in order to be compliant with Safe Environment requirements.  If a person were to move away from the diocese and later return (even within the five years), a new background check would need to be completed.
           When Safe Environment policies were initially set, background checks were valid for two years.  In late 2006 the policy was changed to reflect five-year validity, as long as the person had remained in the diocese during that time.  That policy change was not retroactive though so individuals and places of ministry should refer to the clearance letters and cards they received to determine the expiration date for a person's most recent background check.  Questions can also be directed to the Office of Safe Environment.

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4.  WILL A BACKGROUND CHECK DONE ELSEWHERE MEET SAFE ENVIRONMENT REQUIREMENTS?

           That depends.  The diocese uses the Administrative Office of the Courts and the Cabinet's Central Registry Check for in-state background checks.  If a person had completed both of those particular background checks elsewhere within the past year and could produce copies of the results, the diocese would honor them.  Otherwise, the diocese would need background check forms for the individual.
           If a person preparing to move in from out-of-state could produce the background check results from his/her current diocese, those results could be acceptable for the first one to two years.  Contact the Office of Safe Environment with questions.

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5.  HOW DO I GET A BACKGROUND CHECK DONE?
          Background checks are handled through the Office of Safe Environment at the diocese.  Individuals submit their forms to the diocese, and the forms are then submitted to any state agencies for completion.  The Office of Safe Environment receives results and then distributes notice of clearance status to the individual and his/her place(s) of ministry.
          When a person first seeks clearance for ministry, he/she must complete an Adult Safe Environment Program.  At that time the individual will have access to the two required background check request forms.  The individual will fill out both forms completely (no blanks or initials) and sign each form with another adult witnessing the signature on each form.  Then the individual will forward all signed forms to the Office of Safe Environment, Catholic Pastoral Center, 600 Locust Street, Owensboro, KY, 42301. All background checks are coordinated through the Office of  Safe Environment rather than the individual parish, school or other institution; and the diocese, not the individual, currently pays the costs for all background checks.
          Because the state agencies require their own forms, the diocese requires individuals to complete two separate background check permission forms, found  in the diocesan Policy for Activities Involving Minors and Vulnerable Adults as Forms J & K.  (We thank all for accepting this inconvenience.)  Military personnel based at Ft. Campbell should also complete Form L: Ft. Campbell base check
          For individuals renewing their background checks, the required forms can be picked up and filled out at the parish, Catholic  school, or diocesan Catholic Pastoral Center in Owensboro.  The forms are also available online on the Safe Environment pages under documents and forms.   The individual will fill out both forms completely (no blanks or initials) and sign each form with another adult witnessing the signature on each form.  Then the individual or the parish, school, etc. will forward all signed forms to the Office of Safe Environment, Catholic Pastoral Center, 600 Locust Street, Owensboro, KY, 42301. Again, the diocese, not the individual, currently pays the costs for all background checks.

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6.  WHAT SOURCES DOES THE OFFICE OF SAFE ENVIRONMENT USE FOR ITS BACKGROUND CHECKS?

Current Resident of Kentucky:
  • Administrative Office of the Courts (AOC): results sent to Office of Safe Environment and to individual--Administrative Office of the Courts (AOC)
  • Central Registry Check completed by the Cabinet for Health and Family Services, Department for Community Based Services, Division of Protection and Permanency (CAN):  determines if there have been substantiated incidents of child abuse and/or neglect against the individual; results are sent to the Office of Safe Environment--Cabinet for Health and Family Services (CAN or Central Registry Check)
  • National Sex Offender Public Registry (NSOPR): online registry includes Kentucky's Sex Offender Registry and links to every state's Sex Offender Registry online and allows a nationwide name search (National Sex Offender Public Registry)
  • Other checks possible to resolve questions
  • If individual is based at Ft. Campbell army base, Form L: Ft. Campbell base check
  • If individual lived outside Kentucky within the past 5-7 years:
    • In another state(s): Office of Safe Environment uses the services of Choicepoint, a company that uses public records to do a National Criminal File Search and other relevant criminal searches.
    • In another country: Office of Safe Environment sends request to company that does international background checks.
Current Resident of Indiana: primarily Indiana State Police Criminal History Limited Check; also Kentucky AOC and CAN; NSOPR
Current Resident of Tennessee: primarily background check request submitted to Tennessee Bureau of Investigation; also Kentucky AOC and CAN; NSOPR
Current Resident of Illinois: primarily Choicepoint State Criminal Bureau Search; also Kentucky AOC and CAN; NSOPR
Individuals Moving from Other States/Countries: primarily Choicepoint criminal search or international background check; NSOPR

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7.  ARE BACKGROUND SCREENINGS HANDLED THE SAME WAY FOR EVERYBODY?

No.
           While it is true that the Office of Safe Environment does use the sources listed above to complete all its background checks for all employees and for volunteers ministering with minors and vulnerable adults, church employers and others utilize additional resources for further screening.
           Employees and prospective employees at parishes, schools, and other Catholic institutions undergo other screenings because employees occupy a visible and important role with real or potential access to information, money, or persons being served. When a parish, school, etc. seeks to employ a person, it is required that all references be contacted (cf. 402:18 no. 9.6) and documentation must be kept of each person’s response as to whether or not an allegation or conviction has occurred against the prospective employee (cf. 402:18 no. 9.6.1). No one will be hired or retained who has had a substantiated claim of sexual abuse of a minor or if such a case is still pending against the person. (cf 402:18 no. 9.6.2 and 9.6.3)
**Note to prospective employers: Be sure to follow all diocesan guidelines/policies regarding employment as found in the Diocesan Policy Manual (cf. 309:1-49).
           Seminarians go through additional screenings, handled by the Office of Vocations.
           International priests coming in to serve the Diocese of Owensboro go through additional screeenings, handled by the Vicar for Clergy.

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8.  HOW DOES THE OFFICE OF SAFE ENVIRONMENT EVALUATE THE RESULTS OF THE BACKGROUND CHECKS?

          The primary concern within the Office of Safe Environment in all evaluations of records is safety for our minors and vulnerable adults.
        Cleared:  When a person's records indicate no charges or convictions of concern and the person has completed the Safe Environment training, then the person AND the places identified as his/her places of ministry will receive notice that the person has been cleared for ministry.  That notice will indicate information about training and background check expirations.
         Restricted or Not Cleared:  If any offenses show up during a person's background check, they are evaluated and weighed by the background check coordinator, according to diocesan Safe Environment policies.  As stated above, the primary concern in this decision-making is the safety of  minors and/or vulnerable adults with whom the person plans to minister.  Areas of concern typically involve one or more of the following:  certain driving offenses or patterns,  offenses possibly indicating alcohol or substance abuse, or offenses of a violent nature.  The action taken in these cases may involve restricting the person from certain activities or, in more serious cases, prohibiting the person from ministry with minors or vulnerable adults, either for a determinate time or permanently.  Any conviction for a sexual offense of any nature results in a prohibition from ministry with minors and/or vulnerable adults.
         In the case of either a restriction or a prohibition, the person is given the opportunity to appeal.  The Diocesan Review Board (or other confidential panel that the DRB designates) will offer a venue for the individual to appear and discuss his/her situation in a strictly confidential forum.  Proof of strong mitigating circumstances may result in a lessening or limiting of the restriction or prohibition.
         Whenever a person is restricted in ministry or prohibited from ministry, detailed information regarding the restriction or prohibition is included in the letter to the individual.  In addition, that same information is sent to the principal, pastor, or other institutional head where the individual had hoped to minister.  Clearance cards issued for individuals with restrictions identify the restriction but not the details (for reasons of confidentiality).

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9.  HAS THE DIOCESE ALWAYS HANDLED BACKGROUND CHECKS THIS WAY?

No.
          Before the Safe Environment program was initiated at the diocesan level, the parishes and schools handled background checks for employees and prospective employees directly.  The results went directly to the parish or school.  Volunteers typically had no formal screening.
          When the Safe Environment program began in the fall of 2003, background checks became a responsibility of the Office of Safe Environment.  During the first year of the Safe Environment program (October 2003-October 2004), the Diocese of Owensboro used the services of a private commercial agency to coordinate the necessary checks in order to get a thorough composite of each applicant's history.  In November of 2004 the diocese began coordinating the checks internally, usually without any intermediate commercial agency.  An exception to this would be in the case of individuals having moved recently from other states or countries.
          Also in the beginning of this process, background checks were valid for two years.  Late in August 2006 the Diocesan Review Board approved a change in that period to five years, as long as the person had remained in the diocese during that time.  That transition was not retroactive; i.e. some people are due or overdue for background checks because their last checks occurred before the change was allowed.  Their next background checks will be valid for five years.

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10.  WHAT IF A PERSON DOESN'T HAVE A CURRENT BACKGROUND CHECK?

          A person is not allowed to have unsupervised contact with minors or vulnerable adults without a current background check.
          If a person was cleared through Safe Environment but has a background check that has JUST expired and the current background check is still in process, please contact the Office of Safe Environment to discuss options.

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Like a sunflower that follows
 every movement of the sun, so I turn toward You, to follow You, my God.