FOR THE SAKE OF GOD’S CHILDREN
Parish Youth Ministry
rev. 11/10/04
What is meant by the term ‘Cleared Adult’ and how does one get cleared?
Does this mean our team(s) can’t practice if we don’t have enough coaches?
Won’t this mean that some teams have to be dropped from a schedule if we don’t have enough coaches?
What other requirements do I have to meet if I want to coach? Is other training necessary?
What is the turn around time for processing background checks?
As an AA President how can I find out if an individual has been cleared to coach?
Can an individual begin coaching practices while waiting for the results of the background check?
When taking a trip with young people, is it ever okay for adults to room with kids?
There are two major implications of this program. The first is that the policy requires all Church Personnel (which includes coaches, assistant coaches, youth ministry volunteers, athletic association presidents, and more) undergo a non-invasive criminal background check. (A “non-invasive” background check collects demographic data and historical information on an individual, but does not require a fingerprinting.) The second is the implementation of the “two adult rule” which mandates that no cleared adult will ever be alone in the presence of young people. This rule mandates that the following ratio of cleared adults per young people be followed:
What is meant by the term ‘Cleared Adult’?
The term ‘Cleared Adult’ means that this person is over the age of 18 and has successfully completed a Criminal Background check as discussed in the manual “For the Sake of God’s Children” published in May 2003 by the Diocese of Wilmington. It may also refer to someone who has had a Criminal Background check completed at his/her place of employment within the last five years, that report has personally been supplied to the Director of Human Resources of the Diocese of Wilmington (and has informed the parish leadership that they have done so), and that report has been reviewed and deemed acceptable by the Diocese of Wilmington.
The term ‘Cleared Adult’ does not mean that the person is ready for ministry in the parish. Each parish is different and some require more training than others before placing adults in service to others. Also, diocesan offices have their own requirements for volunteers as well. For example, the Office for Religious Education has certain requirements over and above a parish’s requirements for those in catechetical settings. Being a ‘Cleared Adult’ simply means that this person has been cleared via his/her background check.
What about if I have a background check done at work?
Again, as in the case cited above, if you have completed a background check (non-invasive and/or a check involving fingerprinting) within the past five years, please submit a copy of the report listing the results of the check in a sealed envelope to Sr. Suzanne Donovan, Director of Human Resources, Diocese of Wilmington, 1626 N. Union Street, Wilmington, DE 19806. Please note: receiving notification of a security clearance is not the same thing. If you have questions, please contact Sr. Suzanne via telephone at (302) 573-3126. Note: submitting the report of the previous background check is only step one. This report must be deemed acceptable by the Diocese of Wilmington. Someone will be in touch with you if there is a problem with what you’ve submitted.
What about coaches/volunteers who are police officers?
If you have completed a background check within the past five years, please submit a copy of the report you received to Sr. Suzanne Donovan, Director of Human Resources, Diocese of Wilmington, 1626 N. Union Street, Wilmington, DE 19806 via a sealed envelope. You may also reach Sr. Suzanne via telephone at (302) 573-3126. Note: submitting the report of the previous background check is only step one. This report must be deemed acceptable by the Diocese of Wilmington.
Who pays for the background check?
This will be handled on an individual parish/school basis. Some individuals will be asked to assume the full cost of the background check ($30.00), some may pay part of the cost (with the balance of cost assumed by the parish/school), and some parishes/schools may assume the entire cost of the check. Please consult with your principal and/or pastor for further information on payment procedures.
Yes. Since roster sizes vary from sport to sport, Catholic Youth Ministry suggests the following guidelines which allow you to maintain the spirit on the diocesan mandate, even if the letter of the law is more stringent. Maintain these ratios for rosters, practices, and games:
Note Well: The letter and spirit of the new mandate is clear: No cleared adult should ever be left to care for young people by himself or herself. This protects the young people and provides adequate supervision and protects the cleared adult from false reports of abuse and/or inappropriate behavior. Some of the above ratios could violate this mandate if an Emergency Plan is not in place.
An Emergency Plan would dictate the steps necessary to get another cleared adult to step in if one of the cleared adults already present needs to leave (to care for an injured player or to return home early, etc.)
The mandate is clear. No matter how you negotiate your ratios of cleared adults to participants, you must never, ever leave young people in the care of only one cleared adult – and never alone in the care of non-cleared adults.
Catholic Youth Ministry understands that in sports where parishes enter more than one team in a particular division, tryouts are required. In the past, coaches for 2nd/3rd/4th teams were sometimes not confirmed until the last minute once individuals were placed on teams. To avoid delay, it will be necessary for parishes and schools to spend this summer making a concerted effort to recruit additional volunteers to help with athletic programs.
Does this mean our team(s) can’t practice if we don’t have enough coaches?
Yes. In some cases, this is exactly what it means. Catholic Youth Ministry must insist on consistency in abiding by diocesan policies regarding the ratio of youth to cleared adults.
Won’t this mean that some teams have to be dropped from a schedule if we don’t have enough coaches?
The onus is on the parish to ensure that the policies of the Diocese of Wilmington are followed. Therefore, an Athletic Association President will not be able to approve a roster without the appropriate number of cleared adults listed. As we continue through this process, our hope is to have CYM Signup!, our online registration system, automatically list those who are cleared for service so that the AA President is aware of who is eligible to coach. In the meantime, the AA President should be in touch with coaches to make sure they have received a response from Hyden and Associates. AA Presidents can also call CYM or Sr. Suzanne Donovan, Director of Human Resources, to check on particular coaches.
To answer that question, imagine this scenario: Mr. Smith is a Cleared Adult and decides to go ahead with a practice, even though Ms. Jones can’t attend and is the other Cleared Adult for the team. Since Ms. Jones doesn’t come to practice, Mr. Smith asks two of the team members’ parents to stay and watch. Halfway through the practice, Bobby twists his ankle and needs medical attention. Now, who attends to the other players while Bobby is assisted? Do you leave the parents in charge? Leaving the parents in charge is tantamount to having the young people unchaperoned, as these parents are not Cleared Adults. Or, do you let the parents attend to Bobby while Mr. Smith continues practice? If so, how do explain to Bobby’s parents that while the Diocese of Wilmington has a policy regarding cleared adult-to-youth ratio, it wasn’t followed in this case?
The mandate is clear. No matter how you negotiate your ratios of cleared adults to participants, you must never, ever leave young people in the care of only one cleared adult – and never alone in the care of non-cleared adults.
The Diocese of Wilmington and the Office for Catholic Youth Ministry have invited all coaches and athletic association presidents into an important relationship with the young people of our diocese. As partners in creating a Safe Environment for our young people, the Diocese of Wilmington has mandated the two adult rule. This rule is intended to protect young people from any form of abuse (verbal, mental, physical, sexual) and to protect their adult leaders from unsubstantiated or false claims against them. Other than a relaxation of the rules for large scale events, there are no exceptions to this policy. In this day and age, common sense dictates that the most responsible way to chaperone young people is with a minimum of two cleared adults in every setting. The number of cleared adults required rises as the number of participants rise.
What other requirements do I have to meet if I want to coach? Is other training necessary?
Since 2000 the Office for Catholic Youth Ministry has mandated that every coach attend a Youth Ministry 101: Basic Orientation Session once prior to the end of his/her first six months as a coach. For the program year 2003-2004, CYM will suspend this requirement in lieu of a brief online quiz and skill builder that all coaches must complete. CYM decided to go this route for two reasons: first, it gives us a chance to pass valuable information along to coaches and second, it gives coaches a chance to concentrate on fulfilling the requirements now in place regarding background checks and the new Volunteer Covenant.
The Volunteer Covenant outlines all the behaviors that are appropriate and inappropriate as indicated by the Ethical Standards for Church Personnel. This Covenant must be signed by all coaches and kept on file by the Athletic Association President (or other parish leader). In many cases, the parish secretary will be responsible for maintaining these files.
In addition, this important document should be discussed at pre-season coaches meetings, parish meetings, etc. It isn’t enough just to sign a piece of paper. All those involved should be aware of the implications of each bullet point. This discussion and the signing of the Volunteer Covenant should happen at least once per program year.
What if our parish doesn’t follow the diocesan policies?
The overall implementation of “For the Sake of God’s Children” is up to the pastor of each parish or the principal of each school. The timeline and format for implementation will be different for each location. For those involved in Catholic Youth Ministry sports, however, please be clear: no team will appear on the schedule unless the appropriate number of Cleared Adults have been assigned to each team.
Teams found to be in violation of the policies stipulated in this document (For the Sake of God’s Children) will be penalized as if they had played an ineligible player during a regular season game. Consequences may range from forfeiture of games to the withdrawal of a team from a league or sanctions to the overall parish athletic program.
What is the turn around time for processing background checks?
The Diocese of Wilmington has been assured by Hyden and Associates that in most cases the longest turn around time is expected to be two weeks. In most cases, the Criminal Background check is completed in only a few days.
As an AA President how can I find out if an individual has been cleared to coach?
The best way is to check with your parish or school office. A list of Cleared Adults appropriate to particular ministries is kept on file at several locations. Some locations you might check with are: Parish Office, School Office, Diocesan Office for Human Resources, and in the Office for Catholic Youth Ministry. When in doubt, please call. Please also see similar question above.
Can an individual begin coaching practices while waiting for the results of the background check?
Yes, so long as the other coaches have already been cleared, the appropriate ratio of cleared adults and participants is maintained, and you have contacted the parish/school to confirm the individual has submitted an application for a background check.
What else should I keep in mind as I coach?
As a coach of a CYM team, you should note the following:
Yes. These adults do not need to be listed on a team roster (as long as your roster already complies with the adult to youth ratio) but it might be a good idea to work out an agreement in advanced so that the parent chaperones aren’t giving the coach advice from the stands!
Since we can only build the Kingdom of God with each other’s help, it should be obvious that we also bear responsibility to ensure our peers are behaving appropriately. If you know of a parish program or coach who willfully disregards policies of Catholic Youth Ministry or of the Diocese of Wilmington (regarding background checks, volunteer covenants, or any other athletic or ministry related issue), you have an obligation to report them to the appropriate authorities.
To report a suspected violation of the policies of Catholic Youth Ministry or of the For the Sake of God’s Children program, please submit a written account of the allegations to catholicyouth@cdow.org.
To report suspected physical, sexual or emotional abuse of a young person, please follow the guidelines outlined on page 12 of this document.
What about school dances or other large scale events?
As cited above, there are few exceptions to the youth to cleared adult ratio. In the event of a large scale event, such as a dance, it would be unreasonable to expect parishes and schools to mandate 21 cleared adults be present for a dance for 200 high school students. In these cases it is important that the parishes and schools do what is reasonable and what is right to assure the safety and protection of youth and cleared adult leaders. While 21 cleared adults might be unreasonable, ten would not be so unreasonable, would it? What about five cleared adults for 200 young people? Could two people handle all those young people?
These situations will have to be determined by the competent leaders in our parishes and schools. It is these fine folks who must determine what is reasonable and what is right. The question to ask, again and again, is: how do we best provide a safe environment for our young people, protect our adults from overwork and false allegations, and in general continuing doing what is best for the sake of God’s children.
The mandate is that no adult – cleared or non-cleared – should ever be alone with a young person. The only exceptions to this rule would be the priest-penitent relationship or the youth minister/campus minister/counselor relationship (as well as the obvious parent-child relationship).
By our baptism, all are called to be youth ministers. There are those, however, who after having been properly trained and appointed or hired by a pastor or principal, serve in the capacity of pastoral caretaker. There are situations that might arise in which you as a properly trained youth minister or campus minister need to be alone with a young person. In this case, you should follow the guidelines found in the Pastoral Care section of the CYM Guidelines and Policies.
This is simple. List the head coach and three assistant coaches on the roster. Then email the additional coaches (along with the team name and head coach name) to catholicyouth@cdow.org. Remember, all coaches that you list and/or submit to CYM must be cleared adults.
Yes, you may list a cleared parent volunteer in lieu of an additional coach so long as that parent has registered online as a coach (otherwise, they can't be listed on a roster).
A parish youth ministry trip to an amusement park is one of those situations where common sense must be the overarching principle. Obviously, the youth to adult ratio must be followed, so must the requirements for background checks for adults, code of conducts for youth and adults, permission slips, driver requirements, and transportation guidelines. All these items are discussed in For the Sake of God's Children in the section on Safe Environments.
There are, however, a few modifications that common sense dictates. First of all, it is unreasonable to think that young people (7th grade and above) and adults should stick together the entire day and a parish would probably have a hard time getting adults to sign up to chaperon if they had to ride all the rides the teenagers wanted to ride. Therefore, CYM offers the following recommendation: First, follow all guidelines stated above before and during the trip to the park. Once at the park (before getting off the bus or going inside the park), go over the code of conduct one last time and instruct the young people that they may go off in groups of 4 to 6 (even numbers allow for students to ride most rides with someone they know). Encourage the young people to group themselves with other kids who want to ride similar rides and prohibit groups from being larger than 6, since it's too tempting to lose someone if they slow the others down.
Then make sure you pick a place to meet. Go to the meeting spot together once inside the park (near the front gate, at a particular bench, etc.). Let the young people know when you will be meeting (i.e., every two to three hours allows ample time for riding rides, eating and still meeting the rest of the group on time). Call out the times and have the students repeat the times back to you. (For added fun, only tell them the first meeting time and then let them know that other meeting times will be announced at group meetings throughout the day).
Instruct the young people that they are to meet on time - even if they are next in line for the roller coaster and have been in line for an hour, they must do what is necessary to get to the meeting point on time - even if it means skipping the ride! Follow this maxim: "If you're early, you're on time. If you're on time, you're late. And if you're late, you're left!" Never promise a consequence you aren't willing to follow, but let the kids know that if they are late to a meeting place, they will be assigned to accompany an adult (and will have to go on the rides that adults wants to ride) until the next meeting time (or for the rest of the day if they are really late). At the second to the last meeting time, instruct the young people to never, ever, leave the park on their own or with their group - even if they think they are too early for the group meeting.
By the way, group meetings at parks allow for adults to go with kids if they wish and make for a great time to mix up kids with other kids, to mix the adults in and among young people, and on those rare occasions that young people get separated, they can find their friends at the meeting place and figure out what went wrong.
When taking a trip with young people, is it ever okay for adults to room with kids?
Not unless the two are related. Here's an example: Johnny is going on a trip. His dad is also chaperoning and has met all requirements of a cleared adult. Johnny could stay in the same room as his dad. The issue becomes cloudy when Johnny wants his friends to stay in the room. There are no circumstances where this is acceptable (even if parental permission is sought and obtained from the friends' parents prior to the trip). In a similar case, Susie and her mom (who is a cleared adult) could room together. No one else could share that room - even another adult who has been cleared. Even if that other adult is a long time friend of the family. The basic rule to follow is this: underage boys room with other underage boys, underage girls room with underage girls, adult men room with adult men and adult women room with adult women. If the adults are married, this obviously would allow a couple to room together. Adult rooms should be close to the youth's rooms, but never via a connecting door.
For More Information or to submit a question, please visit the Catholic Diocese of Wilmington web site For the Sake of God's Children.