Compliance Guidelines – Diocese of Springfield in Illinois

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Volunteer

A volunteer is any individual 18 years of age and older serving in any volunteer capacity in the parishes, schools, agencies, and other institutions of the diocese. (i.e. Eucharistic/Extraordinary Ministers, Readers, Ushers, Greeters, Adult Servers, Choir Members, Musician, PSR Teachers, etc.)

Requirement	Completion	Where
Online Criminal History Background Check	-	-
Training and Background check processes are being updated. More information coming soon.
Policy Certification Document; Policy on Working With Minors (Code Of Conduct); & Lay and Religious Employees And Volunteers Sexual Abuse Of Minors	Review Policies §100, §1100, and §1200 respectively covering Clerical, Candidates in Formation, and Lay Employees and Volunteers Sexual Abuse of Minors: Policies for Education, Prevention, Assistance, and Procedures for Determination of Fitness for Ministry, Employment or Volunteer Service.	Complete Policy Certification Document included in background check application forms. View or Download policies by clicking here. The Policy Certification Document should be returned to the Office for Safe Environment with other criminal history background check application forms.
Department Of Children & Family Services (DCFS) Child Abuse And Neglect Tracking System Form (CANTS Form) To Be Done Every 5 Years	These forms are included in the criminal background check application packet. To obtain a CANTS form, contact your parish/school Safe Environment Coordinator or contact the Office for Safe Environment.	The Office for Safe Environment is responsible for sending volunteer’s completed CANTS forms to the Department of Children and Family Services. Please return form to the Safe Environment office and it will be forwarded to DCFS who will review the application for records of indicated allegations of abuse or neglect.

*PLEASE NOTE: Volunteer coaches are required to be fingerprinted before they can serve as a coach in the diocese

Employees of the Parish, Pastoral Center and other Diocesan Agencies or Institutions

Requirement	Completion	Where
Online Criminal History Background Check	-	-
Training and Background check processes are being updated. More information coming soon.
Policy Certification Document; Policy on Working With Minors (Code Of Conduct); & Lay and Religious Employees And Volunteers Sexual Abuse Of Minors	Review Policies §100, §1100, and §1200 respectively covering Clerical, Candidates in Formation, and Lay Employees and Volunteers Sexual Abuse of Minors: Policies for Education, Prevention, Assistance, and Procedures for Determination of Fitness for Ministry, Employment or Volunteer Service.	Complete Policy Certification Document included in background check application forms. View or Download policies by clicking here. The Policy Certification Document should be returned to the Office for Safe Environment with other criminal history background check application forms.
Department Of Children & Family Services (DCFS) Child Abuse And Neglect Tracking System Form (CANTS Form) To Be Done Every 5 Years	These forms are included in the criminal background check application packet. To obtain a CANTS form, contact your parish/school Safe Environment Coordinator or contact the Office for Safe Environment.	The Office for Safe Environment is responsible for sending volunteer’s completed CANTS forms to the Department of Children and Family Services. Please return form to the Safe Environment office and it will be forwarded to DCFS who will review the application for records of indicated allegations of abuse or neglect.

All School Employees

School employees include Educators, Substitute Teachers, Support Staff (cooks, maintenance workers, office staff, nurses, etc.)

Requirement	Completion	Where
Criminal History Background Check through Fingerprinting To be completed once	Illinois law requires all school personnel to submit fingerprints for criminal background screening. Fingerprinting must be completed prior to the date of hire.	School principals should provide applicants with application forms for the nearest fingerprinting location. Find the contact information for the fingerprinting agency on the application forms. Contact the agency to an appointment to complete this process.
Policy Certification Document; Policy on Working With Minors (Code Of Conduct); & Lay and Religious Employees And Volunteers Sexual Abuse Of Minors To Be Done Every 5 Years	Review Policies §100, §1100, and §1200 respectively covering Clerical, Candidates in Formation, and Lay Employees and Volunteers Sexual Abuse of Minors: Policies for Education, Prevention, Assistance, and Procedures for Determination of Fitness for Ministry, Employment or Volunteer Service.	Complete Policy Certification Document included in background check application forms. View or Download policies by clicking here. The Policy Certification Document should be returned to the Office for Safe Environment with other criminal history background check application forms.
Training and Background check processes are being updated. More information coming soon.
Department Of Children & Family Services (DCFS) Child Abuse And Neglect Tracking System Form (CANTS Form) To Be Done Every 5 Years	These forms are included in the criminal background check application packet. To obtain a CANTS form, contact your parish/school Safe Environment Coordinator or contact the Office for Safe Environment.	The Office for Safe Environment is responsible for sending volunteer’s completed CANTS forms to the Department of Children and Family Services. Please return form to the Safe Environment office and it will be forwarded to DCFS who will review the application for records of indicated allegations of abuse or neglect.
Complete DCFS Mandated Reporter Training To Be Completed Every Three Years	Mandated Reporter training is completed online within 60 days of hire. A copy of the certificate of completion is to be retained in the employee’s personnel file.	To complete the online training, please click here.

Priests / Deacons / Seminarians

Requirement	Completion	Where
Criminal History Background Check through Fingerprinting To be completed once	The Diocese of Springfield requires all clergy members to submit fingerprints for criminal background screening. Fingerprinting must be completed prior to the date of hire.	The Office for Safe Environment will provide members of clergy with application forms for the nearest fingerprinting location. Find the contact information for the fingerprinting agency on the application forms. Contact the agency to an appointment to complete this process.
Policy Certification Document; Policy on Working With Minors (Code Of Conduct); & Lay and Religious Employees And Volunteers Sexual Abuse Of Minors To Be Done Every 5 Years	Review Policies §100, §1100, and §1200 respectively covering Clerical, Candidates in Formation, and Lay Employees and Volunteers Sexual Abuse of Minors: Policies for Education, Prevention, Assistance, and Procedures for Determination of Fitness for Ministry, Employment or Volunteer Service.	Complete Policy Certification Document included in background check application forms. View or Download policies by clicking here. The Policy Certification Document should be returned to the Office for Safe Environment with other criminal history background check application forms.
Training and Background check processes are being updated. More information coming soon.
Department Of Children & Family Services (DCFS) Child Abuse And Neglect Tracking System Form (CANTS Form) To Be Done Every 5 Years	These forms are included in the criminal background check application packet. To obtain a CANTS form, contact your parish/school Safe Environment Coordinator or contact the Office for Safe Environment.	The Office for Safe Environment is responsible for sending volunteer’s completed CANTS forms to the Department of Children and Family Services. Please return form to the Safe Environment office and it will be forwarded to DCFS who will review the application for records of indicated allegations of abuse or neglect.
Complete Annual DCFS Mandated Reporter Training To Be Completed Every Year	Mandated Reporter training is completed online within 60 days of hire. A copy of the certificate of completion is to be retained in the employee’s personnel file. As of January 1, 2020, Illinois Public Act 101-0564 requires members of clergy to be mandated reporters and completed the training every 3 years.	To complete the online training, please click here.

Visiting Clergy

Visiting and international clergy must provide proof of a current, clear criminal history background check and proof of diocesan-approved safe environment training from their home diocese. Should these requirements not be met through their home diocese, a criminal background check and safe environment training from the Diocese of Springfield will be required before service.

Criminal History Background Check Information

The Office for Safe Environment will receive the results of your criminal history search. Information received through the background check process is strictly confidential. The information you provide will be used only for legitimate employment or volunteer placement purposes and will not be sold or distributed for other reasons.

Records found that might influence a decision to not place or retain you in an employment or volunteer position will be communicated to you as required by the Fair Credit Reporting Act. You will also be able to obtain a copy of the record or other documentation we receive and contact information for the reporting agency that provided the report. You will have an opportunity to correct any inaccuracies or discrepancies in the report.

Fingerprinting Information

The Diocese of Springfield works with at least four fingerprinting agencies. To complete this process at a location nearest you, please contact the Office for Safe Environment.

*Bushue, a local fingerprinting company, is on-site at the Catholic Pastoral Center in Springfield on the second Thursday of each month. Contact your school principal to obtain the Bushue application forms and contact Bushue to schedule an appointment to be fingerprinted at the Catholic Pastoral Center.

Bushue On-Site Dates at the CPC

April 8^th
May 13^th
June 10^th
July 8^th
August 12^th & 26^th
September 9^th & 23^rd
October 14^th
November 11^th
December 9^th