Screening Procedures

• Careful screening is one way to prevent the abuse of children and vulnerable adults. It can be time consuming and expensive, but well worth the effort in peace of mind that the most reliable, committed and experienced staff and volunteers are in place for every program that involves children and vulnerable adults.
• We are also encouraging the networking of Conference agencies and local churches because staff persons and volunteers may serve in a variety of places and roles.
• We propose these MINIMUM standards:
• All adults, volunteer or staff persons, who have regular and direct contact with children and vulnerable adults shall be required to fill out an application that includes:
  a. standard contact information
  b. experience and qualifications for the position
  c. voluntary disclosure of past criminal history and allegations of criminal history
  d. waiver of confidentiality allowing the Conference to secure the background checks necessary for the position being applied for
  e. listing of 3 non-related references. This list shall have complete contact information for all references. This portion of the application process is considered incomplete if full contact information for the references is not provided.
  f. a completed PA Child Abuse History Clearance form (CY113 3/95)
  g. a completed PA Request for Criminal Record Check (SP 4- 641/97) (If the applicant has not been a resident of PA for the last 5 years, he/she will be required to complete an FBI national check.)
• Demonstration of an active relationship with a local church of at least six months before being allowed to be in a supervisory role in children’s activities.
• During the first year of this Policy’s implementation staff persons & volunteers will submit to the screening procedures prescribed by this Policy. Following the first year of this Policy’s implementation, all new applicants, persons who have a break in service of one or more years and those with 5 or more years since their last background check shall submit to the screening procedures.
• All forms and reference reports shall be kept as a part of an applicant’s personnel file.
• The staff person in charge of the children’s activity(ies) and/or their designee is responsible for reviewing and following up on each application prior to service. All applications and related forms must be completed.
• In the event that a reference follow up is accomplished by phone, detailed notes of the conversation should also be included in the personnel file.
• For all Conference children’s activities, we recommend care of records be maintained by the Annual Conference.
• When the Conference is hosting an event for which the local church is responsible for chaperones, we recommend that all brochures and other written material contain language specifying these procedures as MINIMUM BASIC GUIDELINES for all adults serving as chaperones at the event.

Footnotes:Ibid, §6311(a), (b).
However, Pennsylvania law also includes a “clergy-communicant” privilege, 42 Pa.C.S.A § 5943 which states, “ No clergyman, priest, rabbi or minister of the gospel of any regularly established church or religious organization, except clergymen or ministers who are self-ordained or who are members of religious organizations in which members other than the leader thereof are deemed clergymen or ministers, who while in the course of his duties has acquired information from any person secretly and in confidence shall be compelled, or allowed without consent of such person, to disclose that information in any legal proceeding, trial or investigation before any government unit.” Those Conference staff persons or volunteers to whom this policy applies who believe they have received information regarding child abuse which might be covered by this section of PA law should seek legal counsel.
Samples are found in Chapter Nine of Safe Sanctuaries. Employment counsel has suggested certain modifications.
Files kept regarding volunteers will be accorded the same status as personnel files of staff persons with any applicable exceptions required by the Discipline regarding clergy volunteers.
Sample forms may be found in Chapter Nine of Safe Sanctuaries. Employment counsel suggested certain modifications to these models.