Child Safety

Quick Links

Best Practices for Safe Environment Coordinators

Over the past few years, a number of safe environment “best practices” have been identified. Additional information relating to these practices can be found on the Child Safety section of the diocesan Web site and in your Safe Environment Coordinator manual. If you need further assistance, please do not hesitate to contact Mary Ellen D’Intino at (603) 627-2874, Ext. 21.

Tips from Phyllis Hanavan and Sue Nault, Safe Environment Coordinators at St. Lawrence Parish, Goffstown
Sue Nault and Phyllis Hanavan have served as Safe Environment Coordinators at St. Lawrence Parish in Goffstown since 2004. Sue is an administrative assistant at the parish and Phyllis is the Director of Religious Education. In addition to these roles, both women serve in numerous parish ministries such as the Bereavement Committee and Parish Council, and both are Extraordinary Ministers of the Eucharist.  Because of their exemplary work as Safe Environment Coordinators, we asked them to share their tips for successful implementation of safe environment policies.

1. Stay organized: It is important to keep files orderly and to develop a routine, such as regularly checking and updating the Safe Environment Database.
2. Plan ahead: Safe Environment Coordinators should make folders for pending volunteers and employees so that when they receive safe environment paperwork, the files are ready. Try to schedule training sessions at the parish every few months so that new volunteers can be assured that there is an upcoming session close to home.
3. Be present at meetings: It is very important for the coordinator to be present at Protecting God’s Children training sessions.  By being present at the session, not only can the coordinator meet new volunteers and answer their questions, he/she can also distribute and collect the necessary forms.
4. Meet with each volunteer and employee: Meeting with each volunteer and employee one-on-one has aided in compliance.  By meeting with each new person, coordinators and volunteers/employees can get to know one another, and questions and concerns about the safe environment program can be addressed privately.
5. Be courteous while being firm: Providing a deadline right from the beginning sets up clear expectations about the timelines involved in meeting the safe environment requirements.
6. Consider having two Safe Environment Coordinators: Having two Safe Environment Coordinators results in a built-in support system and leads to a successful program.  When there are 2 coordinators,  the tasks can be shared and problems can be resolved as a team.

If you have tips to share with other Safe Environment Coordinators, please email them to Mary Ellen D’Intino at medintino@tribunal.rcbm.org .


Protecting God’s Children Training

1. Schedule Protecting God’s Children training sessions well in advance. This allows for adequate time to announce and advertise the session. Contact your deanery trainer to schedule a PGC session.
2. Host PGC sessions at least twice per year.
3. Work with your deanery trainer and with other parishes and schools in your deanery to host joint sessions or to develop an annual schedule of PGC sessions.

Related information:
List of PGC trainers' contact information (Word document)
How to Host a PGC Session
Sample Announcement of Upcoming PGC session (Word document)


Keeping Track of Safe Environment Timelines and the Names of those Working with Minors

1. Enter the names of new employees and volunteers into the Safe Environment Database (SED) as soon as they are available. Track timeline compliance using the SED Pending List.
2. Have ministry heads submit to the Safe Environment Coordinator a list of the names of those who work with minors. This list can be submitted in September and updated 3-4 times a year.
3. If you sponsor a Boy Scout troop, obtain a copy of the Charter. The Charter lists the names of all troop volunteers.
4. Schedule a meeting for new coaches before the season begins, and schedule a meeting for new school or religious education volunteers each September. Complete all paperwork at this meeting. Consider combining the meeting with a scheduled PGC session.
5. Become a notary public (or have your parish/school secretary become one) so that it is easy to notarize criminal records check forms.
6. Schools- make sure that any new employees complete all safe environment paperwork, including the criminal check form and fingerprinting, when they complete their W-2 form.

Related information:
Timeline Checklist for School Safe Environment Coordinators (pdf)
Timeline Checklist for Parish Safe Environment Coordinators (pdf)
How to Become a Notary Public
Sample Memo to Heads of Ministries (Word)

Filing

1. Organize your files alphabetically. Consider using individual file folders for each employee/volunteer. If there are space considerations, staple the items for each volunteer together and file alphabetically in a 3-ring binder
2. Separate the active and inactive files.
3. Keep documents for pending people in a separate folder or location. File once everything is completed.
4. Use a checklist or cover sheet for each file. Check off each item as it is completed.

Related information:
Checklist for Files (pdf)

Outreach to Employees, Volunteers, and the Parish/School Community

1. Post child abuse reporting posters and cards in noticeable locations.
2. Periodically distribute child safety articles to parents and staff. Articles can be found on this Web site (see link below).
3. Place notices about how to report suspected abuse in the parish bulletin and school handbook.

Related information:
Child Safety Articles
Sample Announcement- How to Report Abuse (Word)