“The Niagara Catholic District School Board, through the charisms of faith, social justice, support and leadership, nurtures an

    enriching Catholic learning community for all to reach their full potential and become living witnesses of Christ.”


     
    MEMO: Human Resources Memorandum
     
    MEMO TO: All Principals and Site Supervisors
     
    FROM: Frank Iannantuono, Superintendent of Education
    Human Resources Department
     
    Glenn Bertollo
    Senior Administrator of Human Resources
     
    DATE: June 18, 2013
     
    SUBJECT: VOLUNTEER VULNERABLE SECTOR BACKGROUND CHECK
    PROCESS (2013-2014 SCHOOL YEAR)
     
    CONTACT(S): Angela Levasseur, Human Resources Administrator
     


     


    As defined in Board Policy 800.9 Volunteering in Catholic Schools Policy, all volunteers are to obtain an initial vulnerable sector background check prior to commencement of volunteering. Subsequently, volunteers are to complete an annual offence declaration, for as long as they remain a volunteer. To clarify this process, please find below an outline of the steps to be followed, as well as the relevant attachments.

     
    1. Individual sites fill in Part 3 (Contributing Agency) of Attachment A (Police Criminal Record Check – Police Vulnerable Sector Background Check [hereafter referred to as Attachment A]), including the site name, address, city and Principal/Site Supervisor name. Note: These forms are not on the intranet website and are only fillable if sites have Docuworks.
    2. a) Volunteers, as outlined in Board Policy 800.9, must complete Attachment A, using Attachment B (Sample Police Criminal Record Check – Police Vulnerable Sector Background Check [hereafter referred to as Attachment B]) as a guideline, and using Attachment C (Additional Information Re: Police Record Checks [hereafter referred to as Attachment C]) as an additional reference.   OR 
    b) Volunteers provide an original vulnerable sector background check (Date of Request must be within 1 year of the current date) from another Police Service. This includes vulnerable sector background checks completed through Ontario Education Services Corporation (OESC) and/or the Wallet Cards provided. Police Criminal Record Checks, also known as ‘short forms’, are not to be accepted.* OR
    c) Volunteer indicates that they have completed Attachment A previously.**
    *If option 2 b) is used, please refer to Steps 7 thru 11.
    **If option 2 c) is used, please contact Angela Levasseur to determine if a copy of Attachment A is on file.
     
    If no Attachment A is located, the Volunteer is to follow the process beginning at Step 2 a).
    3. a) The Volunteer is provided, by the originating request site, a pre-paid slip to present to the Niagara Regional Police Department, along with completed Attachment A. OR 
    b) If a site is out of pre-paid slips, step 4 is completed and the receipt provided to the originating site for reimbursement.
    4. The Volunteer brings pre-paid slip and completed Attachment A to a Niagara Regional Police Department location.
    Note: Completed Attachment A forms may picked-up at a different location than drop-off, however the pick-up location must recorded on Attachment A, as indicated in Attachment B.
    5. Attachment A is processed by the Niagara Regional Police. This process normally takes approximately 2 weeks, however may take longer if the Volunteer/Applicant has a ‘match’ with the Niagara Regional Police database (see Attachment C).
    6. Volunteer picks up the original Attachment A from the Niagara Regional Police. Note: Only the Volunteer/Applicant is eligible to pick up the completed form.
    7. Volunteer brings original Attachment A to the originating request site.
    8. The originating request site takes a photocopy of Attachment A for their files. Note: Attachment A must have the Police Services seal imbedded in them, or clearly be an original, to be accepted. OESC Wallet Cards must be signed by the Volunteer to be accepted.
    9. Original Attachment A is returned to the Volunteer. The Volunteer is now able to begin volunteering within the site.  
    Note: If attached page(s) accompany Attachment A (Unit 2, Item 4), the Volunteer is not to begin at any site, as the Adjudication process must completed by the Human Resources Department (see Board Policy 302.6.7).
    10.
    The originating request site forwards a copy of Attachment A to the Human Resources Department, Attention: Angela Levasseur.
    11.
    The Volunteer’s name is added to an annual ongoing list of volunteer names to be recorded and kept on file at the originating request site, with a copy of the list being forwarded to the Human Resource Department, Attention: Angela Levasseur.
    12.
    Each year thereafter, preferably at the beginning of a new school year, returning Volunteers who have submitted Attachment A are to complete Attachment D (Offence Declaration). The original Attachment D is to be kept on file at the originating request site.
     
    The Board is aware that individuals may volunteer at more than one location; where this is the case, EACH location must have a copy of Attachment A on file, however the Volunteer is only required to obtain one Attachment A for all volunteer placements and the Human Resources Department will maintain one master copy of Attachment A on record for that Volunteer.
     
    While this is meant to be a comprehensive guide to the process, should there be any questions regarding the process, or questions regarding any Police Vulnerable Sector Background Checks, please contact Angela Levasseur, Human Resources Department,


    ext. 270.
     
    /al
     
    Attachments:
    Board Policy 800.9 Volunteering in Catholic Schools Policy
    Board Policy 302.6.7 Safe Schools Criminal Background Check
    Attachment A (Police Criminal Record Check – Police Vulnerable Sector Background Check)
    Attachment B (Sample Police Criminal Record Check – Police Vulnerable Sector Background Check)
    Attachment C (Additional Information Re: Police Record Checks)
    Attachment D (Offence Declaration)
     
    c. Administrative Council
    Facility Services Department

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