Annual Parish Planning Timeline (July 1, 20 June 30, 20 ) Child & Youth Protection/ Safe Environment

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1 Annual Parish Planning Timeline (July 1, 20 June 30, 20 ) Child & Youth Protection/ Safe Environment The following planning schedule is designed to be an annual guideline to assist you in the recurring events and responsibilities in support of the Safe Environment Program. Timeframe June July Annual Audit Preparation June July Annual Audit Preparation Site Code Reports Annual Parish Audit Compliance Letter Description Due Date Date Completed / Annually, in the first week of June, the Safe Environment office will distribute to each parish a printed site report. This listing is a report of all the trainees of record who identify your parish as their site of employment or volunteer work. The Safe Environment office requests that you review this report for accuracy and completeness as of June 30th (fiscal yearend). The compliance letter, signed by the pastor, is required annually as acknowledgement that the parish is in compliance with the USCCB Safe Environment requirements. Any exceptions to compliance are to be clearly identified with an action plan outlining the steps the parish will take to become compliant. This letter is integral to site compliance and is part of the annual audit papers. Please return a copy of your edited report to my attention: On or before July 1st Annually, Safe Environment office will mail letters to Site Coordinators with a return date required on or before July 1 st Retain copy at parish and forward original signed copy and any attached explanations to the Diocesan Safe Env. Coordinator. 1

2 August Parish Websites Review your parish website and update any child safety links (check for broken links). You may wish to link to our diocesan pages. August Fall review of site report, staff & volunteer compliance. Check with your parish ministries and verify those who required to complete safe environment training have done so and are in compliance. Notify those not in compliance through a letter, , or bulletin announcements. All clergy, religious and employees are required to train as well as any volunteer whose work brings them into contact with minors. August Staff Handbooks If you are working on revising your staff handbooks for the fall, you may want to update child safety information. In particular, please check on whether your handbooks include information about how to report suspected abuse. August-September Volunteer applications and Code of Conduct Guide for Employees and Volunteers Tri-folds Distribute information to new volunteers explaining the safe environment requirements. Parish ministries can hold a meeting for parents and volunteers with communication about Child & Youth Protection and the Safe Environment Adult Awareness training. Distribute Guide for Employees and Volunteers Tri-folds Annually, On or before September 30th 2

3 January Site Code Report Annually, in January, the Safe Environment office will distribute to each parish a printed site report. (See June notes regarding Site Reports) Parishes are advised to perform an interim (6-month) review of this report for accuracy and completeness. Parishes are asked submit updates to the Safe Environment Office copies of revisions to their reports. May Annual Safe Environment Awareness Training Report Parishes are required to submit the annual Safe Environment Awareness Tally Sheet. This report documents the required personal safety training provided during the year to children in parish catechetical programs. (Circles of Care) Please submit tally sheet annually on or before May 15 th to: Diocesan Director, Office of Faith Formation, Site Coordinator appointment If there will be a newly appointed parish Site Coordinator please contact the Safe Environment Program Coordinator as soon as possible. review required Parish Communications: reporting child abuse and posting scheduled training Include periodic notices in your bulletin about how to report suspected abuse. Include Safe Environment notices and training schedules in parish bulletins, newsletter/parent info sessions. review required Please retain copies of your notices issued as documentation of Safe Environment Program implementation at your parish. 3

4 Tracking new employees and volunteer hire dates and training dates Track names of volunteers & employees with hire/start dates and track that they are trained in 60 days. review required Transfers into the Syracuse Diocese If an individual has completed child and youth protection training in another diocese, please contact the Syracuse Diocese Safe Environment Program Coordinator for transfer steps and authorization for criminal background check. review required Site reports on request Parish Site Reports are available upon request from the Safe Environment Office. Printed reports and/or electronic versions will be provided by contacting the diocesan office. As needed VIRTUS On-line bulletins Site coordinators are prompted via e- mail when new materials are available on the on-line system. Bulletin topics can be shared in staff and leadership meetings as a means of staying current on child and youth safety issues and suggestions. Monthly throughout fiscal year 4

5 Semi-annually Site Safe Environment Reviews Convene site Safe Environment review to evaluate compliance; identify those new to staff and volunteering and assure training and background checks are complete. Suggested action items include thorough review of this annual timeline, parish Safe Environment checklist, parish safety walkthrough and this planning timeline. At minimum, Semi-annually Please retain copies of your minutes, walkthrough checklists and notes as documentation of Safe Environment Program implementation at your parish. Site Audit Questionnaire The USCCB provides a compilation of questions designed to assist you in compliance with The Charter. This document is available at the diocesan website and can be located at the Parish Policy & Procedures page. Contact the Safe Environment Program Coordinator if you would like assistance completing the questionnaire or if you would like to schedule a compliance interview at your site with a member of the Safe Environment Committee. Please note: This form need not be returned to the Safe Environment Office; it is designed to be a tool to assist you in assessing your parish s compliance. 5