Volume 11, Issue 1 July, 2018

ALL GOD’S CHILDREN

CHANGES COMING TO CALLED TO PROTECT PROGRAM

Praesidium has been working for the past year gathering recommendations

from dioceses that use the Called to Protect materials and then designing revisions for the Called to Protect

program. The training for employees and volunteers will have the most dramatic

change and, in fact, may have a new name. This training will be an interac-tive presentation between the trainer/

facilitator and the attendees with the use of a media presentation. The

anticipated release of this new training for clergy, employees and volunteers will be in early fall, 2018. As soon as we

have more information about the program, we will schedule a workshop for all trainers, which will be offered at

various locations in the Archdiocese.

Called to Protect for Youth will be the next program to be revised. The timeline

for the release of the newly revised program will be the 2019-2020 school year. We will continue to use the exist-

ing program for the coming school year.

Finally, a new program will be developed for parents and adult family members.

At this time, we do not have a projected date for the release of this new program.

In the meantime, we will continue to use the Called to Protect for Parents and Families as the primary training for

parents. See the article on page 2 Dangers of Pornography for additional

options for parent training.

Watch your email for more information

coming this summer.

Congratulations to St. Matthew parish for winning a video award from Praesidium during Child Abuse Prevention Month.

St. Matthew staff created their own video to demonstrate the use of employee and volunteer badges to show that a person has been cleared for various types of ministry. Each employee and volunteer is required to wear his or her badge

while on parish grounds.

Thank you St. Matthew’s for taking the extra steps to keep children and youth

safe.

TRAIN THE TRAINER WORK-SHOP SCHEDULE The training on the new program will be

phased in to the Train the Trainer work-

shops as it becomes available.

August 9 & 10, 2018

September 12 & 13, 2018 October 10 & 11, 2018

November 5 & 6, 2018 January 9 & 10, 2019 (Complete information and registration form

attached.)

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WHO NEEDS TO ATTEND

TRAINING

This is a new document created to clear

up confusion about which employees and volunteers are required to complete

training, and when. Please see the full document in this newsletter. Changes in

the training policy will begin July 1,

2018.

2018-2019 ARMATUS TRAINING

Sexual Harassment has been in the media for over a year now and it seems

like a new allegation of harassment is reported weekly. Beginning in July, 2018 the online training for returning

employees and volunteers will be an Armatus training on Prevention of

Sexual Harassment. Although this course was designed with employees and employers in mind, anyone can

experience sexual harassment. Because of this, the course will be required of ALL EMPLOYEES AND ALL VOLUN-

TEERS. The deadline to complete this training will be December 1, 2018. See

more details about this course in the flyer attached to this newsletter. (English

and Spanish)

*Note to Schools: Due to State law requirements for all schools in Oregon, all employees and volunteers in the

Catholic schools will be required to com-plete the following two courses this year: Preventing Sexual Harassment and

Duty to Report. See the flyer from the Department of Catholic Schools for

more details for these two courses.

ARCHDIOCESE OF PORTLAND IS CONTINUING TO EDUCATE AND SUPPORT FAMILIES REGARDING THE DANGERS OF PORNOGRAPHY

Several of the Pastoral Center staff are involved with resources and educational

opportunities for students and families about Catholic teaching on human sexuality and the dangers of abuse,

trafficking and pornography.

A recent webinar encouraged parents to be intentional about having conversa-

tions with your children about sexuali-ty. The presenter’s advice was to begin early in your children’s lives to have

these conversations. The conversations do not have to be long, but over time can grow in length and depth. It is

important to initiate these conversations with your children/youth, be truthful

with them and available to listen to their

concerns.

Additional resources can be found on the Family Life website at http://

famlife.archdpdx.org. and at

www.protectyoungminds.com.

You can continue to promote and

educate parents and adult family members on these topics by offering the following three programs on a rotating

basis: Called to Protect for Parents and Families, Chosen Program of Sex Traf-

ficking of Minors and Covenant Eyes

Safe Haven.

Remember, in order to be in compliance with USCCB child protection require-

ments, each parish needs to provide parent training each year.

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TIPS FOR ADMINISTRATORS

Since the integration of Armatus with the background check program, we have discov-

ered a few tips that are helpful when administering both Armatus and the background

checks.

Background Check Renewal

Every Monday, Armatus sends the primary Armatus administrator for each location a

list of users from the parish/school whose background check will be expiring some-time within the next 2 to 3 weeks. Make it a habit to review the record of each person on the list, checking to be sure there is a current email address and whether they are

still an active employee or volunteer at your location. Taking these few steps will prevent you from paying for a background check on an inactive employee or volun-teer as well as help avoid unnecessary delays in the renewal process. The email with

the link to renew the background check goes out the first workday after the current

background check expires.

Send an email the week prior to the background expiration date letting the person

know that they should expect the renewal link after their background check is ex-pired. This is a perfect time to send a copy of the Instructions for Completing the Online Background Check Form for Employee or Volunteer (available in Spanish as

well).

Background Check Requests initiated through Armatus are sent over to the back-ground check program twice a day on work days. The first time is usually around

6:00 am, our time, and the second is usually sometime around 2:00 pm.

If the person for whom you have requested a background check does not use the link within 7 days, the request expires. In order to renew that request, you will need to log

in to your background check account. On the Home page, click on the “Reports” tab and select “Manage Outstanding Applicant Invitations”. On the page that opens, in the “Report Filters” box, click on the square next to “Include expired?” and then on

the GO button. Once the spreadsheet has populated, scroll down to find the person you are looking for, scroll to the right to the column entitled “Last Email Notice Sent”

and click on the date listed in that column. A new email including the link will be sent immediately. If the email address is incorrect, you can edit it on this same

screen but you will also need to change it in Armatus.

New Employee or Volunteer

Before adding a new record to Armatus for a volunteer or employee new to your par-ish or school, please check to see if they have a record somewhere else in the Archdi-

ocese. To do this select “Archdiocese of Portland (Read Only)” from the drop down menu located near the “Logout” button on your Armatus home page. Select “View/Modify User” under the “Users” tab, then Select User by entering 2-3 letters of the

first name and 2-3 letters from the last name to see if their name comes up in the “Search Results”. If it is there, click on it so that their information populates in the

“View/Modify User” portion of the screen. If the person will be volunteering for your location and the record is listed as Active, you will just need to check them out under “Current Course Status” to see if they are up-to-date on their training. If they are

listed as Inactive, contact the Child Protection Office by email at acp@archdpdx.org

and request that we transfer their record to your location.

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Need to communicate with the Child Protection Office? The best way to get help the fastest is to email our general office address at acp@archdpdx.org.

If you need to speak directly to one of us: Cathy Shannon Margie Workinger

503-233-8370 503-233-8302

cshannon@archdpdx.org mworkinger@archdpdx.org

When you are trying to “Add User” in Armatus, if the system indicates that the User

ID and Password are already taken, do not continue. Contact the Child Protection

Office and we will help discover why you are receiving that response.

When adding a new user, please use the recommended format for the User ID, which

is the 2 digit birth month followed by the 2 digit birth day. The system automaticallyadds the 2 letter abbreviation for the state to the User ID to create the password. Youmay have noticed that when you add a person’s name, the Login Username is auto-

matically created in the system as well. It is very important for ease of access thatboth the User ID and first and last names are entered correctly and are consistent

throughout the diocese.

When entering training dates in “Mark Course Completion” under the “Users” tab, itworks best if you use the attached calendar to select the date you need because it isset up to use the correct format for the date. Sometimes you may receive the

“Success” message indicating the system has recorded the date, but if it has beenentered by hand using an incorrect format, it will not record the date even though it

says it has done so.

General Tips

Use the tools at your disposal to make your job as administrator of Child Protection

Training, Armatus and background checks easier. Whether you are recruiting new

volunteers, gathering information from new recruits, informing about the process for

first time or renewal background checks, advertising required training, have ques-

tions about who needs to have a background check, who needs training, or what type

of training is needed, there are documents or handouts that have been developed for

your use. Following are just some examples of the documents available:

Child Protection Policy

Code of Conduct

Standards of Conduct

Background Check Policies and Procedures

Who Needs a Background Check

New Employee-Volunteer Information Sheet

Instructions for Completing the Online Background Check

Child Protection Requirements for Employees and Volunteers

Preventing Sexual Harassment Training 2018-19

Now is the time to schedule Called to Protect classes for the upcoming program

year at your parish or school. Please complete the attached Request for Update

Information 2018 form and return it to our office. If you are able to open the class

to volunteers from other locations, we’d be happy to post the training dates on the

Archdiocesan website, just be sure to include contact information for registration.

CALLED TO PROTECT TRAIN THE TRAINER WORKSHOP

Fall, 2018

Please fill out the attached registration form and return it to the Office of Child Protection with a check made out to the Archdiocese of Portland. Bring your Called to Protect binders to the workshop with you.

Who are the trainers/facilitators for your parish or school? Each parish/school should have at least one designated Called to Protect trainer/facilitator.

The two day schedule is from 9:30 am to 3:30 pm each day. (Lunch and refreshments included)

Instructions on how to train adults and youth Small group work to personalize your training All the materials needed to present the training in English and Spanish. Facilitators for

Spanish need to be bilingual.

Called to Protect Trainer/Facilitator Application Form

Please complete the following information and return with your check for $35.00

(made out to Archdiocese of Portland) to: Margie Workinger

Archdiocese of Portland 2838 E Burnside Street

Portland OR 97214 acp@archdpdx.org

Today’s Date _________________ Name Parish/School Address City OR Zip code Phone number (daytime or evening) Email What is your first language? ___________________________________________ Are you bilingual? ___________________________________________________ In which languages are you bilingual? ___________________________________ Do you feel you could do presentations to following: (indicate yes or no for each) Adults Yes No Children Yes No Youth (grade 6-12) Yes No Spanish language Yes No Would you be willing to assist a neighboring or vicariate parish/school with training if necessary or asked? Yes No Would you have any limitation or concerns in doing so (explain)? Would you be able to attend training at the following times? Weekdays 9 am to 4 pm Weekends Saturday/Sunday Are you willing to attend at least one update training session a year? Yes No On which dates are you planning to attend the training workshop? ________________

Thank you for giving of your time in this important ministry.

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Clergy, Employee and Volunteer Training for Child Protection

Over the past several years, the Archdiocese of Portland has defined regular and direct work with minors as those whose work or ministry puts them directly working with minors 4 or more times a year. However, over time, this description has become such that those who work directly with minors have been given 3 free passes to work with minors before they are being required to complete training. In many instances, individuals are allowed to continue working with minors without completing any training for several months.

Protection of the children and youth as well as vulnerable adults in our programs must be the priority when choosing who will work with them. The purpose of training is to provide the knowledge and resources to keep the children, youth and the vulnerable safe while they are in our care. Ideally, we would want all people in our parishes and schools to learn about the warning signs of abuse and how to respond quickly to these warning signs, as well as how to report abuse when we believe it is happening to a child, youth or vulnerable adult.

Please use the table on the following pages to identify training requirements for clergy, employees and volunteers.

When is training to be completed?

Ideally, the training should be completed before a person begins their ministry or work. However, clergy and employees have 60 days from the time of their hire to complete the initial training. For volunteers, the initial training should be completed before the event or first day of volunteering with minors.

Trainers: Each parish and school is required to have at least one trainer who has attended the Called to Protect Train the Trainer workshop. These workshops are scheduled several times each year so that trainers should be available to provide the initial training on a regular basis at the parish or school. Initial training for clergy, employees and volunteers, has been intentionally designed to be a live training, with a trainer, in a group setting. Having individuals view DVD presentations at home does not qualify as completing the training.

Annual update training will be an online training course. Clergy, employees and volunteers who continue working in parishes, schools and events in the Archdiocese of Portland are required to complete the online training by December 1. Those who do not complete this training by the December 1st deadline, should be removed from their position until the training has been completed.

Armatus Administrators: New position selections will be provided in Armatus to describe the position of each person, whether employee or volunteer. The position will identify the training that is required for each person. These positions will be:

Clergy – all bishops, priests and deacons, including those in religious communities, who have permission to minister in the Archdiocese of Portland.

Teachers – professional teachers currently working in Catholic Schools.

Works directly with minors

Works with elderly or vulnerable adults - including taking Eucharist to the sick or homebound.

Does not work directly with minors

In some cases, as administrator, you may need to change the position on the individual record in Armatus to the correct position for this person’s work at your location. These new positions will be available in Armatus by July 1, 2018.

All clergy, employees and volunteers who are required to have a criminal background check will be required to complete the Standards of Conduct for Ministry with Children and Youth.

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For information on who is required to have a criminal background check, please refer to the background check policy and documents that outline this information. These documents are available on the Archdiocese of Portland website under the Office of Child Protection.

Who Needs to Complete Child Protection Training

Required to Attend Training Not Required to attend Training but are encouraged to complete training

All Clergy are required to attend the initial training and annual update training.

All Employees – initial training with the following update requirements.

Employees not working with minors – update training every 3 years or as assigned by pastor or Archdiocese

Employees who work directly with programs for minors are required to complete an update training annually.

School Employees (including preschool programs in schools and substitute teachers) regardless if they work directly with minors or not, are required by Oregon Law to complete an annual child abuse prevention training.

Volunteers required to Complete Training – the following are required to complete initial training and annual update training.

Volunteers Not Required to Complete Child Protection Training unless required by the pastor, but in most cases strongly encouraged. *These volunteers may be required to complete training specific to the work they do. ** See notation below for Oregon Law regarding Adult abuse.

Catechists – regular faith formation and Sacramental Preparation for minors

Catechists for adult programs such as RCIA, Bible studies, etc.

Youth ministers Liturgical ministers such as lectors or Eucharistic Ministers

Childcare providers including parish preschool programs Ushers unless required by the pastor

Trainer for youth altar servers Those who visit elderly or vulnerable adults *

Directors of youth choirs or a mixed ages choir Choir members

Coaches who work directly for the parish or school (CYO or other contracted programs should provide their own Child Protection training.)

Serve at parish/school dinners, coffee and donuts unless working directly with minors

After school program staff who work for a parish or school

Money Counters or other office help that do not work directly with minors

Scouting or clubs for minors sponsored by a parish or school

Volunteers working in maintenance, landscaping or janitorial work unless working directly with or supervising minors

Chaperones or drivers for overnight trips with minors Guest speakers at a school or church event – however, they should never be left alone with a minor.

Chaperones or drivers for field trips

Camps or Vacation Bible School

Work with the Liturgy of the Word for Children

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Work with minors in family-based programs

Monitor minors on playgrounds or special events

Work with minors with disabilities or those with special needs

Volunteer teacher aides, tutors or other school programs working directly with minors

Campus ministers if working directly with minors and strongly encouraged if not working with minors

Any volunteer not listed here but works directly with minors

Learning information to protect minors and the vulnerable of our parishes and schools must be a priority. We want to

encourage all who are involved in our parish and school programs to participate in child abuse prevention training and

to know how to respond should they become aware of boundary violations or abuse that is happening to minors or the

vulnerable. All employees and volunteers need to read and be aware of the policies regarding the protection of minors

and the vulnerable such as the Child Protection Policy, Standards of Conduct for Ministry with Children and Youth,

Policies and Best Practices for using the Internet and Social Media, and Travel Policies. These policies are located on the

Archdiocese of Portland Website under the Child Protection Office or Risk Management Resources.

**Oregon law defines a vulnerable adult as a person 65 years of age or older or an adult with a developmental or

physical disability or mental illness. To report abuse call 1-855-503 SAFE (7233).

2018-2019

Mandatory Training for

Clergy, Employees and

Volunteers —

Preventing Sexual Harassment

Training

available

beginning

July 1,

2018 and

must be

completed

by

December

1, 2018

If you have questions about completing this course, please contact your parish or school Armatus Aministrator.

Log on to a high speed internet connection (the training program is not set up to be used on cell

phones and some tablets) and go to www.archdpdx.org

Click on the Offices tab and select Child Protection/Victim Assistance from the drop down menu

Click on the Armatus Online Training link

Enter your login username and password

Click on the Login button

Scroll down to the course entitled Preventing Sexual Harassment

Choose the language you want to use to complete the training. English or Spanish. DIRECTIONS

As we have learned in the media over

the past 2 years, sexual harassment can

happen in any work place and involve

people of any age. It is not limited to

adults but can involve children and

youth. It can happen in employment

situations and when a person is a

volunteer.

This year the safety training will inform all clergy, employees and volunteers

about:

How to recognize different types of harassment

How to determine if a situation is or is not sexual harassment

How to prevent sexual harassment

How to respond to sexual harassment

School employees and volunteers please see additional information about the

2018-2019 child abuse prevention requirements from the Department of Catholic

Schools publication

2018-2019

Entrenamiento Obligatorio para

Clérigos, Empleados y

Voluntarios —

Prevención del Abuso Sexual

El cursillo

estará dis-

ponible el 1

de julio y

deben de

completar-

lo antes del

1 de di-

ciembre de

2018

Si tiene alguna pregunta acerca de completer este curso, por favor póngase en contacto con el administrador de Armatus de su parroquia o escuela.

Inicie sesión en una conexión a Internet de alta velocidad (el programa de capacitación no está con-

figurado para ser utilizado en teléfonos celulares y algunas tabletas) y vaya a www.archdpdx.org.

Haga clic en la pestaña Offices y seleccione Child Protection/Victim Assistance del menu.

Haga clic en el enlace de Armatus Online Training .

Ingrese su nombre de usuario y contraseña de inicio de sesión.

Haga clic en el botón Login.

Displácese hasta el curso titulado Preventing Sexual Harassment

Elija el idioma que desea usar para completer la capacitación. Ingles o español. DIRECCIONES

Como hemos aprendido en los medios

en los últimos 2 años, el acoso sexual

puede ocurrir en cualquier lugar de

trabajo e involucrar a personas de

cualquier edad. No está limitado a los

adultos, pero puede involucrar a niños y

jóvenes. Puede suceder en situaciones de

empleo y cuando una persona es volun-

taria.

Este año, la capacitación en seguridad de la niñez informará a todos los

clérigos, empleados y voluntaries sobre:

Cómo reconocer diferentes tipos de acoso.

Cómo determinar si una situación es o no un acoso sexual.

Cómo prevenir el acoso sexual.

Cómo responder al acoso sexual.

Empleados y voluntarios de las escuelas, por favor ver información adicional

sobre los requisitos de prevención de abuso infantil 2018-2019 de la publicación

del Departamento de Escuelas Católicas.

Archdiocese of Portland

Office of Child Protection

Request for Update Information 2018

Parish Name _________________________________________________ City____________________

Phone Number __________________________

Name(s) and email address(es) of the Armatus Administrator and/or Background Check Administrator

for your location

Would training be helpful for your Armatus Administrator and/or Background Check Administrator?

______ Yes ______ No

Names and email addresses of the Called to Protect trainers for your location are

Do you need to have additional trainers trained to facilitate the Called to Protect Program?

________Yes ___ No ____ English __ Spanish

Please list the dates, times and locations of any upcoming Called to Protect trainings for your

parish/school on the table below. (Remember, CTP for Parents & Families and CTP for Ministries

combined take 2 ½ hrs to complete.) Also, please indicate if you would like us to add the training dates

to the archdiocesan website, and who to contact to register.

Date Time

Training Type Contact Person and contact

information (phone # or email)

Location List on the Website

Thank you!

Cathy Shannon Margie Workinger

503-233-8302 503-233-8370

acp@archdpdx.org