INSTRUCTIONS FOR COMPLETING USCCB AUDIT DATA COLLECTION Audit Period: July 1, 2014 thru June 30, 2015

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1 P. O.. Office for the Protection of Children and Youth P. O. Box 1979 Office of Assistance Ministry Chicago, Illinois Office for Child Abuse Investigations and Review Safe Environment Office , fax INSTRUCTIONS FOR COMPLETING USCCB AUDIT DATA COLLECTION Audit Period: July 1, 2014 thru June 30, 2015 The Audit Data Collection consists of three parts. All three must be returned via to by April 17, 2015: Part 1. An IOI EMPLOYEE SPREADSHEET will be sent to pastors and principals electronically to their archchicago.org account. If you have any difficulty accessing this archchicago.org account, please contact the IT Department at 312/ If you have not received your IOI Employee Spreadsheet by March 15, please contact your OPCY Vicariate representative. If your school or parish is not on the Archdiocesan IOI payroll system, you will not receive this spreadsheet and will need to generate your own employee spreadsheet with compliance dates. The Office for Human Resources provides the data for employees of each site for the audit period (July 1, 2014 through June 30, 2015) appearing on the IOI spreadsheet. These are employees who have received a paycheck during the fiscal year. Some employees who are listed may have been terminated. However, if the terminated employee listed received a paycheck during the audit period compliance data must be provided on them. A condition of employment with the Archdiocese of Chicago is to be in compliance regardless of whether or not the employee works with children. This employee spreadsheet should be 100% populated with compliance data. (Parish employees are not required to submit to fingerprinting.) This spreadsheet should not be altered. Simply fill in the missing compliance data information or update compliance data information. Return the completed document even if there are no changes from last year. You can submit any additional information on a separate sheet. Any employee who is a minor should be indicated on the Compliance Checklist Form by name and an X placed in the appropriate column on the IOI spreadsheet. The IOI spreadsheet should be saved and returned via with the two other parts of the audit. Do not print the IOI spreadsheet to return since audit returns are being processed electronically. OPCY cannot make corrections or changes to the IOI payroll system. That is done by your payroll administrator. Page 1 of 5

2 Part 2. COMPLIANCE CHECKLIST FORM The Compliance Checklist Form is a multiple page, PDF fillable document to be completed, saved, and returned electronically. There are separate Compliance Checklists Forms for parishes and schools. Please use the correct form for your site, and provide all the data requested on each page, including information on the safe environment training given to children and young people in the schools and religious education program. If compliance data is missing, please provide a detailed explanation of why data is missing and how it will be addressed in the boxes provided. The Compliance Checklist Form was created in Adobe Acrobat 9. The employee and volunteer spreadsheets are used to complete the Compliance Checklist Form. Numbers listed on the Compliance Checklist form should match the numbers on the spreadsheets you submit. Definitions for School Compliance Checklist Form: Educators: Teachers, principal, assistant principal, substitute teachers. School Staff: Any non-educator staff member, office staff, librarian, maintenance, extended day care personnel, teacher aide, paid lunchroom monitors, coaches (who are not teachers), etc. Critical Conversations: Critical Conversations was offered to priests in parish ministry and deacons. The compliance training date for priests and deacons who have attended Critical Conversations can be found in the workshop dates on eapps. Certificates were also given to priests and deacons who completed the program. Minors and compliance: Please include all employees and volunteers under the age of 18 by name on your Compliance Checklist Form, but clearly mark in the explanation section that the number reflects a minor and be sure to indicate any employee under 18 with an X in the appropriate column on the IOI spreadsheet. Those under the age of 18 are to read and sign the Code of Conduct form and should not be left alone with children. They must be supervised by someone who is in full compliance. Once this employee/volunteer turns 18 and has graduated from high school, they must complete Protecting God s Children for Adults/Virtus training and complete a Criminal Background Check. Safe Environment Training for Children and Young People: As part of the Archdiocese's fulfillment of the Charter for the Protection of Children and Young People, safe environment training for children and young people is to be offered annually during the audit period (July 1-June 30) in our schools and our religious education programs. In addition to providing children and young people information and skills, safe environment training is also a reportable part of the Page 2 of 5

3 annual audit. Failure to provide training for children and young people will result in the parish or school being listed as not in compliance with the Charter for the Protection of Children and Young People. Safe Environment training in public schools is not an acceptable substitute. The programs reviewed do not meet the Charter criteria. Part 3. VOLUNTEER SPREADSHEET A sample blank volunteer spreadsheet is available for use. However, you can submit a report directly from the eapps database, if you are populating the eapps database with your compliance data. The eapps report should be created for volunteers only and should be legible no # instead of numbers. We will also accept spreadsheets in Excel or PDF formats from Site Administrators who developed their own recording system, so long as the required compliance data is completely provided using dates (not a yes/no or x ). All volunteers working with children must be in full compliance. All fields of the volunteer spreadsheet should be populated with compliance dates. (Volunteers are not required to submit to fingerprinting.) We cannot accept spreadsheets that list employees and volunteers together. POSTED ON THE OPCY WEBSITE UNDER ANNUAL USCCB AUDIT [ Pastors, principals, administrators, business managers and site administrators can download the following documents. Compliance Checklist Form and/or sample blank Volunteer Spreadsheet. Please return the completed forms electronically with the updated IOI Employee Spreadsheet to PGC2015@archchicago.org, using the assigned process level code number found in the subject line of the . The process level code number can also be found on the IOI spreadsheet. The Compliance Checklist Form must be approved by the pastor or principal. Once completed, the pastor or principal will indicate approval via electronic signature. Instructions for Generating Compliance Reports on eapps Database. If the Site Administrator has been maintaining the compliance data for volunteers in the eapps Database, your Volunteer Spreadsheet can be generated through eapps. This is an acceptable format for returning compliance data on volunteers. We will also accept spreadsheets in Excel from Site Administrators who developed their own recording system so long as the required compliance data is provided as dates (not yes/no or x ). This compliance report is only for reporting volunteer data and is in addition to the IOI spreadsheet for employees. We cannot accept spreadsheets that list employees and volunteers together. Page 3 of 5

4 RETURNING AUDIT DOCUMENTS All audit documents should be returned electronically. The COMPLIANCE CHECKLIST FORM, IOI EMPLOYEE SPREADSHEET, AND VOLUNTEER SPREADSHEET need to be saved on your computer and returned to as attachments to an . Use your process level code number found in the subject line of the . The process level code number can also be found on the IOI spreadsheet. You will receive a confirmation from the PGC2015@archchicago.org account when your audit documents are received. If you do not receive a confirmation within 2 business days, please make sure you used the correct address for your audit return, then, if needed contact your Vicariate OPCY staff member. TIMELINE The deadline to return all three completed Audit Data Collection documents is Friday, April 17, Even if you do not have any changes to the IOI Employee Spreadsheet, you must return ALL THREE COMPLETED DOCUMENTS to the PGC address (PGC2015@archchicago.org). The return date for the audit falls after Holy Week and Easter. Please plan accordingly so that you are able to return the documents by the deadline. OPCY SUPPORT/HELP: If you and/or your Site Administrator have questions regarding this electronic mailing, or need assistance, please contact the OPCY staff member who has been assigned to your vicariate: Vicariate 1: Jan Slattery, 312/ jslattery@archchicago.org Vicariate 2: Carol Morrone, 312/ cmorrone@archchicago.org Vicariate 3: Mayra Flores, 312/ mflores@archchicago.org Vicariate 4: Maricela Gonzalez, 312/ magonzalez@archchicago.org Vicariate 5: Carolyn Perz, 312/ cperz@archchicago.org Vicariate 6: Judy Gavina, 312/ jgavina@archchicago.org High Schools: Carolyn Perz, 312/ cperz@archchicago.org One-on-one assistance can also be obtained by meeting with the Compliance Service Representative, Carol Morrone, in the Vicariate Offices. You can schedule an appointment with Carol by contacting her at or cmorrone@archchicago.org. Her schedule in the Vicariate Offices is: Vicariate I fourth Thursday of each month Vicariate II second Wednesday of each month Vicariate III third Tuesday of each month Vicariate IV second Tuesday of each month Vicariate V fourth Wednesday of each month Page 4 of 5

5 Vicariate VI first Wednesday of each month FOLLOW-UP: The OPCY staff member assigned to your vicariate will follow-up with any site that has not returned the three parts of the data collection and/or if additional clarification is needed. Page 5 of 5