PURPOSE
Oak Bay United Church (OBUC) has a duty to maintain the individual’s right to privacy and a duty to protect vulnerable persons. This policy provides guidelines to ensure that Oak Bay United Church is following United Church of Canada requirements (Faithful Footsteps) and providing due diligence with respect to personnel who work with vulnerable persons.

POLICY
All staff and volunteers who work with children and vulnerable people will complete criminal records check and vulnerable person check. 
A vulnerable sector check is a police information check plus a check to see if a person has a record suspension (pardon) for sexual offences. 
Vulnerable persons are minors or an individual age 19 or older who has the functional, mental, or physical inability to care for themselves. 
Staff will complete this check in accordance with United Church of Canada policy timelines.
Volunteers will complete this check every 2 years.

PROCEDURES for Criminal Record and Vulnerable Persons Checks (VPC) for staff and volunteers who work with children, and vulnerable people. 

STAFF: 

• Staff will access online the criminal record check form and VPC form as soon as hired and thereafter, as required by United Church of Canada policy. 

• A copy of the returned form will be retained on the staff member’s file. 

• The staff member will keep an original of the record.

  VOLUNTEERS: 

• Volunteers who work with children or vulnerable adults will be asked for a criminal record /VPC check. 

• The office administrator, on behalf of the lead minister provides a letter to the volunteer indicating that the person is a volunteer with OBUC who requires a check. (Needed for police) 

• The volunteer will go to the police office that is closest to their home address, produce the letter and request the check. 

• Upon receipt of the check, the volunteer will show the administrator the check. The original of the record will be returned to the volunteer. A copy of the returned form is not required unless the check requires further consideration by the lead minister and/or Ministry and Personnel. 

• The administrator will view the record and check for completeness. Then, the administrator will create a document with the following information: name of the volunteer, date of the check, the name and signature of administrator indicating it has been viewed and checked for completeness 

• This information will be kept securely, for 2 years. If the volunteer is still serving in areas requiring a criminal record/VPC check, the volunteer will be asked for a new record check by the administrator at that time. 

• The administrator will ensure that the renewal request is made with sufficient notice to allow continuity of service.  

• In the event that the volunteer is serving in more than one program that requires a check, one record check will suffice. 

• The existence of a criminal record is not in and of itself sufficient to preclude volunteering. The recorded information must suggest a threat or concern to those being served. It is also relevant how recently the offence occurred. (For instance, a bar fight when someone was 18, no further issues, and the person is 45, might not be considered a concern.) 

• Should there be a record, but not one that precludes the person serving as a volunteer, these records are confidential and will be known only to Lead Minister and Ministry & Personnel Chair (or in the chair’s absence, another M&P member). The principle is “a need to know” basis. 

• When there is a record, the lead minister shall, in consultation with the Chair or a member of the Ministry and Personnel committee determine whether the record presents a deterring problem. 

• If a person is not able to serve as a volunteer, they shall be advised as soon as possible by the lead minister. The documentation indicating that the person cannot serve will be retained confidentially, securely, and indefinitely.