Background Checks

Background Check (BGC) Process

The Archdiocese has two types of background checks:

The Basic Check

• These checks are completed by Clergy, Religious, Seminarians, Volunteers who work with Youth and Vulnerable Adults, Parish and Agency Employees and sort-term Contractors. 
• Contains: Indiana Court Record Search and Criminal National with SSN and Sex Offender Registries. 

Teacher/School Employee Check: (contains two separate parts that must be completed)

• These checks are completed by Principals, Vice Principals, Teachers, Substitutes, School Staff and all Maintenance workers at Parishes with Schools. 
• Contains: Federal Criminal Check- National, Criminal County, Criminal National w/ SSN and Sex Offender Registries.
• The Indiana Dept. of Child Service Check (DCS) will be emailed from kidtraks@dcs.in.gov. to the email address provided in your Background check submission. 
• You will be asked to enter all past addresses dating back to January 1, 1988.  If you need assistance, contact their helpdesk DCSHelpdesk@dcs.IN.gov or go to https://www.in.gov/dcs/files/CPI_CPS_Portal_FAQs.pdf.

Background checks are submitted within the Safe Environment training and will require:

• Personal email address
• City where employee will be working, not city of employee’ residence
• Name of school/ parish/agency the employee will be working or volunteering
• Accurate designation of position type. School Employee/Teacher or Clergy/Parish Employee/Volunteer
• When a rehired employee goes through Safe Parish, Barada checks for a previous background check on file. Barada determines whether or not to run a new check based on the time elapsed since the last background check.  If Barada determines a new check is required, Barada will run a new BGC as applicable for the position.
• If Barada determines a new check is not required, Barada will return the compliant check on file and not run a new check.

Quarterly Monitoring

• All active employees will be assessed via quarterly monitoring.
• Quarterly monitoring captures any changes that may have occurred in the last 3 months.
• School employees are also monitored, but the expanded checks are only processed once every five years.
• Flags (criminal reports) on Quarterly Monitoring will be reviewed by HR. Any decisions will be made in collaboration with HR/General Counsel and consultation with location.

Re-Checks for School Employees

• Background checks will expire after five years. Employees will be renewed as long as they are actively working.  Volunteers will need to log into their Safe Parish profiles and submit a  new check to remain in compliancy.
• Barada tracks all school employees for expiration of expanded criminal checks and DCS.
• In the spring of each year, HR receives a master list of those due for a re-check in the next calendar year.
• Notifications are sent from HR to each location to communicate which employees are due for DCS check and confirmation of the employee’s personal email address.
• Locations are responsible for notifying HR of any employees at their location who will not be returning the following year, and therefore do not need a recheck.
• The location should then notify employees that DCS email is coming and to check their personal email. The DCS portion of the background check will be sent to the employee from the State of IN, kidtraks@dcs.in.gov. 
• Business Manager/ Contact Person at location must monitor completion of DCS process, ensuring employees comply. Barada sends two reminder emails to HR/ Location Manager/ and Employee when not completed.

Access to Background Checks Reports

• Background checks are the property of the Parish/School/Agency that requested the check.  We do not provide the completed checks to the individuals.
• For the Privacy of each individual, background checks are only viewed by a carefully selected employee (SEC) at each location. 
• Processed checks are not to be shared with any other outside organizations.   
• If a flagged report comes back on a background check, the individual will be notified by the location on their employment or volunteer status.
• If he individual wishes to appeal the decision, they can contact the SEC at their location on the process.

Flagged Checks

• If a background check completes with one or more criminal charges listed, Safe Parish will mark the background check box within the user’s profile with a red X.  This pauses the user’s Safe Parish profile from Approving until the background check has been reviewed by the location and discussed with HR as to approve, approve with a specific restriction or not approve to work or volunteer within the Archdiocese.  Human Resources will not discuss background checks with the individual at question.  It is up to the location to discuss flagged checks with the individual and let them know the decision that has been determined.
• When making a determination as to whether a user with a marked X account can volunteer, we take into account multiple factors such as:
  • The type of crime (infraction, misdemeanor, or felony).
  • The year the incident occurred.
  • How many incidents were reported?
  • Whether the incident involved a child or vulnerable adult?
  • Was the incident physical in nature?
• If a location would like to appeal the decision of the Archdiocese, the location may submit a letter of appeal to the Safe Environment Director, Awunnenberg@archindy.org and she, along with the Vicar General and General Counsel, will determine as to whether that person may proceed with volunteering or employment.