Background Checks Policy of the Diocese of Trenton
Regarding Criminal History Background Checks
For Employees and Volunteers who have Contact with Children and Young People

As its June 2002 General meeting, the full body of the United States Catholic Bishops approved of the Charter for the Protection of Children and Young People. The Charter was finalized at the Bishops’ November 2002 General Meeting. Article 13 of the Charter instructs each Diocese to evaluate the background of all diocesan and parish personnel who have regular contact with minors. As part of its commitment to implement the Charter and in furtherance of its commitment to protect our children and youth, the Diocese of Trenton adopts this Policy of Criminal History Background Checks.

The Policy mandates criminal history background checks for all priests, deacons, and seminarians even if during the course of their ministry they have no contact with minors. It mandates criminal history background checks for all religious, employees, volunteers and third-party vendors who during the course of their work or volunteer activity at any Diocesan entity, have direct contact with minors. This applies even to those who have one isolated contact with minors if that contact involves an overnight activity.

Background checks will be obtained through fingerprint analysis conducted by the New Jersey State Police and the Federal Bureau of Investigation. Fingerprints will be taken by Sagem Morpho. The program will be administered by the Diocesan Office of Administrative Services and coordinated on the local level by designated diocesan, parish, and school representatives.

The policy provides that persons who were convicted of, or plead guilty to, crimes and offenses involving sexual misconduct or physical violence will not be permitted to work with, or volunteer in the presence of minors. Persons who were convicted of, or plead guilty to, lesser crimes and offenses cannot work with, or volunteer in the presence of, minors unless express written permission is given by the Diocese after an investigation into the facts surrounding the conviction or plea. The same holds true for persons who are charged with committing a crime, but were not convicted or did not plead guilty.
All investigation will be implemented by the Director of Administrative Services and the Chief Administrative Officer of the Diocese of Trenton.

The Policy is effective throughout the Diocese of Trenton as of January 1, 2004
Revised 5/2009
Diocese of Trenton
Background Checks
Policy Outline

Who must be checked?
• All Priests, seminarians and deacons regardless of their ministry
• All candidates for the ILEM and the Diaconate
• All religious and all Diocesan employees and volunteers who during the course of their employment or volunteer activity have ongoing, un-supervised, consistent contact with a minor or an ongoing basis or will have contact with a minor or one occasion involving an overnight activity. These include but are not limited to the following:

   o Parish catechetical leaders and staff
   o Religious Education teachers, aides & support staff
   o Directors and staff of Youth Ministry Programs
   o Directors of children’s and youth choirs
   o Adult scout leaders
   o Summer camp personnel
   o Maintenance Staff including contracted staff
   o Regularly scheduled volunteers in schools
   o Altar Server coordinators
   o Athletic Coaches

Criminal History Background Check Updates
All criminal history background checks must be updated every four (4) years.
In October of each year, parishes, schools, and each department of the Diocese and each other entity affiliated with the Diocese that deals with minors must review its list of volunteers and employees who are required to have criminal background checks. Anyone who completed a criminal history background check, through the Diocesan process more than four years prior must have an updated check through the Sagem Morpho process.
For example, in October, 2008, updated criminal background checks must be performed on anyone who has a completed check, anyone who has an incomplete check or anyone who was passed on an appeal, during the years of 2003 and 2004.

All criminal history background checks and updates must be performed through the new Sagem Morpho process on a yearly basis. Please make sure that all volunteers/employees use the new 3.0 version of the Universal Applicant Form.

All criminal history background updates must be completed no later than December 31st of each consecutive calendar year.

Identification Cards
• All employees and volunteers (including coaches) who have completed a Criminal Background Check, will be issued a Diocesan identification card, which must be worn at all times during the performance of their respective jobs or volunteer duties for the Diocese. This includes, but is not limited to, Scout meetings, sporting events, and Religious Education classes. Failure to wear and display the ID card could result in the temporary removal of the individual(s) from an event, activity, or school.
• Temporary ID Cards will be issued for new volunteers and employees for a 30 day period only. All criminal background checks must be completed within thirty days of onset of volunteerism or employment. Failure to adhere to this time line could result in the temporary removal of the individual(s) from an event, activity, or school.

Who will administer the Process?
• Program will be administered by the Diocesan Office of Administrative Services/Child & Youth Protection
• The Diocese and the New Jersey Department of Education will use the New Jersey State Police State Bureau of Investigation and the Federal Bureau of Investigation to conduct a comprehensive evaluation of the individual’s criminal history.
• Costs for the program are the responsibility of the parish or the diocesan department 
where the subject works or volunteers.
• Background checks include: fingerprint identification; state and federal crime records.

How will the Process work?
• Consent forms and Sagem Morpho application form will be handled at the local Parish level.
• A copy of the completed Sagem Morpho form, for each volunteer or employee must be submitted to the Office of Child and Youth Protection to the attention of Margaret Dziminski.
• Results of the background checks are returned to the Office of Child and Youth Protection.
• The Office of Child and Youth Protection will notify Pastors, Principals and Administrators of the results of the background check.
• Notification regarding disqualified applications is handled in a confidential manner and will be sent directly to Pastor.
• Disqualified candidates may request an appeal meeting with the Diocesan Chief Administrative Office and the Director of Administrative Services.
• The Director of Administrative Services will notify the appropriate Pastor, Administrator or Principal when a disqualified candidate can be reinstated as a result of the appeal process.

What is the cost of the Criminal Background Check Process?
• Sagem Morpho
   o Employees - $60.25
   o Volunteers - $26.25
• Costs will be paid by the volunteer/employee. The parish will reimburse the volunteer/employee on the return of the completed application form.
• Volunteers and employees will be reimbursed regardless of the results of the criminal background check.
Note: All fees are subject to change without notice

The Special Cases of School Employees
• Criminal History Background Checks will be conducted on employees, support staff and unpaid school volunteers of Diocesan Schools according to the background check program presently administered by and under the guidelines issued by, the New Jersey State Department of Education.
• All school employees legally grandfathered through the Department of Education are required to have their criminal background check done through the Diocesan process.
• Exemptions
   o Retired Priests