Our diocesan policies, Ethics and Integrity in Ministry, are rooted in the Catholic understanding that each individual must be respected and honored. Jesus had a deep, abiding respect for each human being and would not harm or mislead anyone in their personal or spiritual life. We must attempt to do likewise. Our policies cover four areas of possible harm: immoral conduct, exploitation, harassment and abuse.

Specifically regarding prevention of abuse, the EIM policies require all employees and any volunteer serving in a ministry to minors, (those under 18 yrs old) or vulnerable adults (any adult uniquely vulnerable to abuse because of physical or mental disability), is required to:

• Complete the Application for Ministry for employees and volunteers that includes a release of information to conduct a criminal background check (click here to begin or continue an electronic application – eAppsDB); and
• Attend an EIM workshop (click here for a schedule of workshops), which includes a review of the policies of the diocese, every 3 years.

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Although this is not a complete list, at a minimum the following areas must comply with this policy:

• clergy (priests and deacons)
• women and men in consecrated life
• seminarians and deacon candidates
• directors of religious education and catechists
• youth ministry employees and volunteers
• nursery employees and volunteers
• school administrators, teachers, staff and classroom volunteers
• all parish staff
• maintenance and food service providers in schools and parishes, whether contract or employed by the school or parish
• leaders and volunteers of Catholic Scout (Boy and Girl) troops and other such organizations chartered by, or which meet on, any parish, school or diocesan property
• members of service organizations that may sponsor events for youth as part of their service to the parish  (Knights, Men’s & Ladies clubs, Vocations groups, etc)
• children’s liturgy ministers and all liturgical ministers (ie hospitality/ushers, choir members, lectors, Extraordinary Ministers of the Eucharist, etc).
• anyone (including parents and adults in host families) involved in overnight events
• anyone transporting minors in vehicles
• anyone involved in a one-on-one or home-based ministry with minors or vulnerable adults
• Extraordinary Ministers of the Eucharist who visit people outside of  church (hospitals, nursing homes, private homes, etc.)
• anyone serving in a program for minors or vulnerable adults that is hosted on church or school property.
• individuals in parish leadership (pastoral, finance and stewardship council members, ministry and organization leaders) are encouraged to be EIM compliant). This may be a requirement by the pastor.

An individual who fills a one-time need in ministry to minors or vulnerable adults may be granted a one-time exception by the pastor, principal, as long as the individual is supervised by other EIM certified persons.  If the individual has neglected to take advantage of opportunities to complete the EIM process, such exception is not likely to be granted.

(Reference June 6, 2003 Friday e-pistl and update Policiese)

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The diocesan website has detailed information about the EIM process. Each week in the Friday E-Pistle, a suggested bulletin/newsletter announcement is offered, along with a list of currently scheduled EIM workshops which parishes and schools can make available to their communities. EIM brochures and information bookmarks can be requested by the parish/school for distribution.

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1. It is preferred that the individual complete the application on the secure Internet site as soon as they decide to participate in a ministry at the parish or school.
2. If the individual does not have access to the Internet, the parish/school may provide an application by printing one from the diocesan Web site or may be obtained from the parish or school office.
   The application can be filled out and returned to the parish/school office. If the parish/school EIM administrator receives an application on paper, they should enter it into eAppsDB using a unique ID and password for that individual. They may also forward it to the diocesan EIM Office, PO Box 15405, Austin TX 78761-5405, and the diocesan office will make sure that the application is entered into eAppsDB.
3. The paper application is available in Spanish. The Internet site is not available in Spanish.

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The information we are requesting only meets minimum standards for child service entities. We may in the future be required to ask for even more information. The length of the application sends a message to potential abusers that we are taking our policies seriously. We continue to express appreciation to our volunteers for participating in this system that is intended to thwart potential abuse of our children. Please send any concerns about the application to Emily Hurlimann at emily-hurlimann@austindiocese.org.

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Although a Social Security Number is not required to complete a criminal records check, professionals recommend that we continue to ask for it. SSNs are used to confirm a criminal record and often rules out individuals in instances of common names/aliases, etc. For those who do not have a Social Security Number or are not comfortable in providing it to their church, we ask that a letter of reference from the pastor to be kept on file in your parish offices. Lack of a Social Security number should not keep anyone from volunteering or ministering in our diocese. Individuals without a SSN may enter “111-11-1111” into eAppsDB to complete the application online.

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Enter n/a or not applicable on the form.

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Approximate dates are acceptable.

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This is completed by the diocese after an application has been submitted through eAppsDB. Information is sent to the DPS electronically in a highly secured method required by the DPS and recommended by electronic security experts. The results are held confidentially by diocesan officials. The diocese will conduct a criminal record re-check every three years for each person. The individual does not have to re-enter their application for these tri-annual record checks to occur. There is no charge to the parish or school for the record checks.

How is the criminal record information held confidentially?

As the result of a background check, the status of an individual can be designated in eAppsDB as:

• Approved for ministry (by diocese and/or parish)
• Restricted for ministry (by diocese and/or parish)
• Rejected (by diocese and/or parish)

Each parish, Catholic school and diocesan agency has an EIM administrator (often a business administrator or secretary and/or the pastor or principal) that confidentially monitors the information for their location only to make sure the site remains in compliance with the policies of the diocese. Only the pastor or principal is advised of background check results to help determine the status of the individual

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This means something has come back on a criminal background check from DPS that must be reviewed. The Coordinator of the Office of EIM receives the report from DPS, notes “restricted” into eAppsDB and notifies the EIM administrator at the parish/school/agency that there is an individual whose status is restricted. The individual will typically be contacted by the pastor or principal to review the information and a decision will be made about the status. The Coordinator of the Office of EIM will consult with the pastor/principal and note the decision in eApps.

A ‘rejected’ status means that the individual should not be involved in any kind of ministry with minors or vulnerable adults.
‘Restricted’ means that the ministry is restricted in some way. For instance, the individual may not be allowed to transport minors in vehicles.

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Yes. eAppsDB provides the initial tier of screening, so that a parish/school can accept, restrict or reject a volunteer or employee’s service to children and vulnerable adults. However, the EIM policies state that “Additional screening procedures, such as reference checks and face-to-face interviews, are recommended.” References should be checked and interviews conducted for all employees and those volunteers about whom there may be questions. The parish/school should determine how references and interviews might be used to do “random checks” of existing volunteers.

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The EIM workshop was formerly referred to as Protecting God’s Children. Research shows that the most effective way we will be able to stop abuse is through education. That is why we are asking attendance at a workshop. The workshop uses a video presentation, with a workbook and discussion to educate about the issue of child sexual abuse. A review of diocesan policies is also conducted at the workshop, which typically runs about 3 hours and is held at parishes and schools throughout the Diocese. There is no cost to attend the workshop but you must contact the host location to reserve a space and materials.

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Both you and your parish/school. The parish/school you designate will receive the copy of the blue Code of Ethics, which all workshop participants have signed. The EIM administrator for that site enters the date into eAppsDB. Individuals can not record their own attendance. It is important that you keep your own Certificate of Attendance as verification that you attended the workshop.

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Either the blue-colored Code of Ethics form or the buff-colored Certificate of Attendance can be used to verify attendance. If neither one of those forms is available, please contact Colleen Schiller in the Communications Office at (512) 949-2400 with the name of the individual, the date and location of the workshop that they attended, and a daytime phone number for the individual.

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If you have completed the entire EIM process at a parish/school/agency in this diocese, you are in the eAppsDB system and your new parish/school administrator can look you up and add your new affiliation – that’s it. Coming from another diocese, you must complete the Application for Ministry (through eAppsDB). Documentation regarding attendance at a workshop in another diocese can be given to the parish/school EIM administrator who will contact our EIM office for review. Some programs are compatible and some are not. The policies of the Diocese of Austin will still need to be reviewed and the Code of Ethics signed and workshop attendance is required every 3 years from the date of the individual’s previous workshop date.

Note: Per diocesan policies, applicants should be registered members of the parish/school community for at least six months prior to beginning service in ministry with minors. Exceptions may be made by the pastor or principal.

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The Diocese strongly recommends against placing minors in any supervisory-type position generally reserved for adults. This would include such responsibilities as taking children to the bathroom and providing nursery care. As the “future of the Church” young people are encouraged to become engaged as stewards of their gifts by sharing their talents and time with their parish/school communities. Minors may participate in VBS, nursery care and other ministries as “helpers”, under the supervision of EIM compliant adult program sponsors and supervisors. In these circumstances, they are encouraged to complete the Called to Protect for Youth program as part of their RE or Catholic school curriculum and do not need to attend an EIM workshop or complete an Application for Ministry as is required of adult volunteers.
However, any minor that a parish/parent chooses to place in an adult-type position shall complete the entire EIM process, including the EIM workshop, to help them fully understand what it means to be in a leadership position in ministry. Because of the topic of the workshops, the parish or school may wish to ensure that their parents/guardians be informed of the workshop, or ask the parents/guardians to attend the workshop with their minor. The diocese does not require that a parental consent form be completed before a minor can attend a workshop. A background check will not be run until the applicant reaches 18 years of age.

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