Volunteer Clearances (Safe Environment)

To comply with the mandates of the church, all parents and adults wanting to participate in any school activities (field trips, classroom visits, cafeteria shifts, etc.) or any parish ministries (faith formation, youth ministry, social ministries, etc.) are required to complete and submit the following items below.

NOTE: Because these take some time, parents and adults are highly encouraged to start this process early so that clearances will be in place when activities arise.

Important Notes:

1. Photocopies of clearances obtained through work or other volunteer positions can fulfill some requirements. Please submit copies by email (preferred method), or to the parish office, ATTN: Jo Scheller.                       NOTE: To mail copies, please send to Holy Sepulcher Parish, Attn: Jo Scheller, 1304 E. Cruikshank Road, Butler, PA 16002 (this is the mailing address to send clearances to even if you are from Saint Kilian). 
2. Most clearances are not formatted to work correctly on cell phones or iPads. Please use a regular laptop or desktop PC to complete your clearance applications most easily.
3. Allow one week for your clearances to be received and entered into your files by our staff. We are blessed to have a large parish with many needs.
4. Once ALL of your clearances have been received, you will be sent a CONFIRMATION EMAIL. If you have not yet received this email, you have not been cleared for volunteering at this time.
5. Clearances received are entered into your electronic record - this allows you to volunteer anywhere in the Diocese without having to provide paper copies or transfer files.
6. If you are unsure of your clearance status, please complete our online Clearance Review
7. You will be contacted once your clearances are ready to be renewed. The PA Child Abuse report and the FBI (waiver or fingerprinting) clearances both renew every 5 years. "Protecting God's Children" online training needs renewed every 3 years. All other items are a one-time requirement.

 Items to be on file:

1. Diocesan Database (now through Virtus website)
2. PA Child Abuse Clearance (valid for 5 years)
3. FBI Fingerprinting or Waiver (valid for 5 years)
4. Protecting God's Children (Virtus) online training - needs renewed every 3 years
5. Mandated Reporter Training *only for ministries involving children. Please email to confirm whether or not this is needed for your ministry.

INSTRUCTIONS FOR COMPLETION
 

#1 - DIOCESAN DATABASE (VIRTUS)  *begin here

• Log in at www.virtusonline.org
  • If you have previously used the Virtus website to complete an online "Protecting God's Children" training, this is the same username and password. Please do NOT create a new account - use the password retrieval link or email Jo Scheller to have that reset on your behalf (jscheller@saintmark.org).
  • If you are creating a new account, you will be asked to select the Archdiocese/Diocese/Religious Organization. Please select Pittsburgh, PA (Diocese). On the next page, you will need an access code. The access code is protect (all lowercase).
    • You will create a username and password next. Please keep this information for the future since clearances will need to be renewed periodically.

• Follow the steps included in this database to complete the following clearances. If you already have a clearance, please submit a copy either as an email attachment (preferred) or by dropping it off at the parish, ATTN: Jo Scheller. You do not need to re-do a clearance in order to get to the next step in this database (to get past it, open the link and then close the tab again and keep going).

#2 - PENNSYLVANIA CHILD ABUSE REPORT (20 minutes, renews every 5 years)

• Please email Jo Scheller for your payment code prior to completing this clearance. Contact information is at the bottom of this page.
• Complete the Pennsylvania Child Abuse Clearance form online at PA Child Abuse Clearance
  • If you have previously completed a PA Child Abuse application online and have a KEYSTONE ID (username), please select "Individual Login."Once logged in, select "Access My Clearances." You will see your previous clearance number. Please click on the "e-clearance ID" to review all previous answers. If everything is still correct, to the right of that e-clearance ID you will see "resubmit." This is ONLY if your clearance has not yet expired. If you do not see the choice to resubmit, please click on the top of the page to "create clearance application." You will follow the instructions as if you were doing this from scratch (see below), HOWEVER, your previous clearance information will already be filled in so it will be much quicker.
  • If you do not have a KEYSTONE ID/login information for this website, click on "Create Individual Account." The first question asks you for your "Keystone ID" - this is your username; please create one between 6-10 characters. Once you complete that brief page, you will see the message that your new Keystone ID and your temporary password have been emailed to you. You will use that information to fill out the actual Child Abuse application by logging in again at PA Child Abuse Clearance  but this time you will click on "Individual Account" and then click on "Access My Clearances."
• When asked about the purpose of this application: If you are a volunteer, select “Volunteer having contact with children” as the reason for your application. If you are an employee, please email me for employee instructions.
  • For Volunteer Category select "other." For Agency Name type in the name of the location where you will be volunteering the most at.
• Listing your social security number is optional, however, if you do choose to list it results will usually be returned within a week or less. Without the social security number, results may take up to two weeks.
• The last step of this application (“Application Payment”) will ask you if you have been provided with an authorization code. Select YES.  Enter the code that was emailed to you (requested before beginning this clearance).
• If you receive an error message, please save your work and request a new code. Without using that code we are unable to retrieve results on your behalf.
• If I am able to retrieve results on your behalf, I will email you once all requested clearances are received. Otherwise, please email (preferred), mail, or bring a copy for your files, ATTN: Jo Scheller.
• NOTE: Please save a copy of your username and password. This clearance will need renewed every 5 years. Your information will be saved for you and renewal will only require a review if you have saved your login information.

#3 - SIGNED FBI FINGERPRINT WAIVER (or fingerprint results - renews every 5 years)

You are eligible to sign an FBI waiver (fingerprint waiver) in lieu of getting fingerprinted as long as you have lived in PA for the past 10 years consecutively with none of the felonies listed on this document. The database will tell you to print the document, sign it and return it back to me. INSTEAD, please use our electronic option (preferred) so that you can sign it digitally (nothing to return to me). You will need another adult to sign the form with you if you choose to sign digitally. If you do not have another adult available, please print the paper form instead.

You will need to CLICK on the "Click here to begin your FBI clearance" link to do so before being taken to the next step.

CHOOSE ONE:

Have you lived in PA for 10+ years (with none of the felonies listed on the waiver)? If yes, you are eligible for signing the fingerprint waiver for volunteers. You can either do this electronically or in paper form. To do this electronically click here Electronic Submission for Fingerprint Waiver or to do this in paper form, print here Paper Submission for Fingerprint Waiver –print this form and sign it, verified by a witness (any adult 18+ can be your witness). Please email, mail, or bring a copy for your files, ATTN: Jo Scheller. If you do not qualify for a waiver, please complete the instructions below.

OR 

Have you lived in PA for less than 10 years OR have at least one of the felonies listed on the FBI Fingerprints WAIVER? -you will need to submit fingerprint results. PRE-REGISTRATION is required before getting fingerprinted. The parish covers the fee for fingerprinting. 

• Go to https://uenroll.identogo.com/, to start your registration you will see: “Enter Your Service Code To Get Started.” The code is different depending on whether you are a school volunteer, parish volunteer, or school/parish employee. Please email Jo Scheller if you do not know your correct application code.
  • Volunteers use 1KG6ZJ (the last letter is a J - not an i or l)
  • Employees must email Jo Scheller for the correct code.
• On the next page select “Schedule or Manage Appointment”
  • You will be asked if you have been given an authorization code for payment (this is different from the code in step 1) - select “NO”
  • You will be asked to select a form of ID – the name on your ID must match EXACTLY what you enter on this form. You must have this ID with you in order to check-in or you will not be fingerprinted.
  • Once you are finished with the steps, you will be directed to select a location (you must select a location – you will then be given the option to select appointment time & date OR to select “walk-in”)
    • *please note, at least one location reportedly refused a walk-in from our parish. Appointments are highly recommended.
  • The final page should have the message “You have successfully pre-enrolled.” Please print for your records using the print icon in the upper right corner of this page.
• You will need a credit card or money order for payment at the location site (no cash).
• Depending on your code, results will either be mailed to you or you will receive notification by email. If you receive an email that has the link to access your results, BE READY TO PRINT before accessing this link as you will only be allowed to open it one time. The report will state that it is an "unofficial copy"- this is the copy we use for volunteer purposes. No other "official" copy will be mailed to you.
• Once completed, please submit your payment receipt (for reimbursement) and a copy of your fingerprint report results by email (preferred), mail, or bring a copy to the office, ATTN: Jo Scheller.

#4 - PROTECTING GOD’S CHILDREN (VIRTUS) online class - renews every 3 years

• If you are NEW to the diocese/database you will complete this as part of the database steps. It will take a day or two for the diocese to process your account - once they do they will assign the needed training. If you do not see it yet, please allow 24-48 hours for processing. Select the online session option (it is towards the end of the list). PLEASE NOTE: there is a trauma-sensitive version available by request
• If you are NOT NEW to the database and/or need to renew your training: 
  • go to http://www.virtus.org to log in with your VIRTUS account (renewals are due every 3 years). If you have forgotten your login information, please do NOT create a new account as that makes more work for all in consolidating your two accounts. Please email Jo Scheller (contact info is at the bottom of this page) to retrieve your login information.
  • Renewals/updates that are due will be visible on your home page on the "Trainings" tab.
• You will need audio for this course. The total time of completion is 60-75 minutes for the original training. Renewal training has 2 parts and will take 90 minutes to complete - a review of the protection of children is part 1; a new section on vulnerable adults is part 2).
• VIDEO INFO:  to view the videos, please hover over the screen/square to select the play button. Do not fast-forward through the videos - this causes the program to get stuck and then we need to contact their help desk as I cannot correct this on my end.
• IMPORTANT: there is a written, no video, trauma-sensitive version for anyone who has a history of childhood sexual abuse or has a family member affected by abuse. That alternative version is available on an individual basis and comes directly from the diocese to the applicant requesting this version. Please email Jo Scheller (contact info below) for how to request that alternative training. 
• NOTE: no need to print this certificate as it can be retrieved from your account on your behalf, HOWEVER, please notify Jo Scheller when completed so it can be entered into your file (both online and physical copy). Unfortunately, the system does not provide auto-notifications when applicants complete this step.

#5 - MANDATED REPORTER TRAINING (online class)

NOTE: Most general parish volunteers do not require this step (such as lectors, ushers, Eucharistic ministers, etc).  However, all school volunteers and all who minister to children must complete this step that is mandated by the state ("Mandated Reporter Training"). Most applicants find this online video and text training to take around 3 1/2 hours. You can do this in sections; it does not need to be completed all at once.

• The needed training course is offered by the University of Pittsburgh online: Mandated Reporter Training
• On the left-hand side click on "Don't have an account? Click here" - to answer the questions to create your account. A username and password will be automatically generated for you. You will need this to LOG BACK IN to begin your course.
• Once you are logged in, click on "access your course" and follow the instructions.
• This training takes approximately 3½ hours but can be stopped after each section (save it before exiting) and returned to at a later time. If you are asked if you are a Mandated Reporter (3-hour credit class) or Permissive Reporter (2-hour credit class) - click the option for MANDATED; you will need the 3-credit course to fulfill this requirement. Upon completion of that training you will be issued a certificate. Please email (preferred), mail, or bring a copy of that certificate to the parish, ATTN: Jo Scheller   
• NOTE: This class is similar to the “Protecting God’s Children” course above but is a separate requirement mandated by the state of Pennsylvania. Completion of both is required for your clearance file.
• There are other providers of this training. Some can be used in place of this requirement. If your training certificate has a 2014 or newer date of completion and lists 3 credit hours, it may be acceptable. Please email Jo Scheller to verify.

If in going through these items you find that the instructions no longer match the steps for completing a clearance, please let us know.

When you have completed the above requirements you will receive an email stating that you are eligible to volunteer (and a BIG THANK YOU for completing this process!)

If you have any of the listed documents already you may email (preferred), mail or drop off the items, ATTN: JO SCHELLER. To mail items please mail to the Holy Sepulcher location -  that is where the Safe Environment files are located for both Saint Kilian and Holy Sepulcher. The mailing address is Holy Sepulcher Parish, ATTN: Jo Scheller, 1304 E. Cruikshank Road, Butler, PA 16002.

For questions contact Jo Scheller, Safe Environment Coordinator (email preferred)
[email protected]
                                                724-586-7610, ext. 3305                                                 

         We are so grateful to the many adults who complete clearances each year,

THANK YOU!