POLICIES REGARDING POLICE CHECKS

Introduction

It seems that there are no consistent requirements among Insurance Companies for police checks. The key is due diligence and does the church’s policy regarding abuse describe the due diligence well and is it approved by the church’s insurance company? In our conversation with Insurance brokers that are active in the provision of insurance for churches, there seemed to be some flexibility in their requirements. However they do require Police Checks on staff and volunteers who work with children and youth.

Proposed policy regarding Police Checks

  1. Have an “Abuse” policy in place that includes a “Police Check” process. A sample abuse policy from one of our affiliate churches is on the Vision Ministries Website – type “abuse policy” into the search bar.
  2. Volunteers who work with children and teens under the age of 18 are required by most insurance companies to have a police check. Frequency varies from to company to company.
  3. Determine who should pay for the police check – the individual or the church.
  4. In between police checks, have a declaration prepared and signed indicating “no change” since the last Police Check. This avoids unnecessary cost and administration.

Sample Declaration:

  1. Name and address of staff member or volunteer.
  2. Position in the church.
  3. Type of ministry in which they serve.
  4. A declaration similar to the following:

I declare that since the last criminal background check that I have had no convictions under the Criminal Code of Canada up to and including the date of this declaration. In addition, I know of no complaints or investigation into my actions or behaviour.

This declaration is made in the City of ______in the Province of ______, this ______day of ______, 20___

Sign ______Print name ______

  1. Be aware of the Privacy rules regarding sensitive information.
  2. Keep all Police Checks and Declarations in a secure file for insurance purposes.
  3. Confirm with the Insurance Companythat covers the liability issues of the church,that your process is satisfactory for insurance purposes.
  4. Verify with your insurance provider that your abuse policy meets their standards.
  5. Maintain the Insurance Company’s approval on file.
  6. Obtain legal advice if the Police Check reveals activity that may expose people to danger and proceed according to their advice.
  7. The Leadership Team of the church should review the policy every five years and advise their Insurance broker of any amendments.

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