Safeguarding Requirements

Overview: The Episcopal Diocese of Texas requires all volunteers to complete a program called “Safeguarding” which involves screening and training. Teresa Morris is St. John the Divine's Safeguarding Records Administrator and is responsible for assisting volunteers with the process. If you have questions, please reach out to Teresa.

Contact Teresa

45-Day Deadline: Volunteers have a 45-day period to complete all of the Safeguarding requirements beginning when SJD enters the volunteer’s name into the SRS. In the event the volunteer fails to complete the Safeguarding requirements within the 45-day period, the screening requirements remain valid but the volunteer must re-take the training modules.

 1️⃣ Screening

Screening includes:

1. Interview: An SJD representative conducts an interview of the volunteer which may be performed in person, virtually or telephonically and typically takes five minutes.
   
2. SRS: Following the interview, SJD enters the volunteer into the Diocese’s Safeguarding Record Systems (“SRS”) which automates emails regarding “next step” Safeguarding requirements, tracks progress and stores records.  Note that the source of the SRS emails will be usher@epicenter.org.
   
3. Online Application: Following the interview and entry of the volunteer into the SRS, the SRS sends an email to the volunteer with a link to the Diocese’s online application.  The volunteer must complete the online application.  The online application typically takes 15 minutes to complete.
   
4. Reference Checks: As part of the online application, the volunteer provides the names and contact information of four references.  Upon completion of the application, the SRS sends an email to each of the volunteer’s references with a link to a Diocese site.  Each reference must click the link and answer the applicable questions.  If references fail to respond in a timely manner, the SJD representative will send reminders.  The volunteer should also be sending reminders to their references.
   
5. Criminal Background Check: The SRS performs a criminal background check.

Upon completion of the screening, the SRS sends an email to the volunteer confirming such completion. SJD does not have access to the data in the SRS but is able to track the volunteer’s progress.

2️⃣ Online Training

Upon completion of the screening, the SRS sends an email to the volunteer with a link to a Diocese site with training modules. The email lists the modules the volunteer must complete based on the work they will be doing. Volunteers are typically assigned four training modules, each of which takes 20 minutes to complete.

This platform can be hard to navigate, if you run into any problems completing the online modules, please email Teresa Morris for guidance.  

Upon completion of all assigned modules, the SRS will send an email to the volunteer confirming such completion.  The volunteer must complete the online training modules prior to the live training.

3️⃣ Live Training

In addition to the online modules, certain volunteers must complete live three-hour training which will be performed either in person or virtually.  Live Training is required for the following volunteers:

1. Children: Volunteers working with children under the age of 18.
   
2. Vulnerable Adults: Volunteers working with vulnerable adults which is defined as an adult who is infirm or diminished in capacity due to age, illness, or disability or due to a language barrier.
   
3. Supervisors: Volunteers who have oversight responsibilities for a ministry program or personnel in a ministry program.

Upon completion of the live training, the volunteer has completed the Safeguarding requirements.  The SRS will send an email to the volunteer confirming such completion. 

For the convenience of our parishioners, Jennifer Weston and Leslie Loftis are Safeguard-certified trainers who periodically perform live training.

The Safeguarding certification is valid for five years.

Renewal: Upon expiration of the Safeguarding certification, SJD will contact the volunteer and provide guidance regarding the renewal process which involves a criminal background check and some online and live training.

Records: A list of all volunteers and the training they have completed will be kept by St. John the Divine. Once you have been safeguarded for one ministry, you will be able to serve in any capacity that requires the same (or fewer) components. Conversely, some ministries may require additional training.