Screening In Not Out

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  • Welcome to the session and introduce facilitator – self or by organizers Identify self as: Volunteer, Grandmother, Daughter, Mother and these are some of the reasons I care about screening See that some of you are in Healthcare and work in the HIV field, share background in this area and other experience. Use example of screen – why we have screens in our homes – let in the fresh air and keep out things we don’t want in our homes. Determine who is in the audience: H ow many are volunteers? W ho are board members (also volunteers)? W ho are paid staff (all staff and then who is responsible for the volunteers full/part time) Will try to keep the demographics in mind as the screening needs of each organization may be different based on the work you are doing. We all need to screen but it needs to be relevant to your organization. Introduce the topic: Screening is all about getting the right people to do the work of the organization History of the screening movement and how the shift has changed. Talk about why we have screens in our homes – (bring example) – keep out things we don’t want, let in the fresh air to keep us fresh. Advise the participants that they will receive/have material that supports this presentation and that they are encouraged to listen and reflect on the topic rather than note taking Record expectations to review at the end of the session. See how closely these expectations match the agenda
  • Review Videoconferencing Etiquette: Remind the group that video conference has wonderful possibilities and some limitations. To ensure each group is able to participate, create a ?/+sign/ Use this if you want to ask a question or + to add to the discussion. When we have break out times, please turn your microphone off! You will have handouts and your site facilitator will distribute them Each of us learn in a different way. For some, the handouts and seeing the ppt is important for others, interaction and discussion is critical. Some people listen and process that way. I will try to ensure that you are comfortable and that your style is accommodated during the session. I will try to give you practical examples and share experiences so that you will see how the principles relate to day to day activities in your organization.
  • Are You Ready? Organizational readiness assessment Determining the Risk (terminology) Duty of Care Standard of Care Position of Trust Boundaries Screening Continuum Conducting Risk Assessment 10 Safe Steps to Screening At the end of the session you.. Will have gained an understanding of what screening is and key terms associated with screening Will have gained knowledge in how to assess your organization’s readiness/awareness for developing a screening strategy Be able to identify the 10 steps to screening and the tools that can be applied in each step Will have gained an understanding of how “screening in” volunteers is part of the “bigger picture”
  • Review of Organizational Readiness Checklist that was done prior to the session or look at as a group and go through the various components – solicit feedback.
  • The most effective way to manage risk in order to keep our clients, volunteers and staff safe is by ensuring a consistent volunteer management process.
  • Who is a low risk client – no client contact and in supervised setting, high risk – vulnerable client in unsupervised setting Person administering the activity – highly trained staff vs volunteer with no/little training. Low – supevised, high one on on unsupervised. Buiding such as school vs. back country campground C rafts, vs. rock climbing
  • Duty of Care Is a legal principle that is designed to protect vulnerable individuals from manipulation or harm. “ The obligation that an organization or individual has to take reasonable measures to care for and protect their clients, staff and organization to an appropriate level or standard.” It is an obligation to exercise a level of care towards an individual, as is reasonable to to avoid injury to that person or his/her personal property. It is based on the relationship.
  • Standard of Care: Refers to the degree or level of service, attention, care, and protection that one owes another. Individuals and organizations are not legally required to absolutely guarantee that no harm will come to their client, their staff, or the community at large. HOWEVER…… “ The standard of care expected in individual circumstances is that of a reasonable or prudent person.” Are the volunteers reasonable and prudent? How can you determine this? Role plays during training and probation; good questions during interviews and comprehensive reference checks, supervision and evaluation. If we want to guarantee that nothing bad will hap p en we should close our doors so we need to be aware of the risks involved with the work we do. Reminder that the higher level of training/certification an individual has raises the standard – nurse giving medical treatment or a social worker leading a support group. Make sure you validate credentials when placing staff (paid and unpaid) in positions that utilize that training – just the same when asking someone to drive as part of their role ( have you check their driver’s abstract).
  • Position of Trust Is a situation in which someone has: Significant degree of authority or decision-making power over another; AND/OR Unsupervised access to another person and their property. A POSITION OF TRUST also involves situations where the success of a program or service depends on the development of a close, personal relationship between two individuals. Examples of roles in a position of trust. Adults with a child, adult with a senior in assisted living, someone who is making financial decisions for persons who are incapacitated. Unsupervised access would include things like home visits, mentoring, meals on wheels etc. E ven doing handy work in a seniors home. The closer the relationship the more difficult it is to monitor and evaluate the work being done – we will talk about boundaries related to these positions of trust.
  • Boundary – a line determining the limits of something, a dividing line distinguishing between two things Why are boundaries so important for volunteers (and staff)? What can go wrong when we fail to define boundaries? Where do we need boundaries? Example 1:   Volunteer and a Mentally Handicapped Client Can the client by the volunteer a coffee can the client take the volunteer to a movie?   Friendly Visitor Client asks volunteer to help them dry the dishes? Is this okay client asks the volunteer to help hang curtains? Is this okay   Boundaries can be difficult to define – a boundary line can be wide. The distinction between right/wrong, good/bad, okay/not okay, appropriate/inappropriate…..may not always be crystal clear. This are decisions that a VM alone does not want to make.   Example: A blinding wind storm.Volunteer works for an agency that states under no circumstances can you transport volunteers. On the way to work, a volunteer sees a client – can they offer them a ride? Why or why not? If they are on their way to the grocery store – can they offer them a ride? Why or why not?     Boundaries decision may “depend” on many variables, some of which can be known ahead of time and others which are situation-specific. For example: position skills of the Volunteer Calgary location of the work needs of the “client” organization risk tolerance organizational values   Why are boundaries so important for volunteers? Increasing volunteer responsibility Volunteers want to be helpful The dangers of good intent Deep volunteer commitment Lack of professional training Unfamiliarity with our sector Lack of awareness of implications   What are our responsibilities as organizations?   Where do we need boundaries? Around positions around relationships   Boundary Decision – Making Tests Golden Rule Headline Explanation to supervisor Witness stand – if you had to, would you feel good about it?
  • Scenario
  • Allow the group to work on this and then report back. Then take a break before the 10 steps.
  • Ask site facilitator to distribute the package to each participant.
  • You MUST is a legal requirement. You must have a drivers license to drive a car as part of your job. SHOULD is a moral/ethical reason for doing something. What CAN we do is dealing with reality. Do we have the people, resources etc. to run a program safely.
  • Determine the Risk: Organization can control the risk in their programs. Examining the potential for danger in programs and services may lead to preventing or eliminating the risk altogether. We will take about risk later in the session.
  • Write a clear position description Foundation for all other screening measurers Clear positions descriptions send a message you are serious about screening Screening standards are always based on the position and not the individual in the position Highly skilled Volunteers
  • Establish a formal recruitment process Important to formalize Be open and clear that not everyone is accepted into your organization Recruiting materials and other publications from the organization should indicate that you thoroughly screen.
  • Use an application form Ask information related to requirements of position Information requests before hiring are more restricted than after the offer is made Ensure it is well designed
  • Conduct Interviews The interview process must be completely objective Should always be based on the requirements of the position Build in behavior based questions
  • Follow-up on References One of the most effective steps in the hiring process Prepare a list of questions based on the position requirements
  • Request a Police Record Check or other Checks that are relevant to the position Be aware of limitations Only one step in the process Are very important in high risk positions Mention the attachment to the handout that describes the changes and how flagging of DOB and gender is causing some delays (most in urban areas) Talk about limitations of record check and mention VA screening assistance.
  • Announced in the 2008 budget that PIC costs would be covered for volunteers working with children, seniors, and disabled. $2.4 million for 3 years VA as administrator – for the sector, by the sector. We will work with the sector to make sure it works. Premier Ed Stelmach and the Government of Alberta has launched the Volunteer Police Information Check Program Funding is provided by Alberta Culture & Community Spirit, through the Safe Communities Secretariat. Volunteer Alberta is the Administrator of the program. ---- Significant amount of money spent by Alberta nonprofit/voluntary sector organizations and individual volunteers to obtain PICs. These administrative costs divert operational funding away from the core services of organizations. These costs serve as a barrier to recruiting volunteers.
  • The program will defray costs for obtaining PICs that nonprofit and voluntary sector organizations would otherwise face, enabling organizations to maximize their funding for front-line services. Edmonton, Calgary, Vegreville, Medicine Hat, Lethbridge, Lacombe, Airdrie,
  • Please note that we are only taking applications online. Applying online, if you do not have access to the internet, can be done at local Volunteer Centres and libraries To save time, make sure you are eligible before filling out the application – we will go over eligibility right now but it is also posted on the website
  • There are two levels of eligibility – you need to first make sure your organization is eligible, and then make sure that your volunteer positions are in “eligible circumstances”
  • Edmonton/ Medicine Hat (insert your community) charges. But if you have a sister chapter in a community that does not charge – they do not need the program. We will now briefly go over some examples of eligibility.
  • VOAN is good for the length of the program, no need to renew for 3 years VOAN is for specific volunteer positions – please review the document and ensure that your organization is using it for the approved volunteer positions. Keep the documentation for succession planning. If the VOA number is abused, we will revoke the VOAN.
  • Not all communities in the province charge for PICs
  • However, organizations need to allocate time for VA to process and mail VOAN applications. The number is good for three years though.
  • 20% of Scouts Canada volunteers in Calgary were getting flagged
  • Conduct an Orientation and Training Session Allows for observation Probation period should be built in Question: Do we always need to train?
  • Supervise and Evaluate Assign someone to supervise and evaluate – the volunteer should know who this person is Base the level of supervision required and the evaluation on the position requirements High risk position or service requires more intense supervision & evaluation
  • Follow up with program participants Listen carefully to participants and communicate with them and their families Introduce spot checks where needed.
  • Screening in not out Screening takes time; a whole process doesn’t happen overnight If there is resistance, remind the volunteer that this is to protect the clients as well as themselves as volunteers Strengthen community Highly skill volunteers Common sense
  • Screening In Not Out

    1. 1. SCREENING IN… NOT OUT! Re-thinking The Screening Process
    2. 2. Ground Rules <ul><li>Listen loudly </li></ul><ul><li>Respect the learning of others </li></ul><ul><li>Everyone has something to contribute </li></ul><ul><li>Take responsibility for your own needs </li></ul><ul><li>Breaks will be provided </li></ul><ul><li>Questions are welcome </li></ul><ul><li>Conversation about the topic is encouraged </li></ul>
    3. 3. Agenda <ul><li>Are You Ready? </li></ul><ul><li>Determining the Risk </li></ul><ul><li>Screening Continuum </li></ul><ul><li>10 Safe Steps to Screening </li></ul><ul><li>Wrap Up </li></ul>
    4. 4. Are You Ready? Conducting an Organizational Readiness Assessment
    5. 5. Engaging People Screening is about the investment in the relationship that your organization has with people – paid and unpaid!
    6. 6. Determining the Risk <ul><li>Level of Risk is dependent upon: </li></ul><ul><ul><li>The client or individual participating </li></ul></ul><ul><ul><li>The person (staff or volunteer) administering the activity </li></ul></ul><ul><ul><li>The level of supervision available </li></ul></ul><ul><ul><li>The setting of the activity </li></ul></ul><ul><ul><li>The type of activity </li></ul></ul>
    7. 7. Duty of Care
    8. 8. Standard of Care
    9. 9. Position of Trust
    10. 10. Establishing Boundaries
    11. 11. Developing a Screening Continuum
    12. 12. Conducting Risk Assessment A female volunteer reading buddy assists a female 10 year old child with her reading. The activity takes place in the public library. The supervisor is always present.
    13. 13. Now Consider This… <ul><li>A male volunteer reading buddy assists a female 10 year old with a disability with her reading. The activity takes place in the back corner room of the public library. The supervisor checks in periodically. The volunteer attended most of the training. </li></ul>
    14. 14. Scenario <ul><li>In small groups, review the scenario </li></ul><ul><li>Consider the following questions: </li></ul><ul><li>How do you handle this situation? </li></ul><ul><li>How is this a screening issue? </li></ul><ul><li>What are the boundary issues? </li></ul>
    15. 15. BREAK!
    16. 16. 10 Safe Steps to Screening <ul><li>What MUST we do? </li></ul><ul><li>What SHOULD we do? </li></ul><ul><li>What CAN we do? </li></ul>
    17. 17. 10 Safe Steps to Screening <ul><li>1. Determine the Risk </li></ul>
    18. 18. <ul><li>2. Write a clear position Description </li></ul>
    19. 19. <ul><li>3. Establish a recruitment process </li></ul>
    20. 20. <ul><li>4. Use an application form </li></ul>
    21. 21. 5. Conduct Interviews
    22. 22. <ul><li>6. Follow-up with References </li></ul>
    23. 23. <ul><li>7. Request a Police Record Check/and other checks where relevant </li></ul>
    24. 24. THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    25. 25. What? <ul><li>Three year pilot program, announced April 8, 2009 </li></ul><ul><li>Provides funding to cover costs of obtaining police information checks for volunteers in eligible circumstances </li></ul><ul><li>Application process where organizations apply for a Volunteer Organization Authorization Number (VOAN), which will be used on PIC forms </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    26. 26. How to Apply… <ul><li>To participate in the VPIC Program, your organization must fill out and submit an online application at: </li></ul><ul><li>http://VOAN.volunteeralberta.ab.ca </li></ul><ul><li>Volunteer Alberta will assess the application and determine eligibility. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    27. 27. What makes me eligible? <ul><li>The organization must perform a community service in Alberta; </li></ul><ul><li>The organization must be a registered nonprofit organization under the Alberta Societies Act , the Alberta Business Corporations Act , Part 9 of the Alberta Companies Act , or a Special Act of the Alberta Legislature; and </li></ul><ul><li>The services provided by the organization involves volunteers in eligible circumstances . </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    28. 28. What are ‘eligible circumstances’? <ul><li>… those who volunteer with individuals who are at greater risk of being harmed than the general population because of: </li></ul><ul><li>age (those under age 18, and those 65 years of age and older); or </li></ul><ul><li>disability (including a physical or mental disability, or a mental illness); </li></ul><ul><li>and the individuals the volunteer engages with are: </li></ul><ul><li>in a position of dependence on others; or </li></ul><ul><li>in the care of persons in a position of authority or trust relative to them. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    29. 29. In addition… <ul><li>In order to be eligible for a VOAN, your organization must be located in a community that currently charges for police information checks for volunteers. </li></ul><ul><li>Volunteer Alberta has no say about which communities do and do not charge for volunteer police information checks. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    30. 30. Example 1 <ul><li>Jesse wishes to volunteer as a “Big Brother” with Big Brothers Big Sisters. In this capacity, Jesse would be spending time with a child who is under 18 years of age . Jesse would also be in a position of authority or trust relative to the child. </li></ul><ul><li>Jesse therefore would be volunteering in eligible circumstances. Big Brothers Big Sisters can use its VOAN to obtain a PIC for Jesse free of charge. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    31. 31. Example 2 <ul><li>Sandra is a retired accountant who wishes to volunteer her time with Meals on Wheels, providing help with the organization’s finances . </li></ul><ul><li>Although Meals on Wheels may wish to obtain a PIC for Sandra, Sandra would not be volunteering in eligible circumstances. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    32. 32. VOAN <ul><li>If approved, your organization will receive official documentation, including a V olunteer O rganization A uthorization N umber, or VOAN . </li></ul><ul><li>The VOAN is a confidential identifier that is unique to each organization. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    33. 33. Question <ul><li>Q: I am the Executive Director of a provincial organization. Can I apply for a VOAN on behalf of each local subsidiary of my organization? </li></ul><ul><li>A : No. A VOAN is a unique identifier that is to be used by each local organization and cannot be distributed by a provincial level organization to its local chapters. Local sections of a provincial or national organization must each apply on their own behalf.  </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    34. 34. Question <ul><li>Q: Will this program increase the time it takes to obtain a PIC? </li></ul><ul><li>A: No. As part of the pilot program, police agencies will establish a target of processing PICs for eligible volunteers (accompanied by a VOAN) within 7 working days of the request. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    35. 35. Fingerprinting <ul><li>An RCMP policy enhancement (July 2010) searches volunteers against a convicted and pardoned sex offenders on the RCMP Canadian Police Information Center but search queries only use Date-of-Birth’ and ‘Gender’ as determinants. </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    36. 36. Solution? <ul><li>LiveScan </li></ul>THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM
    37. 37. <ul><li>8. Conduct an Orientation and Training Session </li></ul>
    38. 38. <ul><li>9. Supervise and Evaluate </li></ul>
    39. 39. <ul><li>10. Follow up with program participants </li></ul>
    40. 40. Scenario Case 1: Youth Group/Altar Server Coordinator’s Case   The Knights of Columbus have a tradition of thanking Altar Servers. They organize an afternoon of socializing with lunch and tickets to a hockey game downtown. They provide lunch at the church and carpool the kids downtown to the game and back home again. Case 2: Pastoral Care Coordinator’s Case:   Parish pastoral care volunteers visit frail clients in their own home. Usually a spouse, home care nurse or other person is present, but not always.
    41. 41. What are the risks for each scenario? Low, medium or high? What screening requirements would you recommend? What could be changed to reduce the risk?
    42. 42. Wrap Up <ul><li>Final Thoughts </li></ul><ul><li>Questions </li></ul><ul><li>Evaluations </li></ul>
    43. 43. Contact Us! 780-482-3300 or Toll Free1-866-915-6336 www.volunteeralberta.ab.ca

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