P. O.. Office for the Protection of Children and Youth Office of Assistance Ministry Office for Child Abuse Investigations and Review Safe Environment Office P. O. Box 1979 Chicago, Illinois 60690-1979 312-534-5388 312-751-8307, fax March 2, 2015 Dear Pastors, Principals and Administrators, The Annual USCCB Audit Data Collection begins today. This is a three-part audit which includes 1) the attached IOI employee spreadsheet, 2) the downloadable Compliance Checklist Form and 3) a volunteer spreadsheet. All three parts are to be completed and returned electronically to OPCY in order for your parish/school to be in compliance. With this letter, you have received an IOI-GENERATED EMPLOYEE SPREADSHEET of those persons who are, as of January 1, 2015, listed with the Archdiocesan Office of Human Resources as part of your paid staff for the audit period July 1, 2014 through June 30, 2015, even if they are now terminated. A condition of employment with the Archdiocese of Chicago is to be in compliance whether or not the employee works with children. This employee spreadsheet should be 100% populated with compliance data per compliance guidelines. The IOI spreadsheet cannot be altered. It will only allow dates to be entered in the compliance fields. Any additional information must be submitted on an additional sheet. OPCY cannot make corrections or changes to the IOI payroll system. That is done by your payroll administrator. The other two parts of the audit instrument can be downloaded by you or your Site Administrator by going to the Office for the Protection of Children and Youth website at www.archchicago.org/departments/protection/protection.shtm. Once there, click on “Annual USCCB Audit” where you will find: 1) The COMPLIANCE CHECKLIST FORM. Information requested on this form is necessary to complete the audit for the USCCB. This form is a PDF-fillable form to be returned electronically. Choose the appropriate form for your site (parish or school). This Compliance Checklist Form compiles the data from your two spreadsheets (employee and volunteer). The numbers on the Compliance Checklist Form and your spreadsheets should match 2) A SAMPLE BLANK SPREADSHEET TO LIST ALL OF YOUR VOLUNTEERS. You may electronically populate this blank spreadsheet, provide us with an eApps Database-generated report, or provide an Excel or PDF-formatted spreadsheet generated from your parish or school database. The spreadsheet must use dates, not yes/no or “x” in fields for compliance reporting. All volunteers working with children must be 100% in compliance. All fields of the volunteer spreadsheet should be populated with compliance dates. The INSTRUCTIONS FOR COMPLETING THE USCCB AUDIT DATA COLLECTION can also be downloaded from the archchicago.org website. Please review these instructions before beginning. They are a guide to assist you with this data collection. The three-part audit must be returned electronically to the secured email address for the Office for the Protection of Children and Youth ([email protected]) by Friday, April 17, 2015. Even if there are no changes from last year’s data, please return via email the completed three-part audit. Include your process level code number in the subject line of the email. That code number can be found on the IOI spreadsheet or in the subject line of the email in which you received this material. You will receive a confirmation email from the [email protected] email account when your audit documents are received. If you do not receive a confirmation email within 2 business days, please make sure you used the correct email address to submit your audit, then, if needed contact your Vicariate OPCY staff member. The audit results will be shared with Archbishop Cupich, the Episcopal Vicars, the Vicar General, the Superintendent of Catholic Schools, and the USCCB auditors, and will be used to provide the Archdiocese’s response to the 2015 USCCB Audit. Thank you for all your efforts in meeting the compliance requirements and your commitment to protecting our children. Regards, Carolyn Perz Office Manager
© Copyright 2024