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