Policies+for+Maintaining+Ethical+Ministry+with+Minors+-+2023+FINAL - Flipbook - Page 17
3. Adherence to Diocesan Policies
If an allegation arose in the context of ministry or employment in a diocesan entity, the District will adhere to the policies of the diocese regarding communication with the communities affected by the allegation.
SECTION G
DOCUMENTS
1. Documents Related to Allegations
a. The District must document all allegations of abuse by a Brother and a timely, compassionate, and pastoral response to all individuals who allege abuse by a Brother.
b. The District will document any circumstances that make it impossible for a meeting with an alleged victim to occur, or for the offer of such a meeting to be made. The District will document any form of pastoral assistance offered
pursuant to this Policy.
c. The District will document that all allegations and reports of abuse of minors have been investigated and presented to the Review Board. If an investigation was not possible or necessary in response to an allegation the reason will
be documented.
d. When an allegation against a Brother is not established following an investigation, the District will document the
efforts to restore the good name of the Brother.
2. Documents Related to Safety Plans
a.
b.
The District will document a Brother’s refusal to sign his Safety Plan.
The District will document compliance with Safety Plans.
3. Annual Communications
a.
b.
The District will document the occurrence of the Brother Visitor’s annual visit with each brother in the District.
The District will document the Brother Visitor’s annual communication with the appropriate authority of any organization outside of the District that employs a Brother.
4. Confidential and Privileged Documents
a.
b.
c.
d.
e.
The District may not release to a third party, including an investigator and the Review Board, without the written
consent of the Brother, any materials, protected by attorney client privilege or another legally recognized privilege,
including but not limited to:
i. Medical records;
ii. Psychological records;
iii. Legal documents provided by the Brother; and
iv. Notes or written records of conversations with the Brother regarding matters of canonical privacy.
All documents concerning an allegation of sexual abuse by a Brother are maintained in a confidential file to which
only the Brother Visitor controls access.
A notation is placed in the personnel file of the Brother noting that such a confidential file exists. The notation should
indicate whether or not sexual abuse by the Brother was established.
If a Brother has a Safety Plan, the complete Safety Plan is kept in the confidential file. Additionally, a copy of only that
portion of the Safety Plan specifying the supervisor, the consequences of non-compliance, and the duration is kept in
the personnel file of the Brother.
In the event that a different person assumes the role of supervisor, the previous supervisor returns to the Brother Visitor the copy of the complete Safety Plan and any other materials that had been provided to him by the Brother Visitor.
5. Brother Visitor Education
a. The Visitor plays a significant role in the Institute’s abuse prevention efforts and sets the tone for the Institute. As the
17
