St. Columba ParishThank you for wanting to serve. Before any volunteer begins at St. Columba, we ask them to complete a screening process required by the Archdiocese of Toronto for every parish. It is not a test of your faith or your character; it is a set of ordinary, sensible checks that let parents, seniors and the parish itself trust the people in ministry. Most volunteers finish it in two to three weeks. This page walks through every step so there are no surprises.
Why we screen
Screening is the first line of the Archdiocese's Safe Environment policy. It reduces the chance that someone who would harm a child or vulnerable adult is placed in a position of trust, and it makes sure every volunteer understands the expectations of their role before they start. It also protects you: a clear record that the parish followed its process is your best defence if a complaint is ever made. And it protects the parish's insurance coverage, which depends on the policy being followed.
Low-risk and high-risk ministries
The level of screening depends on the level of trust and access a role involves. The Archdiocese sorts ministries into two categories:
| Low-risk ministries | High-risk ministries |
|---|---|
| Ushers and greeters; hospitality after Mass; parish festival and bake-sale helpers | Catechists, First Communion and Confirmation leaders, children's liturgy |
| Lectors, choir members, altar-server parents supervising in the sacristy | Youth ministry and young adult leaders; altar-server trainers |
| Office helpers who do not handle confidential records | Lay Pastoral Visitors and Extraordinary Ministers who bring Communion to homes or care residences |
| Grounds, garden and set-up crews; hall kitchen volunteers | St. Vincent de Paul home visitors; refugee sponsorship members visiting families |
| Envelope counters (counted in teams of three) | Anyone driving minors or seniors; anyone handling parish funds alone or with access to records |
If you are unsure which category your role falls into, the Screening Committee will tell you. When in doubt, the parish treats a role as high-risk.
The steps
Application
Complete the Volunteer Application Form (available at the office or as a PDF below). It asks for your contact details, the ministry you are interested in, relevant experience, and two references. For high-risk roles it also includes a self-declaration about past offences.
Interview
A member of the Screening Committee meets with you for 20 to 30 minutes, usually after a weekend Mass or on a weekday evening. It is a friendly conversation about why you want to serve, what the role involves, and any questions you have. For low-risk roles, this may be a phone call.
References
We contact your two references by phone or email. Choose people who have known you for at least two years and who are not family members; a former employer, teacher, coach or fellow parishioner is ideal.
Police vulnerable-sector check (high-risk only)
Toronto residents apply online through the Toronto Police Service; residents of other municipalities apply to their local police. The parish gives you a letter confirming you are a volunteer, which waives or reduces the fee in most services. Bring or upload the result to the office; we record that it was received and return the original to you. The check is required before you begin any high-risk role.
Orientation and training
High-risk volunteers attend the two-hour Safe Environment awareness session, sign the code of conduct, and complete an orientation with their ministry coordinator. Low-risk volunteers receive a short orientation from their coordinator.
Welcome
Once the file is complete, the coordinator confirms your start date. Your name is added to the ministry roster and you are commissioned with other new volunteers at a Sunday Mass in October.
How long does it take?
Low-risk: usually one to two weeks. High-risk: three to six weeks, mostly waiting for the police check, which the Toronto Police Service currently returns in about two to four weeks online. Start early if you hope to begin in September; applications for fall ministries are best submitted by mid-July.
Renewals
- High-risk volunteers renew their police check every five years, and sign an annual "offence declaration" in the years between.
- Safe Environment training is refreshed every three years.
- All volunteers confirm their contact information and ministry each September.
- Moving from a low-risk to a high-risk role means completing the additional steps first.
We send reminders two months before a renewal is due. Please do not let a check lapse; a volunteer whose screening is out of date must step back from the ministry until it is renewed.
Your privacy
Screening files are kept in a locked cabinet in the parish office and seen only by the pastor, the Safe Environment Coordinator and the Screening Committee. We record that a police check was received and its date; we do not keep a copy of the check itself. Files are retained for as long as you volunteer and for seven years afterwards, in line with archdiocesan policy. See our Privacy Policy for more.
Frequently asked
I already have a police check from my job or another parish. Can I use it?
If it is a vulnerable-sector check dated within the last twelve months, yes, bring it in. Checks from another Archdiocese of Toronto parish transfer with a phone call between offices.
What if something shows up on my police check?
A record does not automatically exclude you. The pastor and Screening Committee consider the nature of the offence, how long ago it occurred and the role you have applied for, and they will speak with you privately. Some roles will not be possible; others will.
Do teenagers need screening?
Volunteers under 18 complete the application and interview with a parent, and work alongside screened adults. Police checks are not issued to minors.
Is there a fee?
Screening itself is free. If your police service charges for a volunteer check, the parish will reimburse the fee; keep your receipt.
Questions? Contact Robert Cheng, Screening Committee Chair, at screening@stcolumbatoronto.ca, or Teresa Alvarez at the parish office, 416-555-0142 ext. 21.