How SEP Calculates Counts for USCCB Chart C/D Requirements Categories

The goal of the USCCB's annual audit process is to assess an organization's compliance with the Charter for the Protection of Children and Young People. As part of that assessment, the audit requires the submission of Chart C/D, an instrument used to report an organization's training and background check requirements data for these seven position categories defined by the USCCB:

Priests
Deacons
Ordination Candidates
Educators
Employees
Volunteers
Children and Youth

The USCCB National Audit Summary panel on the Dashboard page collects your organization's Safe Environment data and produces counts that can be submitted to fulfill the data collection requirements of a USCCB audit for a specified audit period . This topic provides information to help you understand how SEP calculates your organization's data to produce counts for the Background Checks and Trainings categories for each position.

Count Methodology

The USCCB National Audit Summary generates unduplicated counts of individuals who hold an active assignment that qualifies them to be counted in the USCCB Background Checks and Trainings requirement categories. "Unduplicated counts" means that an individual is counted only once for a given requirement. So, for example, if an individual has multiple assignments, they are counted once in a requirement category if the assignments are associated with the same requirement. The table below illustrates the application of this logic with two examples.

Mary Oliver is a volunteer catechist at two organizations in her diocese: St. Mary's and St. Luke's. As the above table shows, Mary holds two assignments. However, only one background check is required. In this case, to prevent overreporting, the USCCB National Audit Summary counts Mary once for the Background Checks requirement for the Volunteers position. Then, depending on the status of her completion of the requirement during the specified time period, the Background Checks requirement count for Mary is recorded either in the Completed or Remaining status category. In the illustration below, the Background Checks requirement for the Volunteers position shows 3 completed and 16 remaining. Requirement counts reflect the data collected between 7/1/2021 and 6/30/2022. If Mary completed her background check requirement during that period, she was included in the Background Checks Completed count. If not, she was included in the Background Checks Remaining count.

Gus Michaels, on the other hand, is a volunteer bus driver at St. Luke's. As above table shows, his assignment has two USSCB requirements: Background Checks and Trainings. In this case, the USCCB National Audit Summary counts Gus twice, once in the Volunteers > Background Checks category and once in the Volunteers > Trainings category. Depending on the status of Gus' completion of his requirements during the specified time period, the count for each requirement is included in the Completed or Remaining category for Background Checks and the Completed or Remaining category for Trainings.

User Permissions Required to View Counts

The ability for users to view USCCB counts is protected by the following permissions:

Users can see only count data that includes assignments for organizations they are granted permission to access.
Users must have Dashboard > USCCB National Audit permission to see USCCB count data.

Criteria Used to Count in USCCB Requirements Categories

A count is simply the total number of individuals that meet the criteria to be included in one these requirements categories for each of the seven USCCB positions:

Background Checks Completed
Background Checks Remaining
Trainings Completed
Trainings Remaining

The following sections detail the criteria used to include an individual in the requirement category's count.

Background Checks Completed

For a given USCCB position category (for example, Volunteers), an individual is included in the count for Background Checks Completed when all of the following conditions apply:

The individual holds a position with an assignment that has at least one requirement defined as "background check." That is, in the requirement record associated with the position, the Background Check option is selected in the Category dropdown list. (Requirement records are located in Settings > Requirements.)
The requirement associated with the position has a status of Completed or Expired.
The start date of the assignment associated with the position is before the end date specified for the audit period. (The audit period is specified in the audit period filter in the USCCB National Audit Summary panel .)
If identified as a priest or deacon, the individual is not defined as "incardinated elsewhere." That is, the Priest/Deacon Incardinated Elsewhere checkbox is not selected in the individual's profile.

Background Checks Remaining

For a given USCCB position category (for example, Volunteers), an individual is included in the count for Background Checks Remaining when all of the following conditions apply:

The individual holds a position with an assignment that has at least one requirement defined as "background check." That is, in the requirement record associated with the position, the Background Check option is selected in the Category dropdown list. (Requirement records are located in Settings > Requirements.)
The requirement associated with the position has a status of Not Started, In Process, Pending Applicant, Review Needed, or Hold.
The start date of the assignment associated with the position is before the end date specified for the audit period. (The audit period is specified in the audit period filter in the USCCB National Audit Summary panel .)
If identified as a priest or deacon, the individual is not defined as "incardinated elsewhere." That is, the Priest/Deacon Incardinated Elsewhere checkbox is not selected in the individual's profile.

Trainings Completed

For a given USCCB position category (for example, Volunteers), an individual is included in the count for Trainings Completed when all of the following conditions apply:

The individual holds a position with an assignment that has at least one requirement defined as "training." That is, in the requirement record associated with the position, the Training option is selected in the Category dropdown list. (Requirement records are located in Settings > Requirements.)
The requirement associated with the position has a status of Completed or Expired.
The start date of the assignment associated with the position is before the end date specified for the audit period. (The audit period is specified in the audit period filter in the USCCB National Audit Summary panel .)
If identified as a priest or deacon, the individual is not defined as "incardinated elsewhere." That is, the Priest/Deacon Incardinated Elsewhere checkbox is not selected in the individual's profile.

Trainings Remaining

For a given USCCB position category (for example, Volunteers), an individual is included in the count for Trainings Remaining when all of the following conditions apply:

The individual holds a position with an assignment that has at least one requirement defined as "training." That is, in the requirement record associated with the position, the Training option is selected in the Category dropdown list. (Requirement records are located in Settings > Requirements.)
The requirement associated with the position has a status of Not Started, In Process, Pending Applicant, Review Needed, or Hold.
The start date of the assignment associated with the position is before the end date specified for the audit period. (The audit period is specified in the audit period filter in the USCCB National Audit Summary panel .)
If identified as a priest or deacon, the individual is not defined as "incardinated elsewhere." That is, the Priest/Deacon Incardinated Elsewhere checkbox is not selected in the individual's profile.