Practice Guidance:Safer Recruitment for

Parishes

Safeguarding Practice Guidance: Safer Recruitment for Parishes. July 2016

Contents:

Introduction1. Summary of the Safer Recruitment Process2. The Recruitment Process in detail3. Criminal Record Checks (Disclosure and Barring Service/DBS Checks)4. Criminal Record Checks Outcome5. Appendix 1 – Recruitment Process Flow Chart6. Appendix 2 – Roles eligible for/requiring a Criminal Records Check7. Appendix 3 - Model Volunteer Job Role8. Appendix 4 – Model Application Form9. Appendix 5 - Model Reference Letter10. Appendix 6 - Confidential Declaration Form 11. Appendix 7 – Model Interview/Discussion12. Appendix 8 - Letter of Appointment13. Contact Details for Diocesan Safeguarding team

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Safer Recruitment Guidance for ParishesThis guidance is based on the Church of England Safer Recruitment Practice Guidance 2016. If you have any queries about Safer Recruitment, please contact Helen Humphreys the Assistant Diocesan Safeguarding Adviser, on tel: 01749 685103, email Helen.humphreys@bathwells.anglican.org, or find the complete Practice Guidance on the Church of England website here: https://www.churchofengland.org/clergy-office-holders/safeguarding-children-vulnerable-adults/national-policy-practice-guidance.aspx

Introduction:

Church of England and Methodist Joint Policy on Safer Recruitment

The Church of England and Methodist Church are committed to the safeguarding and protection of all children, young people and adults, and the care and nurture of children within our church communities. We will carefully select, train and support all those with any responsibility within the Church, in line with Safer Recruitment principles.

This means that we will:

• Ensure that our recruitment and selection processes are inclusive, fair, consistent and transparent.

• Take all reasonable steps to prevent those who might harm children or adults from taking up, positions of respect, responsibility or authority in our Churches, where they are trusted by others.

• Adhere to safer recruitment legislation, guidance and standards, responding positively to changing understandings of good safer recruitment practice.

• Produce and disseminate practice guidance on safer recruitment for both Churches, ensuring that such practice guidance is compatible, and keep it updated.

• Always seek advice from human resources personnel to achieve best possible practice.

• Ensure training on safer recruitment practice guidance.

• Introduce systems for monitoring adherence to the Churches’ safer recruitment practice guidance and review them regularly.

April 2015

+Paul Liz

Bishop Paul Butler Revd Dr Liz Smith

Bishop of Durham Chair Leeds Methodist District

1. The Recruitment process in summary

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Decide who will be the lead person in the appointment process. The appointment to any role is by the Parochial Church Council (PCC), so this will usually be the member of clergy. Other people who will need to be involved include the Parish Safeguarding Officer, and someone who fully understands the role being recruited to. Follow the flowchart in Appendix 1.

Ensure that you have policies and procedures in place to cover this role Draw up a job description and person specification (for paid roles) or a role

description (for volunteer roles). There are templates for these in the Appendixes at the end of this document.

Decide whether, given the responsibilities of the role, the appointee will need a Disclosure and Barring Service (DBS) Check, and if so add that information in to the job/role description. There is information about which roles need a check in Appendix 2.

Provide potential applicants with information, including the job/role description and an application form. If the role may need a DBS check, or will involve contact with children, young people and adults who may be vulnerable, provide a confidential declaration form. There is a template form at Appendix 6.

Having received these forms back, take up references Carry out an interview (paid roles) or have a discussion (volunteer roles) If required for the role, carry out the DBS check. Wait for the result to come

back and discuss any information about arrests, cautions or convictions with the Diocesan Safeguarding Adviser (DSA).

Appoint the person into post and minute the appointment at the next PCC meeting.

The person making the appointment should carry out a review after about 6 months to check that there are no problems

2. The Recruitment Process in Detail

2.1. Finding and recruiting the right people to work with children and adults experiencing or at risk of abuse or neglect can be difficult. What follows is a safer recruitment process to help make sure that parishes recruit and appoint safely the most appropriate people as employees or volunteers.

2.2. Be clear about who is responsible for appointments. In local churches the responsibility for appointments and approval of paid officers and volunteers rests with the PCC. The recruitment process should therefore be led by either the member of clergy or someone else who sits on the PCC. Responsibility for the recruitment process can be delegated but it is important that the person to whom it is delegated is capable, competent and trained in safer recruitment and is also able to keep personal matters confidential. The appointment should be made by a team of 3 people, and where the role will have contact with children

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and adults who may be vulnerable, this should always include the Parish Safeguarding Officer. Other people who should be involved include the person who will be supervising or training the worker or volunteer, or someone else who has a clear understanding about the role.

2.3. Have a policy statement on the recruitment of ex-offenders. Applicants for paid and volunteer positions must be clear about how they will be treated if they are ex-offenders. The PCC can write their own, or choose to adopt the Diocesan Policy Statement which can be found here: http://www.bathandwells.org.uk/diocese/safeguarding/safe-recruitment/

2.4. Ensure that there are safeguarding policies in place. The Church of England has a range of national safeguarding policies. The parish statement of safeguarding principles must be used in the recruitment process to ensure the applicant is aware of the safeguarding approach of the Church of England. A sample Safeguarding Principles Document can be found in the Parish Policy here: http://www.bathandwells.org.uk/diocese/safeguarding/

2.5. Have a clear job or role description, which sets out what tasks the applicant will do and what skills are required. The job or role description will also say whether the role is eligible for and requires a DBS check, and if so the level of the check required (e.g. enhanced with / without a check of the barred list) If it is a paid role this must be a formal job description / person specification. If it is a voluntary role, a simple role description may be used. A model template for a volunteer is shown at Appendix 3.

2.6. It is the policy of the Church of England that all those who work regularly with children and / or adults experiencing or at risk of abuse or neglect, including those on a rota, must have an enhanced criminal record check, known as a DBS Check (with / without a check of the barred list, as appropriate). In addition, those who work only occasionally with vulnerable groups will also be asked to apply for enhanced checks, provided they are eligible. Those who manage or supervise those who work with vulnerable groups and those in a leadership capacity who carry responsibility for safeguarding, will also be required to obtain an enhanced check. Appendix 2 has a list of those who are likely to require a check. If you are not sure about which type and level of check to carry out, please contact the Diocesan Safeguarding team.

2.7. An application form will always be necessary in a paid role to assess the person’s suitability for the role. An application form will also be good practice when recruiting for a voluntary role, as it gives you the basic details you need. A model template application form for a volunteer can be found at Appendix 4.

2.8. Always ask for and take up two references. Ask referees specifically about an individual’s suitability to work with vulnerable people. Ensure that you carefully examine application forms and references and make sure that the information that has been provided is consistent and the organisation is provided with a satisfactory explanation for any discrepancies and / or any gaps in an applicant’s personal history and / or career. If anything is unclear in the reference, contact the referee to clarify the position. For

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volunteers it is quite appropriate to take up a reference from someone at church, although it is preferred if the second reference is from someone outside of the church. For paid roles, one must be from the applicant’s current or most recent employer. A model template reference request letter for volunteers can be found at Appendix 5.

2.9 At the start of the process, where an individual is going to work or volunteer with children or vulnerable people, ask him / her to complete a ‘Confidential Declaration’ which asks if there is any reason why he / she should not be working with children and adults experiencing or at risk of abuse or neglect. It can also help to identify any issues that might need resolving at an early stage. Having a criminal record may not necessarily be a bar to working with children or vulnerable people. The Diocesan Safeguarding Adviser (DSA) is there to provide advice and must be contacted if an applicant discloses any information in the Confidential Declaration. A copy of the Confidential Declaration is to be found at Appendix 6. Should the applicant not wish to complete the Confidential Declaration, which is entirely his / her choice, the application must not proceed further and must be terminated.

2.10. The people responsible for the appointment should have a face-to-face interview or discussion with the applicant. They should ask pre-planned and clear questions to assess a person’s suitability for a role. Check the Confidential Declaration and the references. In paid roles (and sometimes in volunteering roles) the candidate’s identity will need to be checked by asking him / her to bring photographic ID as well as evidence of his / her relevant qualifications. Include questions about an applicant’s values, attitude to working with children and adults experiencing or at risk of abuse or neglect and motives for wanting to engage in such work. Always ask if he / she knows of any reason why he / she should not be working with children or adults experiencing or at risk of abuse or neglect or if there are any pending cases or issues which could affect the applicant or their ability to carry out the role. If the applicant discloses any matter during the interview that relates to children and / or adults experiencing or at risk of abuse or neglect and which may affect the applicant’s suitability for the role, then this must be referred to the DSA for advice. A model interview / discussion template for volunteers can be found at Appendix 7.

2.11. Asking for a Criminal Record Check. If the person / chair of the interview panel conducting the interview or discussion is minded to recommend appointment to the role then the applicant must be asked to carry out an appropriate criminal record check if this is needed for their role. A list of roles which are eligible for enhanced criminal record checks are outlined in Appendix 2. Should the applicant not wish to apply for a criminal record check, which is entirely the applicant’s choice, the application must not proceed further and must be terminated. DBS check application forms, and further information can be obtained from the Diocesan Safeguarding team.

2.12. Approval. The decision to appoint to voluntary or paid work must be made only by those who have that responsibility. The start date or appointment must not be confirmed until the relevant criminal record check is received and examined, and the information

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provided to the Diocesan Safeguarding Team. If the check has been done online through the E-bulk system, the Diocesan Team will be aware of the outcome, but may ask to see the certificate if it is not clear (i.e. contains information of, for instance, criminal convictions or cautions or additional information such as arrests). Criminal record checks that are not clear must always be referred to the DSA for advice. The Diocesan Safeguarding Team contact details are shown on the last page of this document.

2.13 All paid posts must receive a letter of appointment from the person with responsibility for the appointment. It is also good practice for volunteers to receive a letter of appointment which can set out both an organisation’s commitment to its volunteers and what it hopes for from its volunteers. A model template letter can be found at Appendix 8. Included with the appointment letter should be a copy of the “Statement of Safeguarding Principles” (from the Parish Safeguarding Policy) and one of the Diocesan Safeguarding quick reference cards. These cards are available free from the Diocesan Safeguarding Team.

2.14. Induction. Employees or volunteers whose roles require a DBS check, or involve working with children and adults experiencing or at risk of abuse or neglect must receive relevant safeguarding training from the Diocese or from one of the approved Diocesan Safeguarding Training Volunteers as soon as possible after starting their role, regardless of previous experience. They must also attend regular updates every three years. Training dates are on the website and in the twice yearly safeguarding newsletters, or may be advertised locally by training volunteers/parish safeguarding officers.

2.15. Probationary / settling in Period. It is good practice to have a period of probation, (for instance, 6 months) for any paid role or a settling in period for volunteers when the volunteer and the organisation can see whether the volunteer is suited to and wishes to continue with the particular role. During this period relevant training can be planned and support can be arranged. In addition, regular meetings with the supervisor or the person appointing the worker or volunteer to the role can be organised to discuss any issues that arise. For paid roles, at the end of the probationary period a person must be confirmed in his / her role in writing.

2.16. Supervision and regular review. All paid posts will be subject to management, supervision and appraisal. For all volunteer posts, working with children and adults experiencing or at risk of abuse or neglect, it is good practice to ensure regular supervision and conduct a review regularly, as the role requires, (e.g. annually) so that volunteers feel supported and issues can be discussed and/or resolved. This review should be carried out either by the person who made the appointment or someone with an overview of the role. For example, a volunteer youth worker might be supervised by a paid youth worker, by a member of clergy, or by the person responsible for young people’s activities in the Church.

3. Criminal Record Checks (DBS Checks)

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3.1. Good safeguarding practice requires those who work closely with children and / or adults experiencing or at risk of abuse or neglect to have an enhanced criminal record check. An enhanced criminal record check reveals any convictions and cautions which are not filtered, and in addition may include any other information held by the police which they deem may reasonably be relevant for the position applied for. A conviction will be filtered if the person was convicted of an offence as a child but are now an adult and the conviction is not relevant to the role; or if they are an adult with a single conviction over 11 years old, where the conviction is not relevant to the role, and is not for a violent or sexual offence.

3.2 The eligibility criteria for enhanced criminal record checks is complicated but put simply one can ask “are you over 18 and does the role include activities that allow regular or substantial contact with children or adults experiencing or at risk of abuse or neglect?” If the answer is “Yes” then you may be eligible for an enhanced criminal record check. The roles that are seen to be eligible for enhanced criminal record checks in the Church with or without barring information are shown at Appendix 2. Those attending self-help groups or supporting a vulnerable person through family and friends arrangements are not eligible for an enhanced criminal record check. People carrying out activities which are not sponsored, authorised or insured by the PCC are not eligible for DBS checks through the Church, although they may be eligible for one from a different organisation.

3.3. What does it cost? Criminal record checks are free to volunteers but there is a cost for those in employment or those training for a role where they could be paid e.g. clergy, paid youth workers, paid organists. Clergy checks are completed and paid for by the Diocese, but the parish will need to pay the fee for other parish appointments, by sending a cheque with the DBS application form. Please contact Helen to find out the current cost of the check. We are unable to carry out DBS checks for roles that may be associated with, but not part of the parish, as even for volunteer roles there is an administrative cost to the Diocese. If you are unsure about whether a role qualifies for a Diocesan DBS check, please discuss with Helen.

3.4. How long do criminal record checks last in the Church context? The House of Bishops has decided that criminal record checks must be renewed every five years. Should there ever be a delay in obtaining the criminal record check or the renewal, the person is not approved by the Church to act and must not take up the role, or must stand down pending completion of the process.

3.5. A new check will be required where:

A person changes jobs or roles and moves from the Diocese where they were approved to work or volunteer to another Diocese; or

a person moves from working with children (for which they were checked) to working with adults experiencing, or at risk of abuse or neglect (for which they were not checked) – or vice versa; or

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the type of role changes to one where there is more responsibility, (e.g. from crèche assistant to leader)

3.6. A new check will not be required if:

The person has subscribed to the DBS web based update service; and The outcome of update service registered check has been seen and the check is

clear; and The individual is continuing to work with the same workforce (children or adults) and

level (enhanced/enhanced plus barred list) and type of role (paid/volunteer, although a paid check can be used for volunteer roles) for which they were initially approved.

The update service provides for continuing DBS registration, but is not automatic. More information can be found about the DBS Update Service here: https://www.gov.uk/dbs-update-service

3.7. For an update service check to be accepted, the confidential declaration and the original certificate which was registered with the Update Service will need to be shown to the Parish Safeguarding Officer, who will need to ensure that it is clear, and that the certificate is for the right workforce and at the correct level. Once this is confirmed to the Diocesan Safeguarding team, the applicant will need to send the Diocesan Safeguarding team a letter which gives permission for the Diocese to access the DBS check online. It must include full name, address and date of birth of the applicant and the disclosure number and date of issue of the original certificate. Once that process is completed, the Diocese will carry out the online check and inform the Parish Safeguarding Officer of the outcome.

4. Criminal Record Checks outcome

4.1. Only a single paper disclosure certificate is sent to the applicant as individuals have ownership over their own information. The applicant will therefore need to share the certificate information with the Parish Safeguarding Officer. Organisations will not receive a copy of the certificate, and will need to ask to see the applicant’s copy if this is required.

4.2. The Diocese has recently subscribed to an electronic DBS service provider, and will be phasing in the use of the electronic rather than paper applications during 2016/17. This allows applicants to apply on-line and for the church to receive the results back electronically. The Diocese will receive an email confirming that the disclosure is clear or if the certificate needs to be seen because there is further information on it. If an electronic check shows that the certificate is clear, the Diocese will be made aware of this and can inform the Parish Safeguarding Officer or the member of clergy responsible for the appointment. In such circumstances the certificate does not need to be seen. If a criminal record disclosure is not clear (e.g. it reveals a conviction for a criminal offence or other relevant information) it will need to be given to the Parish Safeguarding Officer to send to

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the Diocesan Safeguarding Adviser along with the confidential declaration. If the applicant does not wish to give the Parish Safeguarding Officer their DBS certificate, the process must be halted and the applicant cannot be appointed to or continue in role.

4.3. In parishes which have not yet taken up the electronic DBS system, paper applications will be carried out. The DBS online tracking can be used to check when a certificate has been issued. More information about the DBS Online Tracking Service can be found here: www.gov.uk/disclosure-barring-service-check/tracking-application-getting-certificate . Once it has been received by the applicant, the parish safeguarding officer or a member of clergy will need to see the certificate, and email, post or telephone the following details through to the Diocesan Safeguarding Team:

The name of the person the DBS certificate is for The Disclosure number on the certificate The date of issue stated on the certificate Confirmation that the certificate is clear of any cautions, convictions or other

information.

If the disclosure is not clear see 4.4 below.

4.4. If a criminal record disclosure (DBS Check) is not clear, the applicant will be asked to pass the original disclosure certificate to the Parish Safeguarding Officer, along with the Confidential Declaration and an explanation of the information on the DBS Certificate. These must be sent to the DSA. The DSA is qualified to identify and assess the relevance and circumstances of offences and the risk. If the issues are complex she will ask for assistance from the Local Safeguarding Children or Adults Safeguarding Board. In very complex cases the advice of an independent specialist may be required. The DSA will make a recommendation concerning the suitability of the applicant and any arrangements needed for managing risk, via the Parish Safeguarding Officer or member of clergy responsible for the appointment. Should the applicant not wish the confidential declaration and / or the criminal record disclosure to be seen, or not wish to follow the arrangements in any risk management plan, which is entirely the applicant’s choice, the application must not proceed further and must be terminated.

4.5. If the PCC decide to appoint someone to the post against the DSA’s advice, or not follow the recommended risk management arrangements, EIG reserve the right to not insure the parish for any resulting safeguarding incident, and the PCC members may be held personally liable.

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APPENDIX 1 SAFER RECRUITMENT PROCEDUREPerson shows interest in working with children/youth or vulnerable adults

in the church either in a paid position or as a volunteer

Ensure you have a written outline of the role that you can give the

applicant. The applicant is asked to complete an application form and asked to provide the name of two people to provide references

A simple interview/conversation then takes place with the applicant by the

safeguarding officer in the parish and two others. This will include a discussion about the role the applicant will undertake and also what they

hope to bring to the role

A Confidential Declaration Form is completed by the applicant. If the role requires it then a DBS (Disclosure & Barring Service) application form is

also completed by the applicant. This is verified by the parish safeguarding officer or a member of clergy. The completed DBS form is returned to the Diocesan Safeguarding Department who will process it;

the parish keeps the rest of the recruitment paperwork in a secure location

The applicant will receive a DBS disclosure certificate that must be shown

to the parish safeguarding officer who will email the Diocesan Safeguarding Department with the disclosure certificate number, date of issue and the fact that it is clear of any cautions/convictions. If not clear,

parish safeguarding officer sends certificate to DSA for advice on risk management. The applicant cannot start until this is completed.

If the DBS certificate is clear and the references are satisfactory the

applicant is now eligible to work within the area of work they were cleared for, and can start the role

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The PCC need to minute the appointment at their next meeting

APPENDIX 2

Church of England roles eligible for a criminal record check

This list is indicative and not exhaustive as there will be local variations in approaches, titles and roles. However, it covers the main categories of role.

A. All Clergy will require an enhanced criminal record check including barring information.

All Church of England ordained and licensed Clergy including Archbishops, Bishops, Archdeacons, Deans, stipendiary parish Clergy, self-supporting Minister / non stipendiary Ministers, Chaplains, locally ordained Clergy, Clergy with ‘permission to officiate’, and those seeking ordination training or ordination. These checks are initiated and carried out by the Diocesan Office.

B. Those employees and volunteers of the parish working with vulnerable groups in a regular or frequent leadership role and where they are not supervised will require an enhanced criminal record check including barring information.

Vulnerable groups include children and young people aged under 18, and adults experiencing or at risk of abuse or neglect. The Church of England generally recommends that there should be 2 DBS checked adults present for any children’s activity to take place. In general these checks are initiated and renewed by the parish. Checks for working with both children and vulnerable adults can be completed on the same form. The barred list check provides an additional level of information, including concerns from the police, social services or previous employers which do not necessarily relate to convictions but which indicate that the person poses a risk to children or vulnerable adults, and must not be employed in this role. It is illegal to carry out a barred list check on someone who does not meet the eligibility criteria. It is a criminal offence for an individual who is barred from working with vulnerable groups to apply for a role with them, and it is a criminal offence for an organisation to appoint a barred person to a regulated activity role (roles that need an enhanced plus barred list DBS check).

For those working with children, the criteria for the barred list check is due to being in a leadership role regularly or frequently, and being unsupervised in that role. By “regular or frequent” we mean once a week or more, or 4 days or more in a 30 day period, or overnight between the hours of 0200 and 0600 on any occasion. By supervised we mean an activity where the supervisor, who has also been safely recruited, is always able to see the supervised workers actions during their work. If this is not the case, then the person is unsupervised and will need a barred list check.

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People working or volunteering with adults will need a barred list check if at any time they provide personal care (such as help with washing, dressing or toileting), assistance with cash, bills or shopping, or driving someone to or from medical or social work appointments. This could include for example a pastoral visitor who occasionally buys some shopping or pays a bill for a vulnerable person that they visit, brushes their hair for them, or offers to drive them to a doctor’s appointment. This does not include driving them to church. There is no “frequency test” for these roles, so even if they are only done occasionally, a barred list check is needed.

Roles needing a DBS check with barred list information include:

Youth Leader (children’s barred list check) Children’s work Leader (children’s barred list check) Sunday School Leader (children’s barred list check) Tower Captains who manage/supervise those adults who teach or train children or

vulnerable adults to bell ring (children’s and/or adults barred list check, depending on the groups they are training)

Leader of Parent & Toddler Group (children’s barred list check) Organists and choir leaders who teach or train children and young people on a 1:1

basis with or without other adults present (children’s barred list check) Pastoral home visitors who provide any personal care or help with shopping or with

sorting out finances (adults barred list check) Anyone who as part of arrangements made by the church, or in their role

representing the church drives vulnerable people or children and families to or from medical or social work appointments (adults/children’s barred list check). As this is a role on behalf of the church, driving licence, MOT, insurance and the appropriate facilities needed such as the correct car seats for children should also be checked. This does not include private arrangements made between friends.

The organiser of a parish lunch club or similar activity where attendees may need help with eating or toileting, and any parish helpers who prove those personal care tasks rather than the person’s own usual carers. (Adults barred list check).

C. Those employees and volunteers of the parish working with vulnerable groups where they are not in a leadership role, or where they are supervised when working with children, will require an enhanced criminal record check.

Vulnerable groups include children and young people aged under 18, and adults experiencing or at risk of abuse or neglect. In general these checks are initiated and renewed by the parish (with the exception of Readers). Checks for working with both children and vulnerable adults can be completed on the same form. The Church of England generally recommends that there should be 2 DBS checked adults present for any children’s activity to take place.

Those roles that will need an enhanced DBS check include:

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Readers (DBS checks initiated and renewed by the Diocese) Lay people authorised to provide pastoral care, where they are not providing

personal care or help with shopping or other tasks. For example: Lay Pastoral Assistant, Lay Worship Assistant, Pastoral Home Visitor, Street Pastor, Authorised Listener, Pastoral Outreach Worker, Chalice and Patten (in Nursing homes and other non-church settings).

Parish volunteer driver for vulnerable groups (children or adults) for activities organised by the Church. As this is a role on behalf of the church, driving licence, MOT, insurance and the appropriate facilities needed such as the correct car seats for children should also be checked. (Please note – personal arrangements among parents, friends and neighbours are exempt)

Parish Safeguarding Officers Youth worker, assistant or helper (where supervised by a leader) Children’s worker, assistant or helper (where supervised by a leader) Sunday school assistant Family workers who work with children Bell ringers who teach or train children or vulnerable adults under the supervision of

a Tower Captain who has a barred list check. Music leader where the choir or musical group includes children and there are other

adults present, and no 1:1 teaching or training of children or vulnerable adults takes place.

Head Server – when the role includes supervision or training of children. Helpers at Parent & Toddler Groups (but not parent helpers who supervise their own

children or if a self –help group.) Other people engaged in activities with vulnerable groups (children or adults). This

may include Abbey Stewards or Cathedral Virgers or Listeners who have a pastoral role with visitors; someone who might not normally be eligible such as a flower arranger or church shop worker, but who becomes eligible because they have arranged to pass on their skills by training a young person or adult who may be vulnerable, to take on their role.

D. Charity Trustees of children’s or vulnerable adult’s charities.

According to the Charity Commission, a PCC becomes a children’s charity, a vulnerable adults charity, or a children’s and vulnerable adults charity when it sponsors, insures, approves or organises children’s work and activities, or work and activities with vulnerable adults. This would include Youth Club, Sunday School, summer camps, a driving rota to being older or disabled people to church, home visiting scheme for the housebound or a luncheon club for adults with special needs. All Trustees of such a charity are eligible for a DBS check, and the Church of England advises that at least 3 members of that PCC are checked. This would normally be 2 churchwardens and the Parish Safeguarding Officer, but in the absence of these on the PCC, someone else representing safeguarding and other members such as the Secretary or Treasurer could be DBS checked. The whole PCC does not

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need to be checked, unless they are personally involved in work with children or other vulnerable groups.

E. People who would not generally be eligible for a DBS check unless some part of their role falls into the eligibility criteria.

Many people who volunteer in the church do not need a DBS check. However, there may be ambiguity in some roles such as a flower arranger who would not normally need a check, but now they are teaching a young person to arrange flowers, in which case you might look to see where that role falls into categories B and C above, to see if a check would now be appropriate.

Parish Verger Server Caretaker Refreshment helper Shop Staff Flower arranger Sidesperson PCC members where the PCC does not qualify as a children’s/vulnerable adult’s

charity Bell ringers who are not teaching or training children or vulnerable adults to ring Choir leader or musical director for adult only choir where their role does not include

responsibility for training, caring for or supervising children or vulnerable adults. Organist not teaching or training children or vulnerable adults Choir members / music group members, where their role does not include

responsibility for teaching, training, caring for or supervising children or vulnerable adults.

Food bank helpers (unless undertaking specific work with vulnerable groups such as teaching budgeting to people with disabilities, or teaching children about nutrition).

F. Situations where we cannot carry out a DBS check.

The Diocese is a registered body for DBS, which means we can only carry out DBS checks for Diocesan and Parish employees and volunteers. We cannot carry out DBS checks for people where their role is not one appointed and insured by the Diocese or the parish, and is instead to enable them to carry out work or volunteering for another organisation. We appreciate that there are blurred boundaries in some cases, but we will have to reject checks that appear to be on behalf of another organisation or charity, as we are not allowed, by Law, to carry them out. This includes for example Christians Against Poverty, Open the Book, Churches Together. These are all charities in their own right and need to carry out their own checks. If a parish has decided to carry out outreach into a local school using some Open the Book resources, and has agreed that parish volunteers should do this

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outreach, that is not then an Open the Book project, it is a parish youth outreach project that happens to be using some Open the Book produced resources. The parish would be responsible for safely recruiting volunteers, training them, and insuring them for their volunteering in the school. In this case, we can carry out a DBS check and the role should be shown as “parish youth outreach helper” for example, rather than “Open the Book helper”.

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APPENDIX 3

Model Volunteer Job Role

This is a simple model role outline template for a volunteer which can be used, amended or substituted by a local model as required. Please keep the Diocesan logo if using this form – but you can also add your parish one. You will need to add or delete the details on the job title and role sections as appropriate, marked with a *. You can use it as a basis for an employed role, but will need to add more information about the terms of their employment.

Name of Church:

Volunteer Worker with (*Children and /or adults experiencing, or at risk of abuse or neglect)

This parish takes the safety of everyone within the church very seriously and expects that everyone will work within the parish safeguarding policy. In particular, we expect anyone who becomes aware of a safeguarding risk or of actual abuse, to immediately report it.

Principles

Workers with *children and/or adults experiencing, or at risk of abuse or neglect must have a commitment to:

Treat individuals with respect; Recognise and respect their abilities and potential for development; Promote their rights to make their own decisions and choices, unless it is unsafe; Ensure their welfare and safety; The promotion of social justice, social responsibility and respect for others; and Confidentiality, never passing on personal information, except to the person to

whom you are responsible, unless there are safeguarding issues of concern (e.g. allegations of abuse). Safeguarding issues of concern must always be reported to the Diocesan Safeguarding Adviser, and if needed, Police or Social Care services.

Responsible to (*named contact for support and resolution of any difficulties):

The Priest (*or his / her named representative) and through them to the PCC.

Key responsibilities and accountabilities:

To work with people in a way that meets and develops their personal, spiritual and social needs, exercising active pastoral concern.

To represent the needs and views of vulnerable people to the PCC or, where appropriate, enable them to do this for themselves.

To maintain a link with parents and carers. To work in accordance with the church’s policy on safeguarding. To undertake any other work that has been agreed and is seen to be appropriate.

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As a volunteer you can expect that we will do our best to ensure that:

We provide a supportive, inclusive and positive environment that ensures you enjoy your volunteering and that you are treated with respect and courtesy and provided with training.

Person specification

1. Able to demonstrate an ability to work with people who are /may be vulnerable; and

2. A willingness to develop your skills and training

As a volunteer working regularly with people who are/may be vulnerable, this post may be eligible for a criminal record check which will be renewed at least every five years.

This document is binding in honour only; it is not intended to create a legally binding contract between us and it may be cancelled at any time at the discretion of either party. Neither the PCC nor the volunteer intend any employment relationship to be created either now or at any time in the future as part of this role.

*This document should then be supplemented by reference to the specific role the volunteer is taking on and additional detail about timings, frequency and other expectations. Some examples of roles and expectations might be:

Crèche Assistant (supervising babies and toddlers in a separate room during Sunday services – is that every Sunday, just the first Sunday of the month? And for which service/at what time from and to etc),

Sunday School Teacher (teaching children away from the main service), Pastoral Assistant (who visits people with special needs who cannot get to church) Children or Youth Worker (running activities on church premises). Outreach Worker (working with children or vulnerable people away from the church

setting).

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APPENDIX 4

Application form

This is a simple model application form template for a volunteer which can be used, amended or substituted by a local model as required. Please keep the Diocesan logo at the top if using this form, although you can also add the parish one.

Name of Church

Application form for voluntary workers with children and / or adults experiencing, or at risk of abuse or neglect.

Application for the post of:

Full Name:

Date of birth

Previous experience of working with children or adults experiencing, or at risk of, abuse or neglect - continue overleaf if necessary

Former Name

Home address

Postcode

Telephone:

Day:

Evening:How long have you lived at the above address?

If less than 12 months

Previous address

Postcode

How long there?

Church attended

Name of Minister

Please provide two references one of which must be from current employer or previous church

Name

Address

Postcode Tel:

Name

Address

Postcode Tel:Relevant Qualifications / Training Signed

Print NameDate

APPENDIX 5

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Reference form

This is a simple model reference form template for a volunteer which can be used, amended or substituted by a local model as required. You will need to add in volunteer role details and delete his/her and children/vulnerable adults etc as required.

Name of Church:

Name and address of referee: Name and address of Priest or their nominee requesting a reference:

Date

Dear

REQUEST FOR REFERENCE FOR A VOLUNTARY WORKER WITH CHILDREN / ADULTS EXPERIENCING, OR AT RISK OF, ABUSE OR NEGLECT

RE: Mr, Mrs, Miss, Ms, Address:

Post applicant applying for:

The above has given your name as someone who may be contacted in relation to his / her* application to work with children / adults experiencing, or at risk of, abuse or neglect. Guidelines suggest that all voluntary organisations including Churches must take steps to safeguard the children/adults experiencing, or at risk of, abuse or neglect entrusted to their care. I would be grateful if you could comment on the following factors as they may apply to the applicant:-

• Previous experience of working with children or adults experiencing, or at risk of, abuse or neglect.

• His / her* ability to provide kind and consistent care. • Evidence of his / her* willingness to respect the background and culture of children and adults

experiencing, or at risk of, abuse or neglect in his / her* care. • His / her* commitment to treat all children and adults experiencing, or at risk of, abuse or neglect

as individuals and with equal concern. • Any evidence or concern that he / she* would not be suitable to work with children and adults

experiencing, or at risk of, abuse or neglect.

You are welcome to use the reverse of this letter for your reply. Thank you for your assistance.

Yours sincerely

Priest or Nominee

How long have you known the applicant? …………………years ………………….

His / her* previous experience of working with children / adults experiencing, or at risk of abuse or neglect:

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His / her* ability to provide kind, consistent and safe care:

Evidence of his / her* willingness to respect the background and culture of children/adults experiencing, or at risk of abuse or neglect in his / her* care:

His/ her* commitment to treat all children / adults experiencing, or at risk of abuse or neglect as individuals and with equal concern:

Any evidence or concern that he / she* would not be suitable to work with children / adults experiencing, or at risk of abuse or neglect?

Telephone contact point for clarification:

*Please delete as appropriate

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APPENDIX 6

Church of England Confidential Declaration Form

The Confidential Declaration Form must be completed by all those wishing to work with children and / or adults experiencing, or at risk of abuse or neglect. It applies to all roles, including clergy, employees, ordinands and volunteers who are to be in substantial contact with children and / or adults experiencing, or at risk of abuse or neglect. This form is strictly confidential and, except under compulsion of law, will be seen only by those involved in the recruitment / appointment process and, when appropriate, the Diocesan Safeguarding Adviser or someone acting in a similar role / position. All forms will be kept securely in compliance with the Data Protection Act 1998.

If you answer yes to any question, please give details, on a separate sheet if necessary, giving the number of the question which you are answering.

Please note that the Disclosure and Barring Service (DBS) is an independent body, which came into existence on 1st December 2012. It combines the functions of the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA).

1. Have you ever been convicted of or charged with a criminal offence or been bound over to keep the peace that has not been filtered in accordance with the DBS filtering rules? (Include both ‘spent’ and ‘unspent’ convictions) YES / NO

2. Have you ever received a caution, reprimand or warning from the police that has not been filtered in accordance with the DBS filtering rules1? YES / NO

Notes applicable to questions 1 and 2: Declare all convictions, cautions, warnings, and reprimands etc. that are not subject to the DBS filtering rules. Please also provide details of the circumstances and/or reasons that led to the offence(s).

Broadly, where your position / role involves substantial contact with children and / or adults experiencing, or at risk of abuse or neglect (i.e. where you are eligible for an enhanced criminal records check) you will be expected to declare all convictions and / or cautions etc., even if they are ‘spent’ provided they have not been filtered by the DBS filtering rules.

1 You do not have to declare any adult caution where: (a) 6 years (or 2 years if under 18 at the time of the caution, reprimand or warning) have passed since the date of the caution etc. and (b) it does not appear on the DBS’s list of specified sexual or violent offences. Please note that a caution etc. must comply with (a) and (b) in order to be filtered

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If your position / role does not involve substantial contact with children and / or adults experiencing, or at risk of abuse or neglect you should only declare ‘unspent’ and ‘unfiltered’ convictions / cautions etc.

Convictions, cautions etc. and the equivalent obtained abroad must be declared as well as those received in the UK.

If you are unsure of how to respond to any of the above please seek advice from an appropriate independent representative (e.g. your solicitor) because any failure to disclose relevant convictions, cautions etc. could result in the withdrawal of approval to work with children and / or adults experiencing, or at risk of abuse or neglect. Although it is important to note that the existence of a conviction, caution etc. will not necessarily bar you from working with vulnerable groups unless it will place such groups at risk.

3. Are you at present (or have you ever been) under investigation by the police or an employer or other organisation for which you worked for any offence / misconduct? YES / NO

4. Are you or have you ever been prohibited and / or barred from work with children and/or vulnerable adults? YES / NO

5. Has a family court ever made a finding of fact in relation to you, that you have caused significant harm to a child and / or vulnerable adult, or has any such court made an order against you on the basis of any finding or allegation that any child and / or vulnerable adult was at risk of significant harm from you? YES / NO

6. Has your conduct ever caused or been likely to cause significant harm to a child and / or vulnerable adult, and / or put a child or vulnerable adult at risk of significant harm? YES / NO

Note: Make any statement you wish regarding any incident you wish to declare

7. To your knowledge, has it ever been alleged that your conduct has resulted in any of those things? YES / NO

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8. Have you ever had any allegation made against you, which has been reported/referred to, and investigated by the Police/Social Services/Social Work Department (Children or Adult’s Social Care)? YES/NO

If you reply yes to questions 7 and/or 8, please give details, which may include the date(s) and nature of the allegation, and whether you were dismissed, disciplined, moved to other work or resigned from any paid or voluntary work as a result.

Note: Declare any complaints or allegations made against you, however long ago, that you have significantly harmed a child, young person or adult who is vulnerable. Any allegation or complaint investigated by the police, Children’s Services, an employer, voluntary body or other body for which you worked must be declared. Checks will be made with the relevant authorities.

9. Has a child in your care or for whom you have or had parental responsibility ever been removed from your care, been placed on the Child Protection Register or been the subject of child protection planning, a care order, a supervision order, a child assessment order or an emergency protection order under the Children Act 1989, or a similar order under any other legislation? YES / NO

10. If you are working from home with children, is there anyone who is 16 years of age or over living or employed in your household who has ever been charged with, cautioned or convicted in relation to any criminal offence not subject to DBS filtering rules2; or is that person at present the subject of a criminal investigation/pending prosecution? YES/NO/Not Applicable

If yes, please give details including the nature of the offence(s) and the dates. Please give any further details, such as the reasons or circumstances, which led to the offence(s)

Note applicable to Q10: You are only required to answer this if you work from home with children. The DBS define home based working as where the applicant for the DBS check carries out some or all of his or her work with children or adults from the place where the applicant lives (this will include all clergy).

Note: All these matters shall be checked with the relevant authorities

2 See footnote 1 above. Convictions can be filtered if they consist of a single youth conviction more than 6 years old which is not for a specified offence, or a single adult conviction more than 11 years old, which is not for a specified offence and is not relevant to the role.

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DeclarationI declare the above information (and that on any attached sheets) is true, accurate and complete to the best of my knowledge.

After I have been appointed I agree to inform my line manager or supervisor if I am charged, cautioned or convicted of any offence or if I become subject to a Police/Social Services/Social Work Department (Children or Adult’s Social Care) investigation.

Signed…………………………………….

Full Name………………………………..Date of Birth………………………………..

Address…………………………………………………………………………………………

……………………………………………………………………………………………………..

Date………………………………………..

Please return the completed form to ……………………………………………………………………………….

Before an appointment can be made applicants who will have substantial contact with children and / or adults experiencing, or at risk of abuse or neglect in their roles will be required to obtain an enhanced criminal record check (with or without a barred list check (as appropriate)) from the Disclosure and Barring Service.

All information declared on this form will be carefully assessed to decide whether it is relevant to the post applied for and will only be used for the purpose of safeguarding children, young people and / or adults experiencing, or at risk of abuse or neglect.

Please note that the existence of a criminal record will not necessarily prevent a person from being appointed, it is only if the nature of any matters revealed may be considered to place a child and / or an adult experiencing, or at risk of abuse or neglect at risk.

APPENDIX 7

Model interview / discussion

This is a simple model interview / discussion form template for a volunteer which can be used, amended or substituted by a local model as required. Please change the question wording to suit the role applied for.

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Name of Church

Interview / discussion questions for a volunteer seeking to work with children / adults experiencing, or at risk of abuse or neglect and outcome

The purpose of the interview / discussion is to explore the applicant’s suitability. Notes of the interview / discussion must be retained and attached to this form which must be returned to the Priest /safeguarding officer to be held on behalf of the PCC.

Name and address of applicant:

1. What experience have you of working with children / adults experiencing, or at risk of abuse or neglect?

2. Can you give an example of something that you have done that demonstrates your commitment to working with vulnerable groups (i.e. children and/or adults experiencing, or at risk of abuse or neglect)?

3. Can you give some examples of how you would provide kind, consistent and safe care?

4. Can you describe how you would respect the background and culture of children / adults experiencing, or at risk of abuse or neglect with whom you would volunteer?

5. How would you treat all children / adults experiencing, or at risk of abuse or neglect as individuals with equal concern?

6. Do you know of any reason why you should not be working with children or adults experiencing, or at risk of abuse or neglect? Are there any police or employment matters outstanding which could affect your ability to volunteer?

Outcome

Are there any issues in the Confidential Declaration? YES / NO

Do the references support the appointment? YES / NO

Do you recommend their approval to the PCC? YES / NO

Signed:

Name (Print):

Date Approved by PCC:

APPENDIX 8

Letter of appointment

This is a simple model appointment form template for a volunteer which can be used, amended or substituted by a local model as required. It must be sent only after the criminal records check has been considered and approved.

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Name of Church

Dear

APPOINTMENT TO THE POST OF

Thank you for agreeing to volunteer with us. As you will no doubt be aware, volunteers are essential part of Church life. We do hope that you enjoy volunteering with us and feel part of the team.

XXXXXXX will induct you into the role and show you around.

I should be grateful if you would contact me to arrange a convenient time for your induction and tour and also to confirm when you would like to start.

In the meantime, please find attached:

Your role outline; a copy of the Church’s Statement of Safeguarding principles; and A contact card giving details of how we respond to safeguarding

Safeguarding training will be provided in the next round of training delivery.

If there is anything further I can help you with at this stage, please do let me know.

On behalf of the PCC, I thank you for your interest and I look forward to welcoming you to our team.

Yours sincerely,

On behalf of the PCC

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Contact details for Diocesan Safeguarding Team

The Diocesan Safeguarding Team are based in the Diocesan Offices in Wells. The address is The Old Deanery, St Andrews Street, Wells, Somerset, BA5 2UG.

Helen Humphreys, the Assistant Diocesan Safeguarding Adviser manages the DBS process on behalf of the Diocese. Her telephone number is 01749 685103. Helen’s email address is Helen.humphreys@bathwells.anglican.org

Glenys Armstrong is the Diocesan Safeguarding Adviser, and will be happy to advise on any aspect of the safer recruitment process and address any safeguarding concerns. Her telephone number is 01749 685135. Glenys’ email address is glenys.armstrong@bathwells.anglican.org

The team have a mobile phone which can be used to contact them out of hours should you have an urgent query or concern which cannot wait until the next working day. The number is 07834 514842.

More information on all aspects of safeguarding can be found on the Diocesan Website www.bathandwells.org.uk/diocese/safeguarding/

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