Frequently Asked Questions
1. Safer Recruitment FAQs:
- Where can I find the latest Safer Recruitment and People Management Guidance?
Please click here
- I have a prospective volunteer for children, young people and vulnerable adults. Can they come and observe a session before they apply for the role?
They should not be counted as one of the adults in the adult to child ratio and ideally the person observing/working with them should not be counted either so they can focus on the volunteer. They should never be allowed to be alone with a child during the session for example they should not take a child to the toilet.
- We don’t have a Parish Safeguarding Officer (PSO) in role.
The guidance states that there should be an appropriately experienced, named Parish Safeguarding Officer (PSO) to work with the Incumbent and the PCC. Further details are provided in the roles and responsibilities practice guidance published by the Church of England here. Where appropriate, parishes may also collaborate with neighbouring parishes to share a named PSO.
There may, however, be occasions when a parish does not have a PSO in post. In such circumstances, where possible, the responsibilities of the role should be distributed among other suitable volunteers or members of staff. Some parishes have adopted a team-based approach in which one individual is formally named as the PSO and others act as deputies in order to share the workload effectively.
A clear record should be maintained of the arrangements put in place to manage the PSO workload during any period when there is no named PSO, together with the steps being taken to recruit a new PSO at the earliest opportunity. The church community should also be informed of the interim point of contact for safeguarding matters while recruitment is underway, for example by updating the safeguarding poster and parish website accordingly. In addition, the safeguarding email address and telephone number should be shared with the interim lead during this period.
The Incumbent, or the Incumbent’s spouse, must not serve as the named PSO. Nevertheless, both the PCC and the Incumbent retain a duty of care in relation to safeguarding and should therefore ensure that appropriate arrangements are put in place to cover these responsibilities. The House of Bishops’
Key Roles and Responsibilities, section 3.3 on Parish Safeguarding Officers, states that the PSO “should not be the incumbent or his or her partner” and that, ideally, the role should be undertaken by a lay person.
You can find more information about the PSO role by clicking
here and a checklist for new PSOs by clicking here.
- Do I really need to advertise volunteer roles?
In the Church of England, volunteer roles should be advertised where they involve safeguarding responsibilities, authority, or a position of trust, to help ensure the most suitable people are appointed. Low-risk, informal roles do not normally need to be advertised, but safer recruitment guidance should always be considered. You can read more about this in the Safer Recruitment and People Management Code of Practice here.
- Do PSOs need to be appointed to the PCC?
There is no requirement for a Parish Safeguarding Officer (PSO) to be a member of the PCC. However, as safeguarding should be included on every PCC agenda, the PSO should ideally attend meetings in person, where possible, to present their report. The Dashboard can support them in carrying out this task.
There are clear benefits to the PSO being a member of the PCC, as this enables them to be present for, and contribute to, discussions about proposed activities and the way in which the church operates in line with the Safeguarding Standards.
If the PSO is not a member of the PCC, they should still present a safeguarding agenda item regularly, with the expectation that an annual safeguarding report is completed and presented at the APCM.
- A retired gentleman has applied for a role however he only has individuals who are at the church who can be referees is that okay?
Ideally, references would include at least one referee from outside of the church however that is sometimes difficult. A robust selection process and good records for why the process was not followed is good practice. You can read more about this in the Safer Recruitment and People Management Code of Practice here.
- An individual is new to the church but states they have a great deal of experience. How long should we wait before we allow them to apply for a role?
There are no hard and fast rules in these circumstances however experience has revealed that there are benefits in seeing how someone fits into church life for a period of six months before allowing them to apply for any role. This not only gives the individual a rest (if they have come from another church setting where they volunteered a lot) but more importantly gives the new church body the opportunity to get to know them. It is imperative that references relating to their previous experience are taken up in such circumstances.
- There are gaps in the individual’s employment record, should we be concerned?
Any gaps, anomalies or discrepancies that have been identified in the application documentation during the shortlisting process must be discussed with the individual during the interview and a satisfactory explanation provided. A record of these discussions must be made on the interview paperwork.
- If an individual applies for a paid role and they are not a UK national, do I have to do any extra checks?
Yes, the person’s “right to work” in the UK will need to be checked. See the following for more information:-https://www.gov.uk/check-job-applicant-right-to-work.
- Can couples lead youth groups without a thirdperson/leader being present?
No. According to the Safer Environment and Activities guidance (2019)
2.11.1. Many such groups will meet in the homes of group leaders. Whilst it may be preferable for the group to meet in the church hall, it is recognised that this is not always possible. Additionally, being hosted in someone’s home can be a valuable part of youth group life.
As in every situation, sensible safer working practice arrangements should be followed, with particular diligence given to the prohibition against lone working. Two adult leaders should always be present. If the youth group is led by a couple, there should be a third adult leader/helper present.
The reason for this is that a primary reason for the ‘two adult helper’ rule is that adults can keep each other accountable for how they behave around young people. The relationship between a married couple may make such mutual accountability difficult and arrangements to ensure the presence of a third adult are required.
- How do I safely recruit a volunteer under 18?
Please follow the Guidance in Appendix E of the Safer Recruitment and People Management Code of Practice
here
2. DBS FAQs
- How often do I need to have a DBS check?
DBS checks must be renewed every three years.
- An individual already has a DBS and is now taking on an additional role which also requires DBS. Do they need to be subject to a new check?
Only if the original DBS check is not of the appropriate level or workforce. For example, the DBS is for working with children and they will now be working with vulnerable adults or if a barred list check is needed and the certificate does not include this check.
- Do I need a new DBS if I’m getting married?
No, unless your role is changing or you are due to renew your DBS.
- Will other members of my household require a DBS if I am holding a bible study group for children in my home?
In terms of roles that involve working at home with children: If an applicant carries out some or all their work with children from their home and they are carrying out teaching, training, instruction, guidance, supervision, care, or healthcare for children, the home-based option in section Y should be marked as yes. If the role meets the criteria for a home-based check this allowsthe police to consider information held not only on the applicant but also on family members, relatives and frequent visitors to the address that could pose a risk.
It is good practice that these groups take place in church or church halls rather than individuals’ homes.
- Do volunteers offering to help with groceries need to have a DBS, especially, if those whom they are helping are elderly/vulnerable?
Yes, if handling money the volunteer should have an adult enhanced barred list check.
- Do Church Administrators or Treasurers need a DBS?
Purely administrative roles i.e. Church Administrator or Treasurer are NOT eligible for an Enhanced Disclosure (unless they are a Trustee) as they do not work directly with vulnerable groups. Additionally, a DBS cannot be obtained for those who handle sensitive or confidential information (unless they are supervising those working in Regulated Activity).
A PCC could decide that a particular role does require a basic DBS check, which will incur a cost to the Parish.
- Can we use the Digital ID Check service for DBS applications?
Thirtyone:eight offer a digital ID check service, such checks incur additional costs which the Diocese will cover.
Note: Please follow the instructions carefully to avoid errors as charges still apply even if the Digital ID check fails.
- Do PCC members need a DBS?
The Diocese of Portsmouth follows guidance from the Charity Commissison which states that for child and adult charities “whenever there is a legal entitlement to obtain a DBS check in respect of such a trustee, a check should be carried out”. Trustees of a charity that carries out work with children or vulnerable adults are eligible for an enhanced disclosure (normally without a check of the barred list). The trustee themselves does not need to work with children or vulnerable adults themselves in order to be entitled to this check – they are being checked because of the work of the charity.
- What should I do if I have a person applying for a role who has a Blemished Confidential Declaration Form?
The recruiter needs to alert the Diocese Safeguarding Team at safeguarding@portsmouth.anglican.org and the recruitment process should be placed on hold until a risk assessment has been carried out. The team will contact the Recruiter to let them know if they can proceed with the DBS check.
- What should I do if I have a person applying for a role who has a Blemished DBS?
The recruiter needs to alert the Diocese Safeguarding Team at safeguarding@portsmouth.anglican.org and the recruitment process should be placed on hold until a risk assessment has been carried out. The team will contact the Recruiter/Incumbent to let them know if they can proceed with the appointment.
- Who processes DBS applications?
DBS applications for all clergy, Readers/LLMs and Spiritual Directors are processed centrally. All other roles are processed via the individual parish.
- Does a Lead Recruiter (DBS administrator) need a DBS?
No, they are not usually eligible as they do not work with children or vulnerable adults, unless they are a member of the PCC or they line manage someone who is engaged in Regulated Activity.
- If I already have a DBS for one role within the Diocese is that acceptable for any other role within the Diocese?
DBS is transferable/acceptable within the diocese as long as it is the correct level/type of check. For instance, if you have a DBS for work with children and your new role will include working with adults then you it will not cover you.
- What criminal record check do I need to request if someone applies for a post from overseas?
The person making the appointment should ask the applicant to obtain criminality information (also known as a certificate of good conduct/character) from his/her relevant embassy/high commission (or police force). This means that in addition to the DBS check, the candidate/applicant must seek this additional check to cover the time he/she spent abroad. (Further advice can be found on the Home Office website).
If such information is not available from the embassy/high commission etc. or if there are concerns about the reliability of the information provided, the person(s) making the appointment should take extra care when taking up references and checking any previous employment record. In such cases, additional references should be sought and at least one reference from a previous employer should be contacted by telephone as well as by letter.
- Does a volunteer Santa Claus or Santa’s Elf require a DBS check?
It is unlikely that they would be eligible. However good practice would suggest using volunteers who already hold a current DBS check in their usual role and ensuring that parents/carers shouldremain with their children at all times.
- I have been asked by an organisation associated with the Diocese to obtain a DBS, does the Diocesan Office process this?
No, the organisation that is employing you, whether you are paid or a volunteer, are the only ones entitled to request a DBS.
- If a DBS has been obtained for a role outside of the Diocese is it acceptable?The Diocese can only accept DBS checks obtained outside of the Diocese if the person is registered with the Update Service. In this instance there is a process to follow which includes checking that the workforce and level of check detailed on his/her most recent DBS certificate meets the requirements for the role for which he/she is being considered.
- Can parishes request a Basic DBS Check?
If parishes wish to request a Basic DBS check for those church officers who do not meet the criteria for an enhanced DBS, this can be completed via ThirtyOne:eight, but the cost will not be covered by the Diocese.
- I am a Lead Recruiter but also hold a church role that requires a DBS, who can process my DBS application?
An Additional Recruiter can complete the Lead Recruiter’s ID check section, the Lead Recruiter can then complete section Y of their own application. If there is no Additional Recruiter set up, you can contact the Diocese SafeguardingTeam at safeguarding.admin@portsmouth.anglican.org and they will be able to process it for you.
- Is a pastoral church visitor eligible for an enhanced DBS?
A pastoral church visitor needs an Enhanced DBS if they carry out their role frequently (4 or more days in a 30 day period). The exception to this is if they carry out shopping, personal care or transporting them to appointments where they will received health/personal care or social care input. In this instance they will be eligible for an enhanced with adult barring even if this is only carried out on one occasion.
3. Safeguarding Dashboards and Hubs FAQ
- I am the PSO/Lead Recruiter/Parish Administrator – how do I gain access to the Dashboard?
As PSO, the safeguarding admin will give you access once they have received confirmation of your appointment from your Incumbent.
A safer recruiter/parish administrator will require the incumbent or PSO to request access via email to
safeguarding.admin@portsmouth.anglican.org
- Are there guides to help with using the Dashboard and Hubs?
- For Guides on the Dashboard please click here.
- For Guides on the Hubs please click
here.
- Who can help me if I have any problems or queries?
Safeguarding Dashboards and Hubs are provided by Clearly Simpler. To contact them please click here.
4. Training FAQS
- What training do I need to complete?
Please refer to the Training Matrix here
- How often do I need to complete training?
Please see the Training Matrix for clarification – however, when considering the Leadership Pathway, the basic and foundation, only need to be completed once.
- Where do I sign up for training?
Please follow this link which will take you to the Safeguarding Training home page where you will be able to find details of the training you require and how to complete it.
- Can I request a training session in my Parish?
Yes. Please click here to find the instructions and form for your training request. Please click here to find the booking form.
- When will I receive my certificate of completion for leadership training?
The timing will depend on when the homework is completed and reviewed by the trainer. Once the review is complete, your certificate will be issued.
- How do I allow the PSO/Administrator in my parish to see my training records?
Please click here to find instructions on giving someone from your parish permission to view your training records.
- How do I view the Church’s volunteers training records?
Please click here to find instructions on how to view the training records of someone who has shared them with you
- I don’t have access to a computer; how can I complete the on-line training?
Many parishes are offering face-to-face training to those who are in similar circumstances. Contact your Parish Safeguarding Officer to see if this is available in your parish. Alternatively, speak to your PSO to see if there is someone who can help facilitate this for you.