Safer Recruitment & DBS

SAFER RECRUITMENT AND PEOPLE MANAGEMENT (SR&PM)

What is Safer Recruitment and People Management?

The Church of England’s safeguarding policy statement ‘Promoting a Safer Church’ outlines the Church’s commitment to promoting a safe environment and culture across all Church bodies for children and vulnerable adults. An essential part of this commitment is ensuring that all those who work or volunteer with vulnerable groups are suitable for the role they will carry out.

One way in which the Church aims to fulfil the above commitment is by following ‘safer recruitment’ processes and ensuring continued vigilance once someone is in role. Obtaining a Disclosure & Barring Service (DBS) Certificate is only one element of ‘safer recruitment’ processes. The reality is that many people who have abused or will abuse in positions of trust do not have a criminal record. Therefore, the wider process of ‘safer recruitment’ is an essential part of the Church of England’s approach to safeguarding.

Consequently, the National Safeguarding Team have reviewed its previous guidance, ‘Practice Guidance: Safer Recruitment’ which was first published in 2015 and in July 2021 published its new policy and associated guidance, ‘Safer Recruitment and People Management’ (SR&PM). Whilst published in July 2021, the guidance can be immediately implemented although formal implementation is mandated for 4th January 2022.

Please see our Safer Recuitment and People Managment Leaflet about this new guidance which outlines the main points we need everyone to be aware of currently. However, please also read the full guidance alongside it as it contains many additional elements.

Safer Recruitment Training

To assist in the implementation of SR&PM, an online ‘Safer Recruitment’ e-learning module has been developed. All those listed below are required to complete the module. It can also be completed by anyone else for whom it is deemed relevant. It is a simple and relatively short course that produces a certificate of completion that can be saved in an individual’s personal file as evidence of competency when involved in recruitment.

A Line Manager
Involved in the recruitment of Church Officers (employees, elected members, and volunteers)
A Parish Safeguarding Representative or Safeguarding Officer in your church body
Responsible for administering DBS checks
An Ordinand during IME1

How do I complete the Safer Recruitment module?

The module is available on the National Safeguarding Training portal. If you are a new user of the portal you will need to follow the on-screen instructions to register and create an account. Once you have logged in, click on the tab that says ‘Online Courses’, then select the ‘Safer Recruitment’ module. Once completed, please save and/or print a copy of your training certificate for your records and notify your Parish Safeguarding Rep so they can keep a record of your training achievements. If you experience problems logging into the online training portal for your training please send an email to the National Safeguarding Team Training Helpdesk.

Safer Recruitment Documents

Parish Volunteer Role Descriptions

The following are model role descriptions you may find useful as you seek to implement SR&PM in your recruitment processes and volunteer management.

Please note that the grading of the DBS requirements on these roles may not be up todate. Remember once you have completed the Role Description to your specification then please contact the Safeguarding Team who will grade the DBS requirements. You can also use this online tool to help grade a DBS level.

It is important that the role description shows - who the applicant with be working with (children or/and vulnerable adults), how the applicant will be working with them, and how often in a 30 day period.

Safer Recruitment Example Documents

Disclosure & Barring Service Checks

A key way of protecting children and adults from harm is to ensure the careful recruitment and support of those working with them. The National Church of England Safer Recruitment and People Management Guidance sets out safer recruitment practices for people working or volunteering with children and adults. The most important and legally binding aspect is the completion of the criminal record checks known as ‘Disclosure and Barring Service’ Checks (DBS). The Practice Guidance outlines who should undertake a criminal record check in accordance with their role. The guidance is available from any member of the Diocesan Safeguarding Team or via the Diocesan website or the Church of England website.

All DBS applications are now made using an online DBS checking process. The diocese has contracted with a third-party organization to provide online DBS checks. If you are required to have a check or have responsibility for overseeing or arranging or verifying DBS checks at a parish level, you need to make yourself aware of the new process. If anyone isn’t able to do an online check please get in touch with the Safeguarding Administrator, Karen, (DBSAdmin@hereford.anglican.org or 01432 373317) who will assist.

All members of the safeguarding team are on hand to assist you regarding this – please do feel free to contact us if you have any queries.

Explanation of what is needed from you before we can begin the DBS process.

Every time someone in your parish needs a DBS check the Parish Safeguarding Officer or the Incumbent will need to email DBSAdmin@hereford.anglican.org requesting the check with the following information:

The applicants name and email address.
The roles they are fulfilling and also to see the applicant’s role description, unless it is an established role like Churchwarden, PCC Member or Parish/Benefice Safeguarding Officer. The role description needs to provide clear details of whether the individual will be working with children and/or vulnerable adults, and how often. There are example role descriptions on our Safer Recruitment & DBS webpage.
Which parish or benefice does the role apply to, and your name and email address.
Confirmation that the Safer Recruitment process has been followed. There is information and documents on our website https://www.hereford.anglican.org/parish-support/safeguarding/safer-recruitment/ Each parish must adhere strictly to the requirements of the Safer Recruitment Guidance and where applicable to a role must take full responsibility in obtaining a DBS Check for all relevant paid and volunteer workers within the church, PRIOR to them commencing their church roles and activities. This is a legal requirement and not optional.
Confirmation the Confidential Declaration Form (CDF) is complete and clear of blemishes. If there is a blemish, we will need to see it. We also need to know if the applicant has answered ‘yes’ to question 8 so that, if required, we can ensure an overseas check or A Certificate of Good Character can be obtained. The CDF will need to be kept safe and securely with your parish files.
Information on who their ID documents verifier will be. The verifier will need to meet with the applicants to see the original ID documents. Most commonly this is the Parish/Benefice Safeguarding Officer or the Incumbent. We can also be available by appointment if needed.
Whether the applicant is an unpaid volunteer or paid worker. If the applicant is paid, we will need to receive payment before a DBS Check is done. We will send you information on how to pay if necessary.

It would be very helpful to have the table below fully completed and returned. The columns match our spreadsheet, thus enabling us to process the information with ease and speed. Please wait until you can complete each box before sending it, as we will not be able to begin the process without all the necessary information. The first entry in green text is an example. The table can be copied and pasted into an email, or you can download it as a Word Document here

Surname	Clifton
First name(s)	Patrick
Email address	Postmanpat@greendale.post
What is their job/role title(s)? Is it paid or unpaid?	PCC Member Unpaid
What Parish/Benefice will they be based in?	St. Thomas, Greendale
Your name and email address	Revd. Peter Timms Reverend@stthomas.greendale
Has the Safer Recruitment process been completed?	Yes
Is their CDF is fully completed and clear of blemishes?	Yes
Is an overseas check needed?	No
Name and email address of their ID verifier	mrsgoggins@greendale.post

Online DBS Guidance

DBS Applicant Guidance Sheet

DBS Verifier Guidance Sheet

Online DBS Parish Process Chart

Online Diocesan Generated DBS Process Chart

DBS Flowchart - Regulated Activity

Update Service

What is it?

The Update Service is an online subscription service that lets you keep your standard and enhanced DBS certificates up-to-date. It also allows your organisation to check a certificate online, with your consent.

Registration lasts for one year. The service costs £13 per year and starts from the date your DBS certificate was issued. The £13 fee is payable by debit or credit card only.

Please Click on the link below for more information. This will take you to the applicant guide on the government DBS page.

Government DBS Update System

If you sign up to the update system please make sure that you read their update service private policy.

Update Service Privacy Policy

IF YOU HAVE SIGNED UP TO THE ONLINE UPDATE SERVICE, PLEASE SEE THE BELOW PROCESS.

Online Update Service Instructions

Online DBS Update Service Check Consent Form

Online Update Service DBS Process Chart

*IMPORTANT : The old paper DBS process is now shut and no more paper applications will be processed. If anyone isn’t able to do an online check please get in touch with the DBS Administrator (Rachel) who will assist.

Each parish must adhere strictly to the requirements of the Safer Recruitment Practice Guidance and must take full responsibility in obtaining a DBS Check for all relevant paid and volunteer workers within the church, PRIOR to them commencing their church roles and activities. This is a legal requirement and not optional.