Safeguarding when congregations enter into a union
Guidance July 2024
Background
Presbytery reform has brought challenges across many areas of responsibility within congregations, and we understand these experiences may be difficult for you. Like other aspects of congregation life and work, Safeguarding has been impacted by these reforms and we have recognised the need for some guidance to support our Safeguarding Coordinators and Panels as well as Kirk Sessions.
Structure of Safeguarding in Unions
Different Presbyteries have approach union in different ways. There is no right or wrong way other than what is right for each individual Union.
From discussion and information, you have provided during contact with the safeguarding team, we can identify two main approaches:
- Full Union Safeguarding Management:
The Safeguarding oversight responsibilities are transferred from individual congregations to Safeguarding Coordinator(s) and Panel who manage all safeguarding on behalf of the Union. There may be more than one coordinator to manage the workload; however, the coordinators are responsible for the united congregation. - Maintaining pre-union structures:
- Individual pre-union congregations maintain a Safeguarding Coordinator and Panel. In this structure, there will be multiple Safeguarding Coordinators and Panels. The coordinator and panel will have responsibility for their original section of the congregation.
- Individual pre-union congregations maintain a Safeguarding Coordinator but have one Safeguarding Panel. In this structure, there will be multiple Safeguarding Coordinators but only one Safeguarding Panel. The coordinator will have responsibility for their original section of the congregation, but the panel will have responsibility for the united congregation.
Regardless of which approach taken, the decision must be approved by the Kirk Session.
While all these approaches are acceptable, to maintain a good standard of Safeguarding oversight, we need to have some common approved approaches to ensure safeguarding management is consistent and effective.
The Safeguarding Service will only accept one congregational register for each Union. Should you request a copy of your register from the service, only one whole Union congregation register will be provided.
Recording and Reporting Requirements
Model 1: Full Union Safeguarding Management
The Safeguarding Coordinator and Panel responsibilities mirror what was in place in the pre-union congregations.
Role of Safeguarding Coordinator(s):
If there will be more than one coordinator, you must consider how you will align the responsibilities within the job description including but not limited to:
- Maintaining the Congregational Register of regulated workers and those subject to Basic Disclosure
- Recruitment
o Maintaining accurate job descriptions
o Conducting interviews
o Requesting references
o Processing applications for criminal records checks (PVG Scheme/ Basic Disclosure) o Notification of leavers - Manage reports of concern
o Recording information o Reporting concerns to the Safeguarding Service - Following advice provided by the Safeguarding Service Safeguarding Panels:
In this model, the Kirk Session must appoint panel members. Care should be taken in considering the membership of the panel. A Safeguarding Panel should have approximately five members. It is not appropriate to create one large Safeguarding Panel from all pre-union panel members. There are specific reasons for this which include legislation and regulatory guidance. When managing sensitive and personal information, such information should only be shared with the least number of people to enable effective safe management of safeguarding concerns. Whilst it is acceptable to share such information for safeguarding purposes, a person's right to privacy must be upheld and protected by those responsible for the management of the information. Safeguarding Panel ‘Pool' Members:
Should you to retain some additional panel members to support when others are unavailable or to step in should another member have to step aside due to a conflict of interest, this is acceptable. However, all additional or ‘panel pool' members must be fully trained and must refresh their training as prescribed by the Safeguarding Training Pathway. One Congregational Register should be maintained which includes details of the whole Union congregation. A regular safeguarding report should be provided to the Kirk Session which reflects the whole Union congregation.
Model 2(a): Maintaining Pre-union Safeguarding Management Structure
Role of Safeguarding Coordinator(s): Is as stated within Model 1; however, they will only have responsibility for safeguarding within their pre-union section of the Union
Safeguarding Panels: Is as stated within Model 1; however, they will only have responsibility for safeguarding within their pre-union section of the Union.
Model 2(a): Maintaining Pre-union Safeguarding Management Structure
Role of Safeguarding Coordinator(s): Is as stated within Model 1; however, they will only have responsibility for safeguarding within their pre-union section of the Union
Safeguarding Panels: Is as stated within Model 1; however, they will have responsibility for safeguarding management for the whole Union congregation.
Model 2 (a) & (b)
One Congregational Register should be maintained which includes details of the whole Union congregation.
How this is managed on a local basis is for the Kirk Session and Safeguarding Coordinators to decide. If each pre-union section wishes to maintain separate individual registers, they can do so. However, it is imperative that one collated register is maintained and is available for annual attestation, and for the Safeguarding Service on request.
A regular safeguarding report should be provided to the Kirk Session which reflects the whole Union congregation.
How this is managed on a local basis is for the Kirk Session and Safeguarding Coordinators to decide. It is acceptable to have reports from each pre-union section of congregation or for information to be collated into one report