Safeguarding

Please find below all current Policies, Guidelines and Resources

Catholic Diocese of Cork and Ross, Ireland

Diocesan Director of Safeguarding

Ms. Cleo Yates

Contact Details

Telephone: 021-430 1717

Diocesan Safeguarding Committee

In addition to the development of policy and monitoring its implementation, the Diocesan Safeguarding Committee ensures the organisation and delivery of training for all Church personel in the Diocese. The Diocese has three qualified trainers who provide ongoing training courses

Safeguarding Newsletter October 2022

Ms Cleo Yates
Diocesan Director of Safeguarding

Towards Healing

Towards Healing is an independent organisation providing free professional support for people who have experienced institutional, clerical or religious abuse in Ireland.

Their helpline is Open:

Monday, Tuesday, Wednesday and Thursday from 11:00am to 8:00pm
Friday from 11:00am to 6:00pm

Freephone 1800 303416 (Rep of Ireland)

Freephone 0800 0963315 (Northern Ireland and UK)

Hearing impaired Text Line Number: 085 8022859

Website: towardshealing.ie

The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012–2016 provide a statutory basis for the vetting of persons carrying out relevant work with children or vulnerable persons. The Act also creates offences and penalties for persons who fail to comply with its provisions. The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person. Garda vetting is conducted on behalf of registered organisations only and is not conducted for individual persons on a personal basis.

More information can be found on the website for An Garda Síochána here:

National Vetting Bureau - What is Vetting?

Frequently Asked Questions

Parishes

The Diocesan Vetting Service provides a full vetting service to Parishes/Diocese in respect of people who are required to be vetted.

In relation to Church Ministry, vetting is required for :

Anyone who is 18 year or over and involved in any form of ministry, employed/contracted or volunteering, who has contact with children and/or vulnerable persons which is more than incidental.

Those who are aged over 16 years and under 18 years may be vetted, but this can only be carried out with the written consent of their parent/guardian and the young person themselves. The Parent/ Guardian should complete the vetting form NVB1 (for under 18’s) and NVB3.

There is no facility to vet children under 16.

How to Decide What Roles need to be Vetted in a Parish

The Diocese of Cork and Ross Vetting Service must identify a lawful basis for vetting and vetting can only be provided for the roles where an individual is:

“working with or undertaking an activity, of which a necessary and regular part of it consists of having access to or contact with children or vulnerable adults”

It is important that you consider if the work/activity involves an individual having more than incidental access to or contact with children or adults who may be vulnerable and therefore will require vetting.

Examples of roles that require Vetting in a Parish:

Priest
Parish Safeguarding Rep
Sacristan
Eucharistic Minister only if taking the Eucharist to homes, hospitals or care centres
Youth Ministry Leaders
Children’s Choir Leaders
Sacramental Preparation Leaders for Communion and Confirmation
Pilgrimages involving children or adults who may be vulnerable – volunteers whose involvement with such pilgrims is more than incidental

Examples of roles that do not require vetting in a parish:

Readers of the Word
Money Collectors
Minister of the Eucharist involved only within the Church setting

It is unlawful to allow any person undertake work/activity, which requires vetting, without first having the person vetted.

Vetting process for Parishes

Part One

Applications for vetting are submitted electronically to the National Vetting Bureau (NVB) in a process known as E-Vetting.

The Parish should give the Vetting Invitation form NVB1 to the applicant to complete.

The Applicant should complete Sections 1 and 2 of the NVB1. They must provide a valid e-mail address. If the applicant does not have their own email address they can use the email address of a family member or friend, if they are happy to do so.

If the applicant does not have access to an electronic device or have an e-mail, the parish can contact the Vetting Office for a ‘manual’ form that the applicant can complete in full by hand, known as an NVB2.

Once the NVB1 has been completed by the applicant, the parish should take the following steps :-

Check that the form has been fully completed, and in particular please ensure that the applicant’s email address is correct and clearly written on the form.
Section 3 is to be completed by the Parish Priest or Safeguarding Representative, in particular the Email address to which the vetting Disclosure should be sent when the process is complete. NB. This should not be a public email as sensitive information will be sent to it. It may be advisable to set up a vetting email address to be used for this purpose only.
Proof of Identity - At this point in the process, you must validate the identity of the applicant.
The parish should remind the applicant to check their inbox and spam/junk mail regularly for the email from the NVB which will contain a link to complete their online vetting form. The applicant will have 30 days to complete it before their application expires from the system in which case they would have to then re-apply.

The National Vetting Bureau recommends that a minimum of two forms of identification are provided to validate the identity of the applicant.

One of these should be photographic, eg. passport or driving licence and one showing the applicant’s current address, dated no more than six months old, eg. a utility bill.

Please see the list of documents in Section 3 of the NVB1. Both documents must result in a combined score of 100 points.

Please note that Public Services Card can no longer be accepted as a form of I.D. due to GDPR as it contains their PPS number. Accepting the Public Services Card would be an offence under the Social Welfare Consolidation Act 2005 (Section 263, subsection 4).

Part Two

Once the completed form has been received by the Diocesan Office, the details are submitted to the NVB by the Diocesan Liaison Person and the applicant will receive an e-mail from the NVB with a link to complete their online application form. If they do not complete this within 30 days, their application expires and they will have to re-apply. The applicant is e-mailed a reminder from the NVB to complete this form 9 days before it is due to expire.

Once the vetting process is complete, the NVB send the Disclosure to the Diocesan Vetting Office which is then forwarded to the parish.

The NVB1 and photocopies of ID are retained by the Diocesan Vetting Office. Although parishes should not retain the supporting documentation, they should however keep a register of parish volunteers that records the date on which they were vetted.

Re-Vetting

The policy of the Diocese is that those in public ministry must be vetted every three years.

Confidentiality

Vetting is a confidential process and vetting information must only be shared between those with a right of access to it. Within a parish, diocesan office or school setting that means the applicant and the person who signs off on their application on behalf of the organisation.

Vetting Forms

NVB1 - Parishes

Enquiries to : vetting@corkandross.org

Phone : 021 430 1717

More information can be found on the website for An Garda Síochána here:

National Vetting Bureau - What is Vetting?

Frequently Asked Questions

Schools

The following is Information on Garda Vetting for schools which operate under the patronage of the Diocese of Cork and Ross.

The Diocesan Vetting service provides a processing service in respect of non-teaching personnel to primary schools that have signed a Service Agreement with the Diocese for the provision of a Vetting Application Processing Service. Vetting for Primary Teachers is provided through the Teaching Council of Ireland.

Vetting is required for all persons authorised by the Board of Management of a school to be involved in “relevant work or activity” with children where a necessary and regular part of which consists mainly of the person having access to, or contact with, children in a recognised school or centre of education.

In respect of non-teaching personnel, it is the responsibility of the school to determine who needs to be vetted. All decisions in respect of the requirement for vetting and the suitability of vetting subjects for positions in the school are the sole responsibility of the School Board of Management. Each school should familiarise itself with the Department of Education and Skills Circulars and Guidance. If Schools require further guidance on who needs to be vetted they should contact CPSMA.

It is unlawful to allow any person to undertake work or activities which require vetting without first having the person vetted.

Vetting process for Schools

Part One

Applications for vetting are submitted electronically to the National Vetting Bureau (NVB) in a process known as E-Vetting.

The school should give the Vetting Invitation form NVB1 to the applicant to complete.

If the applicant does not have access to an electronic device or have an e-mail, the school can contact the Vetting Office for a ‘manual’ form that the applicant can complete in full by hand, known as an NVB2.

Once the NVB1 has been completed by the applicant, the school should take the following steps :-

Check that the form has been fully completed, and in particular please ensure that the applicant’s email address is correct and clearly written on the form.
The school should remind the applicant to check their inbox and spam/junk mail regularly for the email from the NVB which will contain a link to complete their online vetting form. The applicant will have 30 days to complete it before their application expires from the system in which case they would have to then re-apply.
Section 3 is to be completed by the School Principal or Chairperson, in particular the Email address to which the vetting Disclosure should be sent when the process is complete. NB. This should not be a public email as sensitive information will be sent to it. It may be advisable to set up a vetting email address to be used for this purpose only.
Proof of Identity - At this point in the process, you must validate the identity of the applicant.

The National Vetting Bureau recommends that a minimum of two forms of identification are provided to validate the identity of the applicant.

One of these should be photographic, eg. passport or driving licence and one showing the applicant’s current address, dated no more than six months old, eg. a utility bill.

Please see the list of documents in Section 3 of the NVB1. Both documents must result in a combined score of 100 points.

The school should post the original NVB1 to the Diocesan Vetting Office for processing. Please retain a copy of the NVB 1 and copy I.D.’s on the school file.

Transition Year Students

There is a separate Vetting Invitation form NVB1 for those aged 16 to 18 where their Parent/Guardian provides their email address and contact number. The Parent/Guardian must also complete a Parent Consent Form (NVB3). There is no facility to vet children under 16.

Part Two

Once the details have been submitted by the Diocesan Liaison Person, the applicant will receive an e-mail from the NVB with a link to complete their online application form. If they do not complete this within 30 days, their application expires and they will have to re-apply. The applicant is e-mailed a reminder to complete this form 9 days before it is due to expire.

Vetting Disclosures are only issued to Liaison Persons within Relevant Organisations. Liaison Persons are trained by the National Vetting Bureau and they undertake the observance of secure operating procedures with regard to the management of vetting applications and disclosures.

Once the NVB send the Disclosure to the Diocesan Vetting Office, it is then forwarded to the school Principal.

Under the Service Level Agreement it is the school’s responsibility to inform ALL applicants when their vetting comes back, with a disclosure or a Nil Disclosure and even if the applicant is only on a substitute list.

Retention of Records

The Schools are known as affiliates and are required to retain a copy of the NVB1 and copies of ID in either paper or electronic format locally for as long as the person is working for you or until you get them re-vetted (every 3 years).

Vetting Forms

NVB1 – Schools

Vetting for under 18’s and Transition Year Students.

NVB1 (for aged 16 – 18)

NVB3 (Parent Consent form)

Enquiries to : vetting@corkandross.org

Phone : 021 430 1717

Child Safeguarding Policy Statement of the Constituent Members of the Catholic Church in Ireland

As a constituent member of the Catholic Church in Ireland, we recognise and uphold the dignity and rights of all children, are committed to ensuring their safety and well-being, and will work in partnership with parents/guardians to do this. We recognise each child as a gift from God, and we value and encourage the participation of children in all activities that enhance their spiritual, physical, emotional, intellectual and social development.

All Church personnel (including clergy, religious, staff, volunteers and any other Church personnel) have a responsibility to safeguard children through promoting their welfare, health and development in a safe and caring environment that supports their best interests and prevents abuse

For the procedures to implement the Child Safeguarding Policy, the Diocese of Cork and Ross follows the guidance of the National Board for Safeguarding Children in the Catholic Church in Ireland.

View all the guidance

Child Safeguarding Statement of the Diocese of Cork and Ross

Ráiteas pholasaí chomhbhaill na hEaglaise Caitlicí in Éirinn um chosaint leanaí

Mar chomhbaill na hEaglaise Caitlicí in Éirinn, aithnímid agus dearbhaímid dínit agus cearta gach uile linbh agus táimid tiomanta dá sábháilteacht agus dá leas a chinntiú, agus saothróimid i gcomhar lena dtuismitheoirí/gcaomhnóirí chun sin a chur i gcrích. Tugaimid aitheantas do gach aon leanbh mar thabhartas ó Dhia, agus is luachmhar linn é, agus spreagaimid rannpháirtíocht gach linbh sna himeachtaí go léir a fhorbraíonn iad go fisiciúil, go spioradálta, go mothaitheach, go hintleachtúil agus go sóisialta.

Tá freagracht ar chuile oibrí Eaglaise (cléir, lucht na beatha rialta, foireann agus oibrithe deonacha) as leanaí a chosaint trína leas, a sláinte agus a bhforbairt a chur chun cinn i dtimpeallacht shábháilte, chúramach a chothaíonn barr a leasa agus a choisceann mí-úsáid.

Oświadczenie w sprawie polityki bezpieczenstwa dzieci dla Kościoła w Irlandii

Jako integralna część Kościoła Katolickiego w Irlandii uznajemy i wspieramy godność i prawa wszystkich dzieci oraz gwarantujemy ich bezpieczeństwo i pomyślność. Zamierzamy także współpracować z rodzicami/ opiekunami dla osiągnięcia tego celu. Uznajemy, że każde dziecko jest darem od Boga oraz cenimy je i zachęcamy dzieci do aktywnego udziału we wszystkich zajęciach, które rozwijają je duchowo, fizycznie, emocjonalnie, intelektualnie i społecznie.

Wszyscy pracujący w Kościele (włączając księży, osoby zakonne, pracowników oraz woluntariuszy) mają obowiązek troszczyć się o dzieci poprzez popieranie tego, co służy ich dobru, zdrowiu i rozwojowi w bezpiecznym i troskliwym otoczeniu zgodnie z ich najlepszym interesem i zapobiegać ich wykorzystywaniu.

Adult Safeguarding Policy Statement

Inspired by gospel values, the commitment of Pope Francis, and in compliance with law we will strive to ensure the participation and welfare of all adults who may be vulnerable in the life of the Church.

We are committed to fostering a safeguarding culture characterised by empowerment, collaboration and zero tolerance of abuse.

This Policy guides all clerics (priest or deacon), religious, staff and volunteers within our Diocese in how to prevent harm to adults who may be vulnerable and how to minister safely. It is particularly relevant for those involved in chaplaincy and pilgrimages and those who minister to people who may be housebound.

Everyone involved in ministry within the Diocese must follow this Policy and make safeguarding an integral part of the life and ministry of the Catholic Church.

Adult Safeguarding Policy

We recognise and value the vital part that parishes have in safeguarding by creating and maintaining safe environments for all. The Diocese has created specific download resources for you to use in your Parish. The resources are personalised to suit the needs of the Diocese / Parishes.

The forms will be updated every two years, unless any new legislative changes require earlier updates.

Forms

The Diocese takes its guidance for children from the National Board for Safeguarding Children in the Catholic Church in Ireland (NBSCCCI) See safeguarding.ie

Form 1: Volunteer Application

Form 2: Child and Guardian Joint Consent

Form 3: Code of Conduct for Children/Young People

Form 4: Altar Server Application

Form 5: Code of Behaviour for Adults

Form 6: Dealing with Accidents-Incidents

Form 7: Media Permission

Form 8: Complaints

Form 9: Hazard Assessment

Form 10: Priests who have Ministry with Children in an External Organisation

Form 11(a): Under-18s-Permission Form live streaming webcams Feb 2023

Form 11(b): Altar servers Permission-Form re live streaming webcams Feb 2023

Form 12: Webcam/Media/Photography Permission Form for Adults

Form 13: Attendance Register for Large Groups

Everyone must be alert to the possibility that children or adults at risk of abuse with whom they are in contact may be suffering from abuse or neglect.

The Diocese and its Personnel have a responsibility to pass on safeguarding concerns without delay (within the next working day) to the Civil Authorities (Tusla , HSE and An Gardaí) even in cases where Church Personnel are not directly involved.

The guiding principles in regard to the reporting of abuse or neglect are:

The safety of the child / adult at risk is paramount
If you have a safeguarding concern and are not sure what to do, contact the Diocesan Designated Liaison Person
Reports should be made without delay to the Diocesan Designated Liaison Person, Tusla/HSE and An Gardaí
If a child / person is in immediate danger contact the Gardaí directly

Diocesan Designated Liaison Persons

Director of Safeguarding:
Ms Cleo Yates
Office 021 4301717
Mob 087 355 3024
Email safeguarding@corkandross.org

Deputy Designated Liaison Person:
Fr. Alan O’Leary
Mob 087 785 7685

If you have a Safeguarding concern and wish to report it directly to the statutory authorities, the contact details are as follows:

TUSLA

North Lee Community Services, Blackpool, Cork. Tel: 021-492 7000
South Lee Community Services, St. Finbarr’s Hospital, Cork. Tel: 021-492 3001
West Cork Community Services, Skibbereen. Tel: 028-40447, 028-40456

An Gárda Siochána

Gardaí National Protective Services Bureau: Tel: 01-6663430, 01-666 3435

Please find below answers to Frequently Asked Questions

Not found the answer to your question? Please Contact the Safeguarding Officer

Accidents:
Q. We have a parish halls in the parish, and I would like to understand does the policy expect that an ‘accident form’ is completed for general accidents, cuts and bruises? If we have organisations such as scouts / GAA and they have their own accident / incident forms, can they use their own format or do we have to still enforce our template form? What is the expectation for groups using the hall that do not have their own forms?
A.The incidents forms should be used for all incidents and accidents relating to children. For external groups they should have their own, if they don’t then it is their responsibility, this should be part of their child safeguarding procedures in any case. However you may want to check what the parish insurance states for hiring out the hall, as you might have to have a incident / accident book for general use.

Signed Agreement reference 5.1.A:
Q. Appreciate if you provide clarification on who needs to sign the agreement template 5.1.A as I note as part of this agreement, people are required to attend a full day training on safeguarding, so in this respect, I would like to understand if this agreement and associated training day must be completed by the following for example

Choir Directors
Sacristans
Altar Server Parents who supervise the children
Parish Hall Group Leaders?
Parish Hall Coordinator

A. Those who have direct contact with children, such as Altar Server parents, Sacristans, choir directors should sign this form and be given the code of behaviour for adults, at the bottom of the form it says about full day training and 2 hr info sessions training. They should attend one of these, as I point above.

Parish Hall leaders and coordinators, would only need to sign this form if they have contact with children

Consent Forms for Children:
Q. We are clear about the requirement to have completed consent forms for children participating directly in Church activities such as Altar Servers / choir members etc., however, please advise the expectation to complete this requirement for organisations using the Parish Halls,

Is it acceptable that this is managed by the group leaders using the hall, e.g. Dance groups, Badminton groups, etc.

Is it sufficient for us to provide guidance that these groups need to obtain these forms if children participating in their groups? If so, is there a requirement to audit these forms? As you can imagine this would be quite onerous and a lot of work as members can join and leave these groups on a very frequent basis.

A. For any external groups as you mention above, we have no responsibility for them. We cannot give any advice or guidance. They MUST complete the renting of parish hall form 1.5A ( attached) any group that has children and not run by the Parish, can only use the hall if they complete that form stating they have insurance and a child safeguarding policy. We have been told by our insurers that we cannot obtain a copy of their safeguarding policy, so they just have to sign they have one. If they don’t, THEY CANNOT USE THE HALL.

So it is not the Parish’s responsibility to check etc. However if an activity is being run and you are concerned it is not safe, then you must contact PP and or myself and we will need to decide what needs to happen, i.e. Stop them using the hall.

Hazard Assessments:
Q. Is there training available outside the guidance provided in Section 1.8a, reps are trained on completing these assessments.

Can you advise what are the expectations of completing these Hazard assessments for those groups using the Parish Hall.

A. The Hazard Assessment is a new part of the policy. I will be looking at sending out more guidance. Really what you are looking at is for any areas that might cause problems, like no toilet facilities? were the nearest first aid box is kept? Are there emergency exits? The hazard assessment is a one-off for each group.

Information Session:

Q. If we were to organise an evening where we got all groups together, would someone on your team be willing to attend to speak to the importance of the Safeguarding program in the protection of children participating in Parish Life.

A. Yes, I would be more than happy to come out myself.

Policy Document
Q. Can we have a copy of the policy document sent to the parishes again.

A. We don’t have hard copies left. They can be downloaded from the website and printed off. Hard copies were a huge cost from the National Board

Garda Vetting
Q. Can we have a clear list of lay ministries that need to be Garda Vetted? In Kilmurry, the sacristan is sure they will all leave if she asks them. I think an info session for the parish might be in order.

A. There was a list sent out to all parishes earlier this year and guidance on website.

Sacristy Register
Q. Signing in books in the sacristy – who needs to sign and when? There are altar servers at some Masses, but not all. Should they sign at weddings/ funerals/ baptisms/ weekday masses/ etc? sometimes there are altar servers, often from the family at the center of the celebration.
A. There should be a Sacristy Register or signing in book in every sacristy. This MUST be signed at each Mass or Ceremony by all priests , servers, sacristan, server helpers and anybody who is in the sacristy.

Q. Should the priest/ sacristan sign in at every Mass or just where there are children present?
A. If there are no servers present, then line to be in saying NO SERVERS. However, it must be filled in by priests and sacristan etc.
This is our only record of who was in the sacristy. A hard book / register should be used and once full, retained and stored in parish.

Q. Do Parish Safeguarding Reps need to attend another full day safeguarding training, if already done one previously.
A. With the new training programme, anybody who has previously undertaken a full days training, only need to do a 3 hour refresher every 3 years.

Q. Will safeguarding training be delivered online in the future.
A. We hope to start rolling out the adult safeguarding information sessions online in the next few months. We are currently looking at developing an online information session for parishes in relation to children, instead of the parish based info sessions in the past

Q. If we have existing Altar servers returning, do we need to have a new parental / guardian consent form signed?
A. If there are no changes and the last form signed included permission for photos, etc then no.

Q. Do Church stewards need to be Garda vetted?
A. As stewards do not have a role with children or vulnerable adults thy do not need to be vetted.

Safeguarding Reviews undertaken by the National Board 2012 & 2020

Reviews by the National Board for Safeguarding Children in the Catholic Church in Ireland (NBSCCCI)

2020 Review of Child Safeguarding Practice in the Diocese of Cork and Ross by NBSCCCI May 2020

2012 National Board Review of Safeguarding in Cork & Ross

Response to 2012 Review recommendations

In March 2012, the National Board for Safeguarding Children in the Catholic Church in Ireland (NBSCCCI) conducted a Review of safeguarding practice in the Diocese of Cork and Ross. The report on this Review, published in September 2012, contained a number of recommendations towards improving the safeguarding service in the Diocese.

To read these recommendations, see: Cork and Ross Audit Report_2012

The Diocese sent a progress report regarding implementation of these recommendations to the National Board in July 2013. Read that progress report together with a Pastoral Letter issued by Bishop Buckley.

In a reply to Bishop Buckley, dated September 6th 2013, Teresa Devlin, Director of Safeguarding at the National Board wrote:

“I am impressed with the work that is going on to ensure the recommendations are being implemented and more importantly that safeguarding children remains a high priority issue for you and for your diocesan personnel.”

The importance of having policies and procedures in place to guarantee a safe environment for children cannot be over-emphasised. In Cork and Ross, a Plan of Action for the coming years has recently been updated. This Plan addresses many aspects of safeguarding policy and procedures.

No plan can be acted upon without the enthusiasm and support of those charged with implementing it. The success of this plan will be down to the work of all those responsible for putting it into practice.
To read the Plan in detail, ?click here

Read the Audit Compliance Document

Please find below all current Policies, Guidelines and Resources

Diocesan Director of Safeguarding

Ms. Cleo Yates

Contact Details

Towards Healing

Parishes

How to Decide What Roles need to be Vetted in a Parish

Vetting process for Parishes

Part One

Part Two

Re-Vetting

Confidentiality

Vetting Forms

Schools

Vetting process for Schools

Part One

Transition Year Students

Part Two

Vetting Forms

Child Safeguarding Policy Statement of the Constituent Members of the Catholic Church in Ireland

Ráiteas pholasaí chomhbhaill na hEaglaise Caitlicí in Éirinn um chosaint leanaí

Oświadczenie w sprawie polityki bezpieczenstwa dzieci dla Kościoła w Irlandii

Adult Safeguarding Policy Statement

We recognise and value the vital part that parishes have in safeguarding by creating and maintaining safe environments for all. The Diocese has created specific download resources for you to use in your Parish. The resources are personalised to suit the needs of the Diocese / Parishes.

Forms

Adult Safeguarding

Checklists

Risk Assessments for Ministry

Altar Servers

Church Stewards

Use of Church Property

NBSCCI

Guidance

Plans

Diocesan Policies

Online Communication

Mandatory Reporting

Guides

Parish Audits

Everyone must be alert to the possibility that children or adults at risk of abuse with whom they are in contact may be suffering from abuse or neglect.

Diocesan Designated Liaison Persons

If you have a Safeguarding concern and wish to report it directly to the statutory authorities, the contact details are as follows:

TUSLA

An Gárda Siochána

Please find below answers to Frequently Asked Questions

Safeguarding Reviews undertaken by the National Board 2012 & 2020

Reviews by the National Board for Safeguarding Children in the Catholic Church in Ireland (NBSCCCI)

Response to 2012 Review recommendations

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