‘We do nothing that people might object to, so as not to bring discredit on our function as God’s servants.’ (2Cor 6:3)

The Archdiocese of Armagh recognises the importance of a Policy and Procedures for Safeguarding Children as a living document.  As a result this document has been designed to guide and support those involved in ministry to children in the Archdiocese.  In order to ensure its effectiveness and the ongoing implementation of the guidelines herein the Archdiocese commits to:

• provide the required financial resources for the implementation of the policy;
• support the needs of those with roles in safeguarding children through the Committee for Safeguarding Children;
• review the document every three years or more frequently if there are changes in legislation or ministry to children in the Archdiocese or there is a need to review it after an incident has taken place;
• develop the areas identified in the current action plan for the Committee for Safeguarding Children and reviewing this plan at the quarterly meetings;
• ensure accurate records are kept of any incidents, allegations or concerns that are reported to the Designated Officers.

‘If we live by the truth and in love, we shall grow in all ways into Christ, who is the head by whom the whole body is fitted and joined together, every joint adding its strength, for each separate part to work according to its function.  So the body grows until it has built itself up, in love.’ (Eph 4:16)

The Church is committed to ensuring that advice and pastoral support is available to help church personnel and volunteers play their part in safeguarding children.

When an allegation of abuse is made against a member of the Church e.g. priest, religious, employee or volunteer, it can have a major impact on the parish, congregation, church organisation and personnel. The Archdiocese of Armagh is committed to offering pastoral support to all those people involved, such as victims and their family or accused and their family.

It is important that the pastoral support offered is appropriate to whether an allegation concerns current or historical abuse.  Pastoral support offered must not compromise any future enquiries or put children at further risk.

Support and advice for those who have been abused

Children need someone to turn to when they are being abused as do adults and children who have been abused in the past. Often they do not know where to go for help so the Archdiocese, through the Designated Officers, will provide information about where and how to get help and advice on these matters.

All children are vulnerable but some, such as disabled children or children with communication difficulties are particularly vulnerable.  The Archdiocese is committed to working in partnership with relevant agencies/organisations to develop alternative ways of enabling those children and adults with special needs to access information and support e.g. braille, interpreters or identifying experienced workers in the area who can assist if required. 

Support and advice for those who have abused

The Archdiocese of Armagh will appoint an Adviser to offer pastoral support to those who have abused as they go through the reporting and civil investigative procedures.

It is also strongly recommended that the perpetrator of abuse will seek appropriate remedial and therapeutic help to enable him/her to face up to the reality of abuse to minimise the risk of reoffending, as well as promoting healing in a manner which does not compromise children’s safety.

Contact information for relevant agencies/services which are available to provide assistance, respond and give support to all children are included in Appendix 2.  Children and adults can seek advice and support for a range of issues, not just about abuse.  This may include issues regarding: teachers; parents/ carers; bullying; relationship problems; medical advice and legal advice.

Jesus said, ‘I must proclaim the Good News of the Kingdom of God.’ (Luke 4:43)

Communication is a key area of importance when ensuring the safety of children, young people and vulnerable adults in our diocese.  Care should be taken and systems implemented to ensure that all those with particular responsibility for children, young people and vulnerable adults, and indeed all those in the church, know the key personnel and recording systems in the Diocese.

The following information is to be communicated in the Diocese:

• any concerns or disclosures of abuse;
• the contents of this document;
• updates on developments in relation to civil law, procedures and diocesan progress in safeguarding children;
• the contact information of relevant personnel in the area of safeguarding children and vulnerable adults;
• the passing of information between the Diocesan Committee for Safeguarding Children and the NBSCCC;
• the experience in parishes and diocesan groups.

Any concerns or disclosures of abuse

The procedures to be followed and the requirements and recommendations for communication in this area are outlined in Standard 2.

The Diocesan Policy and Procedures for Safeguarding Children

The Diocesan Committee for Safeguarding Children has a responsibility to review the Diocesan Policy and Procedures in line with the recommendations of the NBSCCC and to ensure that all Safeguarding Children Representatives and clergy are familiar with its content and aware of any updates.  Supplementary information is included on the diocesan website (www.archdioceseofarmagh.com).

The Safeguarding Children Representatives have a responsibility to ensure that all those working with children, young people and vulnerable adults in their parish/group are familiar with and adhere to the Diocesan Policy and Procedures and have a copy of the shortened version of the Policy when provided by the Diocesan Committee.

Updates on developments in relation to civil law, procedures and diocesan progress in safeguarding children

This is the responsibility of the Diocesan Safeguarding Children Committee through the trainers and Designated Officers.  The Diocesan Committee will be responsible for communicating these changes to the Safeguarding Children Representatives/Committees who will in turn be responsible for communicating it to all personnel in the parish or diocesan group.

The contact information of relevant personnel in the area of safeguarding children and vulnerable adults

Contact details for the Designated Officers, the Training Coordinator and the Chairperson of the Safeguarding Children Committee are listed in Appendix 2 and should be widely distributed throughout the Diocese.  Posters will be designed by the Diocese with the contact details of the Designated Officers and forwarded to all parishes.  It is the responsibility of the priests of the parish and the Safeguarding Children Representatives to ensure they are clearly visible in all parish (and where applicable diocesan) premises.  Once distributed, additional copies will be available from the Diocesan Secretary.  The contact details for the Designated Officers will also be available on the diocesan website and the NBSCCC website.

Contact information for the Diocesan Committee for Safeguarding Children and the Training Coordinator will be available on the diocesan website and distributed regularly to Safeguarding Children Representatives.

Contact information for the Safeguarding Children Representatives is to be displayed on the diocesan website under the information for each parish and in poster form in the parishes.  Safeguarding Children Representatives should be sure to update the relevant Diocesan Safeguarding Children personnel of any changes in contact information who will in turn update the diocesan website.  It is the responsibility of the Safeguarding Children Representatives and the priests of the parish to ensure that the posters are displayed on parish premises and the information is accurate

The passing of information between the Diocesan Committee for Safeguarding Children and the NBSCCC

The NBSCCC and the Diocese will communicate through the Bishops’ Conference, the Committee for Safeguarding Children, the Diocesan Designated Officers and the training team.  This information will be fed through to the Diocesan Committee and shape any developments in Diocesan Policy or Procedures.

The experience in parishes and diocesan groups

The regular meetings of Safeguarding Children Representatives give opportunity for sharing experiences and identifying common issues.  This may be done in a formal manner through the agenda and over refreshments.  Safeguarding Children Representatives may wish to form their own support relationships.  It is important in this sharing to adhere to the guidelines on confidentiality.

Methods of communication will include:

• a newsletter for safeguarding children representatives and clergy;
• the diocesan website;
• bi annual meeting of the Safeguarding Children Representatives will take place either in Pastoral Areas or at diocesan level;
• regular updates at the clergy conferences;
• annual diocesan update;
• Day to day support of Safeguarding Children Representatives and clergy by members of the Diocesan Committee for Safeguarding Children.

‘The fully trained disciple will always be like his teacher.’ Luke 6:40

The Archdiocese will ensure that all diocesan and parish personnel will develop and maintain the necessary attitudes, skills and knowledge to keep children safe.

All diocesan and parish employees and volunteers who come into contact with children and vulnerable adults have a role to play in their safety.  To carry out this role confidently and effectively they need training in child protection issues that will also provide them with knowledge and skills to keep children safe.

• The Diocese will provide two nine-hour Keeping Safe training courses annually. One in the northern part of the Diocese and one in the southern part of the Diocese. These courses will include attendance records as well as evaluation forms to ensure quality control. Information about this training will be through the diocesan website, the ad clerum (information circulars to clergy), parish bulletins and letters to priests and Safeguarding Children Representatives.
• The Keeping Safe accredited trainers are committed to keeping children safe as well as keeping themselves informed about issues related to safeguarding children and vulnerable adults. They will do this by attending courses, workshops and conferences. Relevant information will then be shared with Safeguarding Children Representatives and priests.
• The Diocesan Safeguarding Children Committee will ensure there is ongoing training and pastoral care of Safeguarding Children Representatives and priests in keeping children safe. The committee will organise bi-annual meetings of representatives and priests either collectively or in their Pastoral Areas.
• A training programme is in place for all parish personnel who will come in contact with children and vulnerable adults. This programme takes the form of a parish information evening. The Diocesan Training Team along with the Committee for Safeguarding Children is committed to developing this programme and will review it regularly.
• On behalf of the Diocesan Committee for Safeguarding Children, the Training
  Co-ordinator and/or representatives of the Training Team will actively participate in national Church training networks through the Keeping Safe programme and the National Board for Safeguarding Children in the Catholic Church in order to ensure that the archdiocese is implementing an appropriate and up to date training programme.

The Training Programme for Safeguarding Children Representatives and clergy is a nine hour programme including:             

• information on Safeguarding Children and Legislation (NI and RoI);
• signs and symptoms of abuse;
• good practice in recruitment & selection, management & supervision and training;
• Code of Behaviour for those working with children;
• dealing with allegations or suspicions of abuse;
• creating a safe environment for children.

A list of the diocesan trainers is available on the diocesan website

The pilgrimage/residential nature of some activities require particular consideration to the area of safeguarding children.  Parents/carers are placing their children in the care of church personnel at this time and it is imperative that practice on such residential/pilgrimages ensures safety and presents a good role model to children.  Particular care should be given to ensure that Church personnel are supported in this ministry.  As such the points above in relation to safeguarding children and ensuring a safe environment are to be adhered to.  The guidelines outlined below are additional guidelines to be adhered to on pilgrimages and residential programmes:

• when seeking personal details of children permission to make decisions in medical emergencies must be included;
• it is recommended that a visit to the accommodation and activities area happens prior to the pilgrimage/residential. During this time a Risk Assessment should be carried out into the premises and activities the children will be involved in;
• a meeting should be held with parents/guardians in advance of the departure date and all information regarding travel details, programme content and emergency contact information should be supplied to them;
• where the environment is new to church personnel and children, the premises should be assessed on arrival and extra care given to familiarising the group with housekeeping details such as the location of fire exits and extinguishers;
• a rota of responsibility should be drawn up with and for leaders ensuring adequate time off for all. At all times the supervision ratios should comply with the recommended ratios under Standard 3 Part c (i);
• the issue of supervision can be challenging when away from home. It is important to recognise however, that in this environment, especially, children should be well supervised;
• at least two of the leader team should have an up to date First Aid qualification. It is the responsibility of the First Aiders to ensure that they know the location of the local medical facilities and contact numbers and are familiar with the location and travel requirements for the local hospital and primary care doctors/nurses.

In order to ensure a safe environment for children at home and abroad all parish/diocesan groups will need to:

• ensure the guidelines above are adhered to and that all groups/organizations are kept up to date on the relevant recommendations and required forms for reporting;
• report any concern regarding the suitability of a building for use with children;
• respond promptly to any concerns reported and review suitability of premises or practice.

The Diocese will support parishes and diocesan groups to ensure a safe environment by:

• providing the necessary updates in relation to recommended supervision ratios and necessary forms for incidents and accidents to Safeguarding Children Representatives and all clergy;
• offering support to individuals or groups in the implementation of good practice;
• responding promptly to any concerns reported and reviewing practice and the content of the Code of Conduct regularly;
• developing guidance material in relation to the use of internet, e-mail, mobile phone and photography. (Due to the ever changing nature of new technology these guidelines have been included in Appendix 4 rather than being included in the main body of the Diocesan Policy and Procedures.)

Safety is of prime importance during any activity.  This is not just the responsibility of the leader in charge but of every worker including the Safeguarding Children Representative and the priests of the parish. All church personnel should be aware of the following guidelines when preparing safe activities for children (under 18 years).

• Adequate supervision ratios should be maintained at all times with at least two adult supervisors at all times. The Archdiocese adheres to the recommended ratios outlined by the NBSCCC which are:

Under 8 years

0 to 2 years = one adult supervisor for 3 children

2 to 3 years = one adult supervisor to 4 children

3 to 7 years = one adult supervisor to 8 children

                      (6 children for outdoor activity, 4 for pilgrimages/residentials)

8 years and over

Two adult supervisors to 20 children (15 children for outdoor activity).

There should be one additional adult supervisor for every 10 children.

For residentials and pilgrimages this ratio should be decreased to one adult supervisor for every five children.  This is to allow for adequate time off for all leaders.

Under no circumstances should a leader work alone with a child or young person.

• Personal details of children should be sought as part of the registration process and permission slips must be completed for all activities. One person should be assigned the responsibility for the storage of this information and he/she should ensure that it is stored safely.
• Contact details in case of emergency should be accessible during all activities for all young people and leaders.
• Care will be taken to ensure that in working with mixed gender groups leaders will be drawn from both genders.
• There will be a clearly designated leader within each group with whom children and other leaders can raise concerns.
• No matter how well you know a building you should always have an initial look around the premises you are about to use and identify any possible dangers e.g. a stack of chairs which could topple, an electric cable which could trip and cause an accident.
• Be aware of the location of fire exits and ensure that they are not obstructed. Occasional fire drills should be conducted to ensure that all children and church personnel know what evacuation procedure to follow in the event of a real fire. Know where the nearest fire extinguishers are located. Remember, in the event of a fire, evacuating the building and saving life is much more important than fighting a fire.
• Know where the nearest accessible telephone is especially when on outings or residentials/pilgrimages. A telephone should, where possible, be installed on the premises for safety purposes. Do not rely on mobiles in more remote areas.
• There should be a First Aid kit stored on all premises and brought on all outings. It is recommended that all groups have someone with a First Aid qualification.
• All leaders should be aware of the medical history of children in the group. If children are currently taking medication they should carry a medicine schedule in their medical kit. If a member of church personnel is required to administer medication to a child this requires written consent from the parent/guardian and doctor. Workers should seek to obtain information concerning allergies and reaction to foods e.g. peanuts. Medication should be clearly marked, out of reach of children, and securely locked away.
• During games or “icebreakers” be aware of the risks of physical injury and the issue of individual personal space and guard against these.
• When using special equipment for your programme, e.g. for ‘one off’ activities, such as trampolining or bouncy castle, ensure there is adequate supervision by trained workers. You may also require special insurance to cover these higher risk activities. Be aware of the physical environment and remove/avoid items which may cause injury during the said activity. If the organisation is undertaking what is deemed to be high risk activities the leaders/helpers must seek written permission from parents/guardian in advance.
• Areas where maintenance work is taking place should never be used for activities with children.
• The Archdiocese has a standard form for reporting accidents and incidents which is included in the forms section of this policy and is available on the diocesan website.
• This Form should be used by all groups/organisations who are complying with the Diocesan Policy for Safeguarding Children. Each parish should have a procedure for reporting any accidents or incidents including an identified person who is responsible for the monitoring and storage of all accident/incident forms.

A code of behaviour is a clear and concise guide to what is and is not acceptable behaviour and practice when working with children.  It is necessary to guide all staff and volunteers when working with children.  A good code of behaviour protects children and staff.  Below are the basic codes to be followed by all ministering to children in parish and diocesan groups.  These should be given to staff/volunteers on completion of the Recruitment and Selection Procedure.

It is important for all employees and volunteers and others in contact with children to:

• treat the children and each other with courtesy, dignity and respect;
• provide an example of good behaviour you wish others to follow;
• operate within the Church principles and guidance and any specific procedures as outlined in the Diocesan Policy and Procedures;
• be visible to others when working with children whenever possible;
• challenge and report potentially abusive behaviour;
• develop a culture where children can talk about their contact with staff and others openly;
• respect each child’s boundaries and help them to develop their own sense of their rights as well as helping them to know what they can do if they feel that there is a problem.

In general it is inappropriate (and therefore should be avoided) to:

• spend excessive amounts of time alone with children or away from others;
• take children to your home, especially where they will be alone with you.

Church personnel must never:

• hit or otherwise physically assault or physically abuse children;
• develop sexual relationships with children;
• develop relationships with children which could in any way be deemed exploitative or abusive;
• act in ways that may be abusive or may place a child(ren) at risk of abuse;
• give their personal details to children unless absolutely necessary.

Church personnel must avoid actions or behaviour that could be construed as poor practice or potentially abusive.  For example, they should never:

• use language, make suggestions or offer advice which is inappropriate, offensive or abusive;
• behave physically in a manner which is inappropriate or sexually provocative;
• have a child/children, with whom they are working, to stay overnight at their home unsupervised;
• sleep in the same room or be in the same bed as a child with whom they are working;
• do things for children of a personal nature that they can do for themselves;
• participate in or condone the behaviour of children which is illegal, unsafe or abusive;
• consume alcohol while having responsibility for, or in the presence of, children taking part in church activities;
• use mobiles to make or receive calls or texts when responsible for the safety and well-being of children. This is unsafe practice which distracts from the responsibility of supervision;
• smoke in the presence of children taking part in church activities;
• use drugs or illegal substances while having responsibility for, or in the presence of, children taking part in church activities;
• act in ways intended to shame, humiliate, belittle or degrade;
• engage in rough play with each other or with children;
• discriminate against, show different treatment or favour particular children to the exclusion of others.

In order to ensure the Code of Behaviour is adhered to all parish/diocesan groups will need to:

• ensure adequate information is given to all those involved in ministering to children;
• distribute a copy of the Code of behaviour to all staff and volunteers as part of the Recruitment Procedure;
• display the Code of behaviour in all parish premises;
• make copies of the Code of behaviour available for children and parents/guardians;
• monitor parish groups and those groups using parish premises.

The Diocese will support good practice by:

• providing the necessary training for Safeguarding Children Representatives and all clergy;
• distributing copies of the Code of behaviour to all clergy and Parish Representatives;
• offering support to individuals or groups in the implementation of good practice;
• responding promptly to any concerns reported and reviewing practice and the content of the Code of behaviour regularly.

It is also recommended that a Code of Behaviour for all activities is developed with children.  Guidance in this area can be sought from the Armagh Diocesan Youth Commission or the Armagh Diocesan Youth Director.

Good recruitment and selection procedures help identifying those suitable for the post.  In recognition of this and in order to adhere to legislative requirements, in both jurisdictions, the Archdiocese has introduced the recruitment procedures outlined below.  All church personnel should undergo the required recruitment procedure for the jurisdiction in which they live and, if different, the jurisdiction in which they are working.

A list of parish and diocesan roles that must undergo the recruitment procedures has been compiled by the diocese and a role description supplied for these.  Parish and diocesan groups can adapt these roles to fit their needs.  Anyone unsure as to whether a person should undergo the recruitment procedure should contact the Diocesan Safeguarding Office.

All church personnel (i.e. clergy, lay employees and volunteers) working with children, young people, vulnerable adults in parish and diocesan groups must undergo the Recruitment and Selection Procedure below before taking up post.

• 1) Receive a Role Description.
• 2) Complete an Application Form (where necessary confirmation of qualifications should be sought).
• 3) Supply two written references.
• 4) Complete a Declaration Form (this is a separate form for those resident in Northern Ireland and is included in the Garda Vetting Form for those resident in the Republic of Ireland).
• 5) Produce evidence to verify identification as outlined in the diocesan application pack.
• 6) Complete an Access NI/Garda Vetting Form.
• 7) Sign a staff/volunteer agreement to undergo training and adhere to the Diocesan Code of Conduct.

It is also recommended that all staff and volunteers undergo an interview and complete a six month probationary period.  The details of the interview should reflect the level of responsibility required.  Groups should assign two people to meet with new applicants to explore information included in their application.  Resource 5 of the National Board for Safeguarding Children’s Standards and Guidance Document gives examples of child protection questions that could be included in a formal or informal interview.

In order to facilitate the Recruitment and Selection Procedures all parish/diocesan groups will need to have the following in place;

• a good collaborative relationship with the priests of the parish and the Safeguarding Representative(s);
• at least one Safeguarding Representative trained by the Diocesan Training Team to carry out the recruitment role;
• a safe processing and storage system within parish/diocesan premises.

The Diocese will support the area of Recruitment and Selection by:

• providing the necessary training for Safeguarding Representatives and all clergy;
• ensuring regular updated information is given to all those involved in the Recruitment and Selection Procedure;
• offering ongoing advice to Safeguarding Representatives;
• having in place a group to assess the suitability of applicants who have a query in relation to their references or Access NI/Garda Vetting Form.

While two references are required these can be from the Cardinal and Auxiliary Bishop in the case of Diocesan clergy.  In the case of all visiting and relief clergy, their Diocesan Bishop or Provincial of their Order is required to supply written confirmation of their suitability for ministry with young people and vulnerable adults in the Archdiocese.

Copies of the Standards and Guidance Document are available on http://www.safeguarding.ie/downloads-1