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Catholic Safeguarding Advisory Service (CSAS)Procedures Manual

Forms Library

What is included in this Chapter?

You can access and print all forms referred to in this Manual, which are available as 'downloadable' PDF files or Word documents. Click on the form name to open the file you require; where forms are available in both PDF and Word format, click on the format you require.

Please note:

CSAS has been required to produce the necessary forms to meet DBS Code of Practice obligations. In order to retain our status as a Registered Body of the DBS, the forms contained within this manual must be used by all those who are Counter-Signatories of CSAS Registered Body in addition to those involved in the Safe Recruitment and Selection process within the Church. Therefore, the forms are available in a PDF format which does not allow for changes, amendments or revisions to be made. In the event that you wish to have the forms branded to reflect your Diocese, Religious Order or Organisation please provide your logo to CSAS indicating which forms you wish to have your logo incorporated onto and CSAS will provide you with versions of the form which incorporate the required logo or image.

Copyright:

The forms in this library can be accessed, printed and downloaded in an unaltered form for the purposes of conducting procedures contained in this manual. They may not be used for any other reason, including the selling, licensing, transfer, copying or reproduction in whole or in part in any manner or in or on any media to any person without the prior written consent of The Catholic Safeguarding Advisory Service (CSAS).


CSAS Forms Description of Forms and Chapter References

CM 1

Safeguarding Children, Young People and Adults

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This form collects data from an alleged victim or someone concerned that a Child or Adult may be at risk. After the preliminaries of name/address of alleged victim or person reporting an incident, there is a log for recording all actions and incidents. This initial recording will form the first entry in a file of information about the case which will be retained by the Safeguarding Coordinator for the Diocese or religious Congregation.

Children – Management of Allegations and Concerns
Adults – Management of Allegations and Concerns

IRA 1

Independent Risk Assessment Agreement

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This form is an agreement between the alleged abuser and the assessor. The form captures the assessment of risk posed by an alleged abuser - it is not a one off, but part of a continuous process of monitoring. The need to commission this is identified by the relevant child protection commission, which will recommend to the Bishop or Congregational Leader that a risk assessment is undertaken.

Independent Risk Assessment Procedure

IRA 2

Standard Working Agreement for Independent Risk Assessments Commissioned by the Catholic Church in England and Wales

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This is an agreement between the commissioner of the risk assessment, i.e. the Diocese/Religious Congregation Leader with the approval of the Bishop/ or Congregational Leader. It covers areas of assessment, the date the assessment report will be available, the number of sessions, who will undertake the work/be involved in the compiling the assessment report, who will cover the costs of the assessment/report and those undertaking the works signatures. 

Independent Risk Assessment Procedure

CASE 1

Written Agreement for Volunteers

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Employees and Volunteers sign this document to indicate that they have received and understood the volunteers job description and agree to adhere to the National Child Protection policies and procedures and the code of conduct for adults involved in contact with children and young people.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 2

Application for Approval of Events and Activities with Children and Young People (By Parish Priest or Leader of the Organisation)

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The event leader is entirely responsible for the planning, supervision and conduct of the event, from Risk Assessment, to gaining appropriate approval in advance of the event.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 3

Risk Assessment Form

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The event leader must:

  • Undertake a risk assessment prior to seeking approval (App B);

  • Ensure adequate insurance exists for the intended event/activity;

  • Ensure appointment of staff in accordance with recruitment procedures (App A);

  • Where appropriate, this should include the event venue’s own risk assessment;

  • First aid should form part of the risk assessment.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 4

Parental Consent for an Activity/Event

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The event leader must gain a consent form from the parent/guardian/carer of any persons under the age of 18yrs, prior to the event. Higher risk events (as identified in the risk assessment) will require a specific consent form (seek advice from insurance/company/provider). The form gains consent for activities and if necessary - photos/video to be taken, in addition to gaining contact details, medical requirements, transport agreements and a list of what the young person must bring, or not bring. It is also an agreement and acknowledgment of the co-responsibility of those with parental responsibility to ensure reasonable behaviour during the event. 

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 5

Session Recording Sheet

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This form captures information gathered by the event leader throughout the activity/event, to record:

  • Information on the participants - i.e. health needs;

  • Monitor and make arrangements for concluding the event - i.e. parents/guardians/carers collecting the participants;

  • Evaluate the event.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 6

Incident Report Form

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This form is to be used by the event leader should an incident occur. An incident is defined as an undesirable consequence, be it physical impact or near miss.   

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 7

Child Protection: Hiring Arrangements for Church Premises

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This form is to be used in the event that church premises are used by non-parish-based groups that include children and young people who use the hall on a casual basis. e.g. children’s parties. This form is to provide written agreement that it is a private booking and that those responsible for organising the event are responsible for ensuring that the children and young people are safeguarded.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 8

Compliments, Comments and Complaints Procedure

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This form is completed by the events/activity leader as a means of signposting attendees and participants to the relevant contacts/names of those to contact, and the means by which they should do so, if they wish to raise issues/complain or compliment. It is somewhat like an evaluation guidance form, providing the name of the 1) leader of the activity or event to contact in the first instance, 2) Parish priest, Safeguarding Coordinator or the office. in the third instance.

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CASE 9

Declaration of Child Protection Procedures

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This form/declaration is to be signed by each person with a role in relation to children and young people to confirm that they have received/understood the procedures on how to deal with allegations or suspicious abuse and that they agree to comply with the church’s safeguarding procedures. 

National Policies for Creating a Safe Environment for Vulnerable People in the Catholic Church in England and Wales

CP1

Safeguarding Plans relating to Clergy and Religious

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These template Safeguarding Plans are for use at different stages in the risk management process after an allegation has been made against a member of the Clergy or Religious. The Safeguarding Plan sets out arrangements for management of risk and arrangements for support of the person accused.

CP2

Safeguarding Plans for Lay Persons

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This Safeguarding Plan are for use with lay persons after an allegation has been made or in circumstances where there are concerns for the safety of others. The Safeguarding Plan sets out arrangements for management of risk and arrangements for support of the person accused.

T of S 1

Testimonial of Suitability for Ministry - Diocesan Clergy

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Diocesan Clergy from outside the territory of the Bishops' Conference of England and Wales, who will be engaging in public active ministry in any Diocese within the territory of the BC of E & W will require prior permission of the Diocesan Bishop to undertake that ministry. This form is a reference from the sponsoring Bishop to the receiving Bishop of the Diocese to which the priest / Deacon is seeking/applying to exercise ministry. It is a reference and release form - valid for 12 months. 

Testimonial of Suitability Supply Clergy Procedure

T of S 2

Testimonial of Suitability for Ministry - Religious Clergy

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Ordained religious who will be engaging in public active ministry in any Diocese within the territory of the Bishops' Conference of England and Wales may do so with the permission of their Congregational Leader provided that they are attached to a Province whose territory includes all or part of the territory of the Bishops' Conference of England and Wales. It is a reference and release form - valid for 12 months. 

Testimonial of Suitability Supply Clergy Procedure

T of S 3

Testimonial of Suitability for Ministry - Non-Ordained Religious

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Religious who are attached to a Province whose territory is outside the territory of the BC of E&W, and who will be engaging in public active ministry within the territory of the Bishops' Conference of England and Wales, will require written confirmation from the Congregational Leader, with jurisdiction in England and Wales, that the applicant has permission to exercise ministry, form his or her own congregational leader via this reference form. 

Testimonial of Suitability Supply Clergy Procedure

Photo 1

Consent to Display of Photographs in Church/Church Buildings

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A photograph constitutes “sensitive” personal data if it is possible to infer, for example, an individual’s religious beliefs from that photograph. It is therefore recommended that explicit written consent is always obtained from the parent and child where photographs are used, in order to comply with legal requirement laid out in schedule 3 of the 1998 data protection act. Separate consent is required if data is placed on a website. 


DBS (formerly known as CRB) Forms Description of Forms

DBS1

Volunteer Application

Volunteer roles involving children, young people or adults in the Catholic Church in England & Wales. To brand this document to your Diocese/Order/Organisation including your charity number - please contact CSAS at admin@csas.uk.net

DBS2

Volunteer Reference

Standard Reference Request Form - Volunteers. To brand this document to your Diocese/Order/Organisation including your charity number - please contact CSAS at admin@csas.uk.net

DBS3

ID Verification form

Standard ID verification form required in ALL cases where an individual requires a Disclosure.

DBS4

Safeguarding Self Declaration

Safeguarding Self Declaration (Confidential) to be used for all Disclosure applicants (new and existing alike).

DBS5

Withdrawal of Online Status Check Consent form

To be used in instances where an individual wishes to withdraw their consent for the Church to undertake Online DBS Status checks. Can be completed by the individual or a Safeguarding Office on their behalf as appropriate

DBS6

Employee Application (template)

Skeleton application form for employed posts. Employment Law input to be sought by each organisation before use.

DBS7

Reference Request Form: Employees (template)

Skeleton reference request form for employed posts. Employment Law input to be sought by each organisation before use.

DBS8

Explanatory Notes for Applicants

Guidance for applicants concerning the forms within the Safer Recruitment & Disclosure process.

DBS9

DBS Confidentiality Agreement

DBS Confidentiality agreement for all staff handling disclosures and accessing the CSAS National Database. 

DBS10

Counter-Signatory Agreement

Counter signatory agreement; agreement between Catholic Diocese and Religious Congregations in England & Wales and CSAS in relation to the provision of disclosures.

DBS11

Request for a New Counter-Signatory to be added to CSAS DBS Reg Body Account

Request for a new counter signatory to be added to CSAS Registered Body account.

DBS12

Request for Removal of a Counter-Signatory from CSAS DBS Reg Body Account

Request for Removal of a Counter Signatory from CSAS Registered Body Account. 

DBS13

CSAS e-Bulk Exit Form

Form to be completed regarding the revocation of Master Disclosure Managers, Disclosure Managers and ID Verifiers.

DBS14

CSAS e-Bulk End User Agreement

For Disclosure and Barring Checking Services

This sets out the terms of the agreement relating to bulk applications.

DBS15

CSAS Information Security Incident Form

Use this to report an incident relating to information security.

DBS16

CSAS Information Security Policy for Disclosure and Barring Checking Services Including Handling, Access, Usage, Storage, Retention & Disposal of Disclosures & Disclosure Information

This sets out the arrangements for Disclosure and Barring checking services, including handling, access, usage, storage, retention and disposal of disclosures.


Additional Forms & Flowcharts

ID Verification Process Flowchart

How is my Identity Checked for Disclosures?

Catholic Church Guidance for Disclosure Applicants

DBS Eligibility Flowchart

DBS Eligibility Checklist

Guide for Parish Representatives


Supervision and Support Forms

Form 1: Supervision Agreement

Form 2: Supervision Agenda

Form 3: Record of Supervision

Form 4: Record of an Individual Case

Appraisal Forms

Form A: Appraisal Preparation - Role Holder

Form B: Appraisal Preparation - Supervisor/Manager

Form C: Annual Appraisal Summary

Review Process Record Forms

National Review Protocol Monitoring Template

National Review Protocol Report Template