Policies53 min read

St Peter’s, Drogheda, Ardee and Collon Union, and Kilsaran Union are committed to providing a caring, supportive and friendly environment where children learn to value and respect each other and are challenged to reach their full potential through active participation.   St Peter’s, Drogheda, Ardee and Collon Union, and Kilsaran Union will not tolerate bullying by anyone in any of its activities.

What is bullying?

Bullying can be defined as repeated aggression – whether it is verbal, psychological or physical – that is conducted by an individual or group against others.  It is behaviour that is intentionally aggravating and intimidating and occurs mainly among children in social environments such as schools.  It includes behaviours such as physical aggression, cyber bullying, damage to property, intimidation, isolation/exclusion, name calling, malicious gossip and extortion.  Bullying can also take the form of abuse based on gender identity, sexual preference, race, ethnicity and religious factors.  Repeated banter can be distressing and will be regarded as bullying. With developments in modern technology, children can also be the victims of non-contact bullying, via mobile phones, the internet and other personal devices (See section below on Cyberbullying).

It is recognised that bullying affects the lives of an increasing number of children and can be the cause of genuine concerns about a child’s welfare.

While bullying can happen to any child, some may be more vulnerable.  These include: children with disability or special educational needs; those from ethnic minority and migrant groups; from the Traveller community; lesbian, gay, bisexual or transgender (LGBT) children and those perceived to be LGBT; and children of minority religious faiths.

There can be an increased vulnerability to bullying among children with special educational needs.  This is particularly so among those who do not understand social cues and/or have difficulty communicating.  Some children with complex needs may lack understanding of social situations and therefore trust everyone implicitly. Such children may be more vulnerable because they do not have the same social skills or capacity as others to recognise and defend themselves against bullying behaviour.

Preventative Strategies

Bishops/Clergy/Staff/volunteers should promote a positive anti-bullying ethos in their activities, raise awareness amongst bishops/clergy/staff/volunteers and children that bullying will not be tolerated and that anyone who witnesses an incident of bullying has a responsibility to report it. By emphasising the Code of Behaviour, staff/volunteers should create an environment in which children are valued as individuals and are encouraged and affirmed.

What can staff/volunteers do if a child tells them they are being bullied?

• Listen calmly and accept what is said.

• Complete an incident form following the conversation and keep on file as this forms the basis of the bullying report.  Notes should include nature of incident, date, time, location, names of those involved, witnesses, relevant history and child’s response.

• Reassure them that help is available, action will be taken, the child was right to tell, it is not their fault and it could happen to anyone.

• Negotiate confidentiality – be clear you’ll only tell people who need to know.

• Ensure the child’s safety.  The staff/volunteers should be aware that the safety of the child is paramount, and this can be maintained through appropriate supervision. Liaise with the parents/guardians in relation to a solution and possible actions.

• Tell the child that you will keep them informed and how you intend to proceed.

• Respond to the incident – all actions should be guided by the needs of the child.  Decide what action to take and by whom.

• Make a record of facts rather than opinions.  Include details from the bullying report, details recounted by others involved, any agreements made, an account of action taken and suggestions for follow up and monitoring.  This should be retained by the panel.

Responding to incidents of bullying

There are a number of approaches which can be used, and the bishops/clergy/staff/volunteers should determine which action to take depending on the incident of bullying.

1. The Code of Behaviour sets out the guidelines for children regarding boundaries and appropriate behaviour.  Draw everyone’s attention back to the Code of Behaviour and the consequences of not abiding by the Code.

2. The ‘no blame’ approach does not concentrate on who did what to whom but instead, focusing on the feelings of the target and what the group involved in the bullying and the target can do to make this situation better.  The ‘no blame’ approach allows the group involved in the bullying behaviour to think about the action that has taken place and the effect it has had on the target.  It promotes the perpetrator and the rest of the group involved in the bullying behaviour with an opportunity to redeem themselves.

3. Time Out – by providing some space and time between the perpetrator and target and allowing both parties involved to think about the incident that has taken place, time apart may aid the process of resolving the bullying e.g. removal of the perpetrator away from the target to another group.

4. Denial of privileges – loss of certain privileges by the perpetrator in the group.  It is hoped that by using this response the perpetrator may realise the impact of their actions on the target and the consequences for themselves.

5. Parental/Guardian involvement – make parents/guardians of all children involved aware of the incident of bullying and ask them to intervene in the situation.

6. Suspension or expulsion of the perpetrator may be used as a last resort in bullying where no other interventions have worked.

Cyberbullying

Cyberbullying is defined as “any behaviour performed through electronic or digital media by individuals or groups that repeatedly communicates hostile or aggressive messages intended to inflict harm or discomfort on others”. 

Cyberbullying, similar to more traditional forms of bullying, must meet three main criteria:

• Intention to cause harm to the victim(s)

• Repetition of abusive behaviour(s) over time (however in some instances, one behavioural act can create an on-going sense of intimidation for the victim (e.g. posting a humiliating photo/video which can be viewed by a large audience can have long term effects)).

• Imbalance of power between victim(s) and bully/bullies (i.e. super technological skills, anonymity).

Cyberbullying differs from more traditional forms of bullying in a number of ways:

• The audience is larger;

• There are no time or location barriers;

• It can happen 24/7

• The target’s reaction is not often seen, leading to a reduction in feelings of empathy or guilt for the perpetrator.

What are the signs/symptoms that someone is being cyberbullied?

Some signs or symptoms that may present when a child is experiencing cyberbullying include:

• More frequent health problems – headaches, stomach aches, frequent absenteeism, sleep problems, depression, or suicidal thoughts;

• Behavioural and emotional changes – distressed, anxious, frustrated, fearful, angry;

• School-related changes – inability to concentrate, drop in academic performance, reluctance to attend school;

• Negative emotional expressions after use of social media – poor self-image, sadness, hopelessness, loneliness, suspicion of others;

• Changes in online behaviour – more careful or cautious approaches to communicating online;

• Being emotionally upset during or after using the internet or the phone;

• Being very secretive or protective of their digital life;

• Wanting to stop using the computer or mobile phone;

• Being nervous or jumpy when getting an instant message, text, or email;

• Avoiding discussions about computer or mobile phone activities;

• Physical symptoms such as self-harm, eating disorders and/or risky behaviours.

Actions bishops/clergy/staff/volunteers should consider when a child is the target of cyberbullying:

• Confirm that you are dealing with bullying behaviour.

• Listen calmly and uncritically to the report the child is making.

• Remind the child that it is not their fault; it is the person who is doing the bullying that has the problem.

• Tell the child not to respond to the bully as this can exacerbate the issue.

• Ask the child if they have talked to their parents about the cyberbullying, if they have not the staff member/volunteer should offer to help the child to talk to their parents about the problem.

• The following advice should be given by the staff member/volunteer to the parents of the child experiencing the cyberbullying:

• Keep a copy of all correspondence between the child and the bully.
• Encourage the child to remove the cyberbully as a ‘friend’ online and block them from his/her phone.
• Report the issue to the website and/or mobile phone company as appropriate.
• Serious issues should be reported to PSNI – legal issues include making inappropriate sexual suggestions, racist remarks or persistent bullying that is seriously damaging to the child’s wellbeing.   In such situations the staff member/volunteer should report their concerns to the panel who can assist them to inform parents that they should report the cyber bullying or sexting to An Garda Siochana by bringing the child’s phone to the local Garda station and making a report.

Adopted by the Select Vestry of St Peter’s Drogheda on                17^th November 2021

Adopted by the Select Vestry of Ardee  and Collon on                    11^th November 2021

Adopted by the Select Vestry of Kilsaran Union on                          9^th November 2021

Signed ______________________________________________________ Chairman of the Select Vestry

CHILD SAFEGUARDING STATEMENT

ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION

ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION provides religious, educational and recreational activities and services to children under 18 years of age through a range of local services.

ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION is committed to safeguarding children by working under the guidance of our national safeguarding policy Safeguarding Trust and its associated procedures.

We acknowledge our duty of care to safeguard and promote the welfare of children and we are committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice.

Our clergy, volunteers and staff are committed to creating a safe environment for children to grow and develop. The Safeguarding Trust policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, race, religion or belief, sex or sexual orientation or socio-economic background, all children have a positive and enjoyable experience in a safe and child centred environment and are protected from abuse whilst participating in church related activities.

ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION has conducted a specific written risk assessment and child safeguarding statement in line with:

• Children First Act 2015
• Protection for Persons Reporting Child Abuse Act 1998
• National Vetting Bureau Act 2012 and 2016
• Children First Guidance 2017
• Tusla Guidance on Developing a Child Safeguarding Statement.

The Mandated/Relevant Person forST PETER’S DROGHEDA, ARDEE AND COLLON UNION and KILSARAN UNION  is THE REV’D IAIN JAMIESON

The written risk assessment indicates the areas of potential harm, the likelihood of harm occurring, and lists the required policy, guidance, process and practice required to alleviate the risks.

In addition to this service/activity risk assessment the following procedures are in place throughout ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION as part of our safeguarding policies and procedures:

• Procedures for managing allegations of abuse or misconduct by clergy, volunteers or staff against a child availing of our services.
• Procedures for the safe recruitment of volunteers or staff to work with children in our services.
• Procedures to access child safeguarding training, including the identification and reporting of harm.
• Procedures for reporting child protection and welfare concerns to Statutory Authorities.

ST PETER’S DROGHEDA, ARDEE AND COLLON UNION, KILSARAN UNION  recognises that implementation is an on-going process – we are committed to the implementation of this Child Safeguarding Statement and the procedures that support our intention to keep children safe from harm and the risk of harm.

The Relevant Person for this Child Safeguarding Statement is:

The Rev’d Iain Jamieson

This Child Safeguarding Statement will be reviewed in:

September 2023

COMPLAINTS AND DISCIPLINARY PROCEDURES POLICY

St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union are committed to ensuring the safety and welfare of all members. We also try to ensure that children have a positive and enjoyable experience when participating in St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union activities.

This complaints procedure aims to cover any situation which may arise, when children or their parents/guardians are not happy with the way children were treated while they were at an activity run by St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union.

The following are examples of the types of complaints that may arise:

• An alleged breach of the code of behaviour by a staff member or volunteer (see Part 4 of Safeguarding Trust);
• Perceived poor attitude of a staff member or volunteer;
• A child feeling unhappy about an incident or an event;
• A parent/guardian feeling unhappy about an incident or event involving their child;
• Dissatisfaction in relation to an aspect of the service being provided.

What Complaints are accepted?

1. Complaints involving child protection concerns must be dealt with in accordance with reporting procedures as set out in Safeguarding Trust and not through this Complaints procedure.
2. The Complaints procedure below should not be used to disagree with a policy set by the St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union.

There are basic rules for the acceptance of complaints:

• Complaints must be raised within three months of the Complainant knowing the facts St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union will not deal with complaints that are older).
• St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union does not generally investigate anonymous complaints.
• Complaints that are broadly or substantively the same as a previous Complaint, which have already been addressed, will not be accepted.
• St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union will refuse any Complaints which are believed to be vexatious or malicious.

Who can make a complaint?

Complaints can be made by:

• Children who are members of children’s activities at St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union .Their parents/guardians.
• Staff members or volunteers in St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union .Other advocates on behalf of children.

How to make a complaint

1. If the complaint is in relation to the safety and welfare of children, the complaints should be made to the Panel.
2. Other complaints should be made to the staff member or volunteer in charge of the group which the child is a member, with whom you should raise the concern orally (informal complaint). 
3. If the complainant does not want to discuss the matter with the staff member or volunteer in charge of the group, if the staff member/volunteer cannot answer the complainant’s concern, if the complainant is dissatisfied with the initial response of the staff member/volunteer to a complaint, or if the complaint is more serious, the complaint can be made in writing to the Panel (formal complaint).

Information the Complainant needs to provide

Complaints should be made, in the first instance, orally to the staff member/volunteer in charge of the group and provide them with the following information to allow them to investigate the complaint:

• Name of child affected and the group or event they were involved in
• If the complaint is being made by a parent or guardian, the name and address of the parent/guardian
• Exactly what the complainant is dissatisfied with and identification of the person(s) against whom the complaint is made
• The name of the staff member/volunteer who dealt with the matter the complainant is dissatisfied with.

Complaints made in writing should be made on the Complaints form (see appendix) and give as much factual details as possible to allow the matter to be investigated.

If I make a Complaint how will my Complaint be dealt with?

Your complaint will be dealt with fairly and objectively. The policy of St Peter’s, Drogheda, Ardee and Collon Union and Kilsaran Union is to deal with any valid Complaints in a positive and pro‐active manner and expect resolutions and outcomes to contribute to a process of continuous improvement.

Informal complaint

The leader in charge of the group will likely need to speak to a number of other people about your complaint but will endeavour to be able to provide a response to your informal complaint within ten days. If the leader in charge of the group is unable to respond to your informal complaint substantively within this time frame, they will endeavour to revert to you to update you on the situation.

Formal complaint

It may take time to process a complaint; however, you will be kept informed of the progress of the complaint with an acknowledgement of a formal complaint within seven days and endeavours will be made to provide a response to the complaint within four weeks.  However, where it is not possible to respond to the complaint within four weeks, you will be provided with an update within that period and the matter resolved at the earliest possible opportunity.

The staff member/volunteer or Panel member may need to speak to you and a number of other people to fully understand your complaint and the circumstances surrounding it.

Ultimately the staff member/volunteer or Panel member will decide about the Complaint and will inform you whether your complaint is upheld or not and the actions that will be taken as a result. 

Actions that may be taken in response to the investigation of a complaint:

Responses to a complaint might include:

• An apology (either verbal or written) to the complainant and/or the member;
• An explanation provided to the complainant and/or member, e.g. as to why something happened;
• A review of a decision made;
• An assurance that any poor practice identified in the investigation will be addressed at future activities;
• A meeting with the staff member/volunteer (who is the subject of the complaint) and the complainant in order to resolve the situation;
• Compulsory attendance by staff member/volunteer at specific training event;
• A period of supervision of staff member/volunteer by other staff/volunteers;
• In the case of a serious incident the suspension or dismissal of staff volunteer (in line with disciplinary procedures – see below).

This list is not exhaustive and in the individual circumstances of a specific complaint the response to that complaint may include one or more of the above items or may not include any of them.

What if I am not satisfied with the outcome of my Complaint?

If you are not satisfied with the outcome of your Complaint or the way in which it was handled, then you may appeal. Any appeal must be made within 21 days of being given the decision and outcomes of your Complaint.

Your appeal must be formally lodged in writing to the Panel. In your appeal, you must clearly explain the basis on which you are making the appeal and your preferred outcome to resolve the issue.

The Panel will consider the process undertaken to handle the original complaint and the outcome of the original Complaint. You will be kept informed of the progress of your appeal with an acknowledgement of your appeal within seven days and a response within four weeks.  Where it is not possible to complete the appeal within four weeks, you will be provided with an update within that period and the matter resolved at the earliest possible opportunity.

The Panel may need to speak to you and a number of other people to fully understand your appeal and the circumstances surrounding the investigation of your Complaint.

The Panel will make a decision about the appeal and will inform you whether your appeal is upheld or not and the actions that will be taken as a result.

Disciplinary procedures volunteer is found in breach of Code of Behaviour

Each breach of the Code of Behaviour will be assessed in line with the Complaints procedure above.   If a volunteer is deemed to be in breach of the Code of Behaviour the following procedures should be followed:

Informal Process Stage:

At this early stage, the main aim of the procedure is to help the volunteer achieve the required standard of performance or behaviour. It should be the parish’s aim to be able to (where possible) resolve issues at this stage and not invoke any formal procedures.

However, depending on the nature of the matter it is up to the panel to decide whether or not to initiate this procedure. It can be in the form of a supervision meeting and the panel will;

• Informally meet with the volunteer to discuss with them the unacceptable behaviour or underperformance.
• Agree on improvement measures and the timeframe for these improvements.
• Offer to support and coach the volunteer in improving their performance.
• Decide on a date to review the progress.
• Inform the volunteer in a clear manner of the next steps in the procedure if agreed standards of improvement are not achieved.
• Maintain a record of the meetings held.

Formal Process Stage:

This disciplinary procedure allows for warnings to be given for failure to meet standards of Code of Behaviour where the matter cannot be dealt with at the informal process stage.

Disciplinary meetings:

Disciplinary meetings will be held with the volunteer so that the volunteer can respond. The panel will never give a warning or decide on the level of a warning until after this meeting takes place and the volunteer is given a fair hearing under the principles of natural justice. The meeting will always be adjourned, and all aspects considered before a discipline or warning is imposed. A discipline/ warning may not be imposed if the volunteer’s response is satisfactory.

Stage One – Verbal Warning:

The Panel will convene a disciplinary meeting. The volunteer will be given the opportunity to state their case. The meeting will be adjourned to decide what course of action will be taken, the volunteer and their representative will be asked to re-join the meeting and they will be informed of the decision.  The verbal warning should be given by the Panel (more than one panel member should be present for this). The Panel will inform the volunteer:

1. What the issue/matter is
2. What action or improvement is required from the volunteer
3. Set a date for review meeting
4. What will happen if there is no improvement made by the volunteer

The verbal warning will be issued verbally and in writing and in duplicate, a copy of which the volunteer will be asked to sign. This should be returned to the Panel. This verbal warning remains active for a period of 6 (six) months. All warnings issued can be appealed, please see below for the appeals process.

Stage Two– Written Warning:

If the matter is not resolved at stage one stage two is initiated. The same process as stage one is applied however the warning is in writing and remains active for a period of 12 (twelve) months.

Stage Three – Final Written Warning:

If the matter is not resolved at stage two stage three is initiated. The same process as stage two is applied.

Stage Four – Removal from Volunteer Role:

If there are further breaches of discipline after the third stage or if an incident is so serious that the matter cannot be dealt with at stages 2 or 3, then the panel may decide to remove the volunteer from their role. The process for dismissal is:

1. An appropriate investigation and consideration by the panel
2. A meeting with the panel, the volunteer and their representative in order to dismiss the volunteer
3. Outline the parish position to the volunteer
4. Consideration to be given by the panel to the volunteer and their representative’s position.

The dismissal will be issued in writing and will include information on the appeals process.

Volunteers Rights:

At each stage of the disciplinary procedure, volunteers have the right:

• To be informed of the complaint against them and be given sufficient opportunity to present their case and call witnesses to support their case, as appropriate.
• To be accompanied to disciplinary meetings by a representative (this can be in the form of a colleague or friend)
• To be given an opportunity to present their case before a decision regarding the discipline to be imposed is reached.
• To normally not be removed from role for a first offence, other than gross misconduct.
• To be informed and encouraged to use the right of appeal.

Appeals Process:

An appeal should be made by the volunteer to the incumbent in writing within two weeks of the disciplinary action been taken.

An appeals panel will be set up to investigate the appeal. This panel will consist of members from the select vestry.

The person hearing the appeal should not have a previous knowledge of the matter.

A meeting will take place within two weeks of the application to appeal the disciplinary decision.

The outcome of the appeals process will be issued to the volunteer in writing within one week.

If a serious allegation of abuse is made against a volunteer, the Parish and Diocesan Panels and Internal Review Group will follow the procedures for dealing with an allegation against a volunteer as contained in Part 7 – Responding to and reporting child protection or welfare concerns.

Disciplinary procedures if a staff member is found in breach of Code of Behaviour

Each breach of the Code of Behaviour will be assessed in line with the complaints procedure outline above.  If a staff member is deemed to be in breach of the Code of Behaviour the disciplinary procedures in the staff member’s contract or staff handbook shall be followed where it is a serious incident which may potentially warrant suspension or dismissal of the staff member. 

Adopted by the Select Vestry of St Peter’s Drogheda, on                 17^th November 2021

Adopted by the Select Vestry of Ardee and Collon Union on,                11^th November 2021

Adopted by the Select Vestry of Kilsaran Union, on                         9^th November 2021

Signed  _______________________________________       Chairman of the Select Vestries

COMPLAINTS FORM

 (PLEASE USE BLOCK CAPITALS)

YOUR NAME, ADDRESS & CONTACT NUMBER

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DATE ON WHICH THE ALLEGED INCIDENT HAPPENED

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LOCATION OF ALLEGED INCIDENT:

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NATURE OF COMPLAINT: (E.G. Harassment, Bullying etc.)

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NAME OF PARTY OR PARTIES INVOLVED:

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PLEASE GIVE A DETAILED ACCOUNT OF THE ALLEGED INCIDENT:

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SIGNATURE: _________________________________          DATE: ______________________

PLEASE NOTE THAT A COPY OF THIS FORM WILL BE FORWARDED TO ALL RELEVANT PERSONS INVOLVED.

Received By: _______________________________             Date: ____________________

In line with Data Protection regulations, we are committed to protecting the personal information we hold on you. By providing the information requested, you are giving us permission (consent) to use this information for Safeguarding, legal or regulatory purposes and we will use it for no other purpose without further consent unless mandated or required to do so under the Data Protection Act 2018 or equivalent legislation. If you have any questions about how we process your personal data, please contact a member of the Panel.

The Select Vestries of  St Peter’s Church, Drogheda, St Mary’s Abbey, Ardee and Collon Union,  Church, Kilsaran Union are committed to protecting the safety, health and welfare of all its clergy, employees, voluntary workers, parishioners and visitors to parish properties insofar as is reasonably practicable, by compliance with the provisions and requirements of the Safety, Health and Welfare at Work Act 2005, the Safety, Health and Welfare at Work (General Application ) Regulations 2007, the Safety, Health and Welfare at Work (Construction) (Amendment) Regulations 2010, as well as all other relevant statutory provisions and Codes of Practice.

The parish properties embraced by this safety statement are:

The Church, Parish Hall and Graveyard of St Peter’s, Drogheda, The church and graveyard of St Mary’s Abbey, Ardee, Collon Church and graveyard, St Mary’s, Castlebellingham, Church, graveyard and parish hall, Dunleer Church, graveyard and parish hall, Drumcar Church and graveyard, Dunany Church and graveyard, The School House and grounds, Castlebellingham, the Rectory and grounds, Dromiskin, the Glebelands, Kilsaran,

The Select Vestries will determine and maintain appropriate policies on safety, and welfare for all parish activities both in and outside the parish properties.  In order to fulfil this commitment, the Select Vestries will identify and evaluate, and then eliminate or reduce all hazards to which its clergy, employees, voluntary workers, parishioners and visitors may be exposed.

 The select vestries will follow the under noted policies to identify and control risks:

1. Carry out a safety inspection of all parish properties at least annually, and identify any hazards that might expose any user to risks of injury or property damage.

• Implement a programme of risk assessment and reduction, to eliminate or reduce the risks identified during these inspections.
• Provide and maintain safe methods of access and egress from the properties for all users having regard to statutory requirements.
• Provide as far as is reasonable, resources of time, personnel, training and finance necessary to support the safety standards adopted in the safety policy of the parish, and encourage and integrate a climate of safety and health into all parish activities.
• Consider the special risks that may arise during parish events, fetes and concerts, and address the safety issues in advance of the event.
• Review the safety statement each year in November to repeat the safety inspection, update the policy, and take into account any changes in parish activities or premises.
• Consult with clergy, parishioners, employees, voluntary workers and parish and diocesan committees on safety and health and organisational matters.
• Make copies of the parish safety policy available to parish committees, parishioners, clergy and any other persons who are entitled to see it.
• If deemed necessary, to appoint a parish safety officer and/or obtain competent outside advice on health and safety matters.

This statement was discussed and approved by the select vestry of St Peter’s Drogheda on 17^th November 2021

This statement was discussed and approved by the select vestry of Ardee and Collon Union on

11^th November 2021

This statement was discussed and approved by the select vestry of Kilsaran Union on

9^th November 2021

Signed:   ____________________________________________ Chairperson of the select vestry                               

ANNUAL SAFETY AUDIT

A safety audit will be carried out at least annually, and more frequently when deemed necessary, of all parish property, grounds and boundaries and of any graveyards or other property for which the parish holds responsibility.  The audit will identify potential hazards, state how they may be eliminated or reduced to an acceptable level and to record the findings in a hazard identification sheet.

• The parish properties and lands will be inspected each year in May to identify the hazards in

the perimeter, entrances and approaches

the grounds graveyards and any parish lands

the buildings and services of any parish properties

• The safety audit will consider the parish activities, whether in or outside of the parish, or while travelling to parish organised events or activities, identify the hazards that may arise and record them in a hazard identification sheet.
• Fire Safety Planning

Extinguishers will be installed where necessary and serviced at least annually.

Emergency evacuation procedures will be decided, clearly documented, and published.

All emergency exits will be checked and clearly marked. 

Access to exits will not be blocked or obstructed.

• All heaters, cooking and kitchen equipment, and fixed heating and electrical installations will be checked annually and serviced where necessary.
• All ground maintenance and cleaning tools, equipment and ladders will be checked and serviced annually.
• Surfaces with a potential for trips and falls such as broken steps, uneven surfaces, loose floor coverings, staircases, floors, and pathways will be examined.
• Graveyards, pathways, driveways, headstones, trees and grounds will be examined.
• Safety training needs, if appropriate, will be determined.
• Determine what personal protective clothing and equipment is necessary for the safer performance of employee duties.

ANNUAL SAFETY AUDIT REPORT

A written record of this safety audit will be

prepared by the person(s) inspecting,

submitted to the attention of the select vestry

and

a permanent record kept within the parish safety policy file

The safety audit report will include details of the following:

                        Premises and locations inspected.

                        Date of inspection.

                        Details of who carried out the inspection.

Hazards identified and their risk of injury.

Remedial action(s) to be taken.

The report will be signed by the person(s) who undertook the inspection and counter signed by the chairperson of the select vestry.

A copy of the latest safety audit report is attached to this policy as Appendix A.

RESPONSIBILITIES

The select vestry is responsible for compiling, approving and maintaining the safety policy of the parish, and is also responsible for ensuring that all clergy, employees, voluntary workers, parishioners and visitors are informed of, and adhere to, it.

The select vestry may, if they wish, appoint a parish safety officer to carry out the safety audits and to monitor compliance with the agreed safety policy on a day to day basis.

The safety officers for these parishes are:

St Peter’s 

Name                                      Mr Gerry Dagg

Address                                   22, Bryanstown, Drogheda, Co Louth

Telephone number                  087 2462305

Ardee and Collon Union        

Name                                       Mr Ronnie Kavanagh, the Revd David Murphy

Address                                   Artnalivery, Ardee

Telephone number                  087 2507509 (Ronnie) 087 608 5780 (David) 

Kilsaran Union                       

Name                                      Ms Sandra Byrne, Mr Harry Newett

Address                                   Drumgoolstown, Castlebellingham; Knockdinnon Dunleer

Telephone number                  087 9694087 (Sandra) 0416851629 (Harry)

DUTIES OF THE SELECT VESTRY

The select vestry and (if appointed) the parish safety officer, have the following duties:

To ensure, as far as possible, that the provisions of the parish safety statement are observed on a day to day basis.

To ensure that the Safety Statement is brought to the attention of all clergy, employees, voluntary workers, parishioners, visitors and contractors and ensure that they act in such a way that their actions do not put either themselves or others in danger.

To ensure that the Safety Statement is revised at least annually, and whenever necessary to reflect changes and developments in parish properties or activities.

To organise and document the safety audit each year.

To ensure that appropriate supervision is in place to monitor and control the parish activities and events.

To establish an emergency evacuation procedure, ensure that all escape routes are properly marked, that access to emergency exits is not obstructed, and that assembly points are clearly marked.

To ensure that all employees and voluntary workers are given safety training appropriate to the risks to which they are exposed.

To investigate all accidents or near accidents, to clergy, employees, voluntary workers, parishioners, visitors and contractors. Record the circumstances and plan to avoid a recurrence.

To ensure that the safety matters arising from parish events, fetes and concerts are considered and addressed before the event takes place.

DUTIES OF EMPLOYEES AND OTHERS

Employees, clergy, voluntary workers, parishioners, visitors and contractors are required to co-operate and assist fully in the observance of, and compliance with, the commitments in the parish safety policy.

All parishioners and users have a duty to report any perceived hazard or dangerous practice to the select vestry or safety officer.

Employees and others are reminded of their own obligations under the Act to preserve their own safety and that of other parish users and visitors.

Employees are entitled under the Act to appoint if they wish, a safety representative to co ordinate their views on safety matters, and to represent the other employees in any safety related discussions with the select vestry.

CONSTRUCTION, MAINTENANCE AND REPAIR WORK.

The select vestry recognises that particular hazards may occur when work of this nature is being carried out at parish premises.  General and overall responsibility for regulating persons who undertake such work, whether contractor or direct employee, remains with the Select vestry.

When engaging any contractor to carry out work the Select vestry will –

• Bring the requirements of this safety statement, insofar as it affects them, to the attention of the contractor.
• Ensure that the contractor is aware that he is required to comply with the parish safety statement, and must do nothing that will compromise or oppose the parish safety rules and evacuation procedures.
• Advise the contractor of any special hazards or features at the premises that might endanger his health or safety or that of his employees.
• Require the contractor to submit a copy of his site safety plan before any work starts.   The contractor must prepare this in compliance with the Safety, Health and Welfare at Work (Construction) (Amendment) Regulations 2010.  It must deal specifically with the work in hand, site access and exit, fencing and security of the work site and any other matter that is required to recognise the shared nature of the premises during the work.

When engaging any employee to carry out work the select vestry will –

• Bring the requirements of this safety statement to the attention of the employee.
• Ensure that the employee is aware that he is required to comply with the parish safety statement, and must do nothing that will compromise or oppose the parish safety rules and evacuation procedures.
• Advise the employee of any special hazards or features at the premises, or in the work that he is required to do that might endanger his health or safety or that of other parish users or members of the public.
• Ensure that the employee has adequate training to enable him to perform the work, particularly where the work involves the use of ladders.
• Ensure that adequate protective clothing and equipment is provided and worn.
• Ensure that any equipment, ladders, machinery, and materials are in good condition and suitable for the work involved.

OTHER PARISH POLICIES

The select vestry and the parish also maintain policies and procedures relating to

• Prevention of bullying and harassment
• Organisation and supervision of parishioners when on out of parish trips.
• Protection of children and young people from physical, sexual and emotional harm.

Details of these policies may be obtained from the select vestry on request.

HAZARD IDENTIFICATION SHEET

This report records the findings of a parish safety audit of

https://drogheda.armagh.anglican.org/wp-content/uploads/2021/11/HAZARD-IDENTIFICATION-SHEET.docx

This Communication Policy is for all those involved in children’s activities in St Peter’s, Drogheda, Ardee and Collon Union, Kilsaran Union.

It deals with communication within the parishes of St Peter’s, Drogheda, Ardee and Collon Union, Kilsaran Union and with parents and children and the wider community. 

To contribute to ensuring inclusivity and co-operation this policy emphasises maintaining and improving the current channels of communication amongst

those involved in the parishes of  St Peter’s, Drogheda, Ardee and Collon Union, Kilsaran Union and with the general public.

 Good communication is essential to maintaining a positive working and learning environment.  Creating an atmosphere of mutual respect in a happy, caring and supportive environment means that people feel included, consulted and informed.  This requires that St Peter’s, Drogheda, Ardee and Collon Union, Kilsaran Union use a variety of channels of communication so as to ensure that the relevant people receive the necessary information.

 Means of communication:

This policy encourages the use of the most effective communications mechanism depending on context, whilst ensuring the rights of everyone involved in the communication.

 Communication methods used:

i. Personal contact

ii. Phone calls

iii. Written communication (email, letters, notes)

iv. Text messages

v. Social media

vi. Website

 Communications procedures:

 Our communication strategy is based on a module of Display, Inform, and Ask to ensure that relevant information is available to parents/guardians, children and the wider community.  We shall use the above communication methods to ensure that this module is achieved.

 We shall ensure that the following is displayed and publicly available on our website:

• General information about our activities and our children’s activities.

• Contact details for relevant personnel.

• Child Safeguarding Statement and contact details for relevant person.

• Safeguarding Trust Policy and contact details for our Panel.

• Other supporting policies and procedures that underpin the work of St Peter’s, Drogheda, Ardee and Collon Union, KIlsaran Union.

We shall ensure that the following is displayed on our parish premises (or at diocesan activities):

• Child Safeguarding Statement and contact details for the relevant person.

• Panel notice.

• Children’s information poster with photos of panel members.

• Details of children’s activities.

• Details of our parish website.

We shall ensure that we inform parents about the following:

• Introduce the staff and volunteers that will be working with their children.

• Who their first point of contact should be within their child’s group.

• General information about the activity their child is participating in.

• Calendar of events.

• Details of activities, trips and outing.

• Code of Behaviour for their child’s group and the sanctions for breaching that Code of Behaviour.

• Reports on activities undertaken within our groups via our parish newsletter/magazine/website/social media site or Diocesan magazine/website.

• Safeguarding Trust and supporting policies through information leaflets.

• How to make a complaint.

• Any concerns staff or volunteers have about their child’s welfare and safety provided it does not further endanger the child, staff, volunteers or panel members.

We shall ensure that we inform children about the following:

• Upcoming activities.

• Their rights to be protected, listened to and to have their views taken into consideration.

• Safeguarding Trust through information leaflets and posters.

• The Code of Behaviour that applies to them and the sanctions for breaching that Code of Behaviour.

We shall provide the family of all children joining one of our parish groups with information pack which includes:

• letter of welcome to parents/guardians, programme of activities;

• Safeguarding Trust parent/guardian information leaflet and Safeguarding Trust child information leaflet (if child is over 10 years);

• details regarding the meeting times and arrangements for dropping off and picking up children;

• contact details for staff or volunteers;

• membership/registration form for submitting child’s personal details/medical information/emergency contact numbers/consent authorisation;

• photographic policy/consent authorisation;

• Code of behaviour for members for your group and sanctions for breaching the Code of Behaviour;

• details of where to access of relevant policies and Child Safeguarding Statement or copies of same.

We shall ask parents to:

• Complete a Parental consent form for their child annually providing child’s personal details, medical information, emergency contact number, consent authorisation.

• Complete consent forms for photographs, outings etc as necessary.

• Ensure that consents are provided by those with parental responsibility.

• Keep staff and volunteers informed about relevant information in relation to their child and family during the year.

• Confirm that the information being provided to them is being received and understood.

• Check in with staff and volunteers for feedback on how their child is doing.

• Provide feedback to staff and volunteers on what we are doing well and how we can improve or change to benefit parents and members of our groups.

We shall ask children to:

• Ensure that the information we are providing them with is being received and understood.

• Talk to staff and volunteers about any concerns that they might have.

• Feel free to approach any staff or volunteers if they are worried about something.

• Provide feedback to staff and volunteers on what they are doing well and how they can improve within our groups.

All information provided by parents/guardians and children as part of this Communications Policy shall be treated with the utmost confidentiality.  However, if any information pertaining to a child’s welfare and safety comes to a staff member’s or volunteer’s attention through any of these means of communication, they shall follow the relevant procedures laid out in the Safeguarding Trust.

 Adopted by the Select Vestry of St Peter’s Drogheda on                             17^th November 2021

Adopted by the Select Vestry of Ardee and Collon Union on         11^th November 2021

Adopted by the Select Vestry of Kilsaran Union on                          9^th November 2021

Signed _______________________________________________________Chairman of the Select Vestry

Drogheda, Ardee and Collon Union, Kilsaran Union.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Drogheda, Ardee and Collon Union, Kilsaran Union is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

Drogheda, Ardee and Collon Union, Kilsaran Union complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
• To administer membership records;
• To fundraise and promote the interests of the church;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);

• To inform you of news, events, activities and services running at Drogheda, Ardee and Collon Union, Kilsaran Union ;
• To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.

4. What is the legal basis for processing your personal data?

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about parish and diocesan events
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

• the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
• there is no disclosure to a third party without consent

5. Sharing your personal dataYour personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.

6. How long do we keep your personal data?We keep data in accordance with the guidance set out within Irish Data Protection Legislation, details of which can be found here and  in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website here.

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

7. Your rights and your personal data  

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which Drogheda, Ardee and Collon Union, Kilsaran Union holds about you
• The right to request that Drogheda, Ardee and Collon Union, Kilsaran Union corrects any personal data if it is found to be inaccurate or out of date.
• The right to request your personal  data is erased where it is no longer necessary for Drogheda, Ardee and Collon Union, Kilsaran Union to retain such data.

• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)

[Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means]

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data, (where applicable)

[Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

• The right to lodge a complaint with the Information Commissioners Office (UK) or Data Protection Commissioner (Ireland)

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice. The new notice will explain the new use of your personal data prior to commencing the processing. It will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance  by contacting Select Vestry secretary of the Church with Drogheda, Ardee and Collon Union, Kilsaran Union or email office.drogheda@armagh.anglican.org  .

You can contact the Data Protection Commissioner (Ireland) on +353 (0761) 104 800; via email info@dataprotection.ie or by writing to:  The Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois, R32 AP23

Who we are

Our website address is: https://drogheda.armagh.anglican.org.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

This website uses “cookie” technology. A cookie is a piece of text stored by the browser on your computer, at the request of our server. We use cookies to remember your viewing preferences if you select to view this website using the ‘Text only version’. This cookie remembers your personal preference as you browse from page to page, and also on your return to the website after closing your browser.

Cookies are used to manage authenticated access to the site by authorized users to protected areas of the website. You are always free to decline our cookies, if your browser permits, or to ask your browser to indicate when a cookie is being sent. You can also delete cookie files from your computer at your discretion. Please note that if you decline our cookies or ask for notification each time a cookie is being sent, this may affect your ease of use of this website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Who we share your data with

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

DATA PRIVACY NOTICE

Drogheda, Ardee and Collon Union, Kilsaran Union.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Drogheda, Ardee and Collon Union, Kilsaran Union is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

Drogheda, Ardee and Collon Union, Kilsaran Union complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
• To administer membership records;
• To fundraise and promote the interests of the church;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);

• To inform you of news, events, activities and services running at Drogheda, Ardee and Collon Union, Kilsaran Union ;
• To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.

4. What is the legal basis for processing your personal data?

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about parish and diocesan events
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

• the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
• there is no disclosure to a third party without consent

5. Sharing your personal dataYour personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.
6. How long do we keep your personal data?We keep data in accordance with the guidance set out within Irish Data Protection Legislation, details of which can be found here and  in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website here.

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

7. Your rights and your personal data  

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which Drogheda, Ardee and Collon Union, Kilsaran Union holds about you
• The right to request that Drogheda, Ardee and Collon Union, Kilsaran Union corrects any personal data if it is found to be inaccurate or out of date.
• The right to request your personal  data is erased where it is no longer necessary for Drogheda, Ardee and Collon Union, Kilsaran Union to retain such data.

• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)

[Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means]

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data, (where applicable)

[Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

• The right to lodge a complaint with the Information Commissioners Office (UK) or Data Protection Commissioner (Ireland)

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice. The new notice will explain the new use of your personal data prior to commencing the processing. It will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance  by contacting Select Vestry secretary of the Church with Drogheda, Ardee and Collon Union, Kilsaran Union or email office.drogheda@armagh.anglican.org  .

You can contact the Data Protection Commissioner (Ireland) on +353 (0761) 104 800; via email info@dataprotection.ie or by writing to:  The Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois, R32 AP23