Safeguarding Policy

Context

Pastor Training International (PTI) exists to provide support and theological training to church leaders who live in areas where such training is not otherwise accessible to them. The work is conducted predominantly in Africa and Asia and to a lesser degree in Eastern Europe.

The work involves experienced pastors from the UK visiting these regions to provide pastoral and biblical training to local church leaders at events organised locally by local national or regional leaders. 

Such cross-cultural work presents many challenges for the UK pastors who support the work since the cultural expectations, local contexts and legal / regulatory processes are often very different to those experienced in the UK and this is often compounded by language barriers. In addition, the socio-economic factors and discrepancies between the UK and the local context are significant and management of the resulting imbalance of power is critical for PTI.

Purpose

These procedures aim to provide staff and volunteers with clear and simple instructions as to how safeguarding is promoted and how concerns should be handled. They are not provided for training purposes and will not be used as a substitute for training.

Scope

These procedures will be applied to all staff and volunteers who act on behalf of Pastor Training International.

Governance and oversight

Leadership of safeguarding across the organisation has been delegated to the Director on Ministry, who will report on compliance and effectiveness on a regular basis. The director of Ministry and the Lead Safeguarding Trustee together provide leadership of safeguarding and constitute the Safeguarding Team.

The Trustees will ensure effective oversight of safeguarding across the organisation by:

• Ensuring that the Safeguarding Team promote the importance of safeguarding and lead the development of a culture that is biblically faithful, healthy, transparent and countable
• Ensuring that a suitably knowledgeable and appropriately skilled Designated Safeguarding Lead (DSL) and a deputy are appointed and that they are adequately supported and resourced
• Ensuring that a proportionate and legally compliant safeguarding policy is in place and that it is reviewed at least annually, but more frequently as required
• That the safeguarding trustee provides a verbal update report to all trustee meetings, and that a written safeguarding report is provided to the trustees at least annually
• That the effectiveness of the safeguarding arrangements is reviewed annually in line with the review of the policy and procedures
• That role clarity is achieved through a clear definition of the responsibilities of all those involved in safeguarding across the church

Legal and regulatory compliance and strategic leadership

• The trustee with specific responsibility for safeguarding will work on behalf of the trustees with Director of Ministry, who is also the DSL, to ensure that the trustees are kept informed of issues that need to be addressed.
• The responsibility for regulatory and legal compliance and strategic leadership of Safeguarding is retained by the trustees.
• Specific tasks related to strategic leadership can be delegated, but final decisions will be taken by the board of trustees as a whole
• The safeguarding team report to the trustees, providing assurance of compliance, effectiveness of safeguarding arrangements and safeguarding activity
• The safeguarding team are responsible for ensuring that all policies, procedures and systems are implemented and that their effectiveness is monitored

Operational leadership of safeguarding (the Designated Safeguarding Lead)

• The Director of Ministry will act as the Designated Safeguarding Lead and will provide operational leadership of safeguarding on behalf of the trustees
• PTI recognises that every member of the organisation has a responsibility to protect the vulnerable.  The DSL supports the staff in the discharge of this duty

 Recruitment and ongoing support of staff and volunteers

The recruitment and support of staff and volunteers is of critical importance to Pastor Training International and to our work and ministry. In order to fulfil our legal duties and to ensure we meet the still higher standards dictated by scripture, all staff and volunteers will be subject to appropriate recruitment processes.

• Management of recruitment processes

• At least one person who is involved in the process of recruitment of staff or appointment of volunteers will be trained in Safe Recruitment            
  • Appropriate records will be kept of all recruitment processes
  • A “Single Central Record” of recruitment checks and a training log will be maintained
  • Staff and volunteers will be provided with written Job / role descriptions and person specifications prior to deciding whether to take up the position / role

• Recruitment process

• Prior to appointment, all staff and volunteers will be required to submit an application form

• Paid staff positions

• Prior to appointment all paid staff will be required to attend a formal interview, regardless of whether a competitive process is in operation
  • Prior to appointment of staff, references will be sought, including, where possible, a reference from the current or previous employer
  • Upon commencement of their position, all staff will be required to complete a formal induction process as outlined in their role description and including any matters identified during the recruitment process

• Volunteer positions

• Prior to appointment, all volunteers will be required to attend a formal discussion to ensure their suitability and clarity of understanding of the role and its requirements
  • Prior to appointment, references will be sought. Where an appropriate reference was obtained at the time of application for formal church membership, this may be used
  • Following appointment and prior to commencement of the role, volunteers will be required to complete a formal induction process as defined in the role description

• Probationary periods

• All staff will be subject to a formal probationary period
  • Prior to commencement of the role, a clear statement of the criteria for successful completion of the probationary period will be provided
  • Regular support, guidance and review will be provided throughout the probationary period and the outcome (passed, extended, failed) will be communicated to the employee volunteer prior to the end of the probationary period and records will be retained of all discussions

• Ongoing support and supervision

• All staff and volunteers will receive proportionate supervision and pastoral care. Supervision will include both personal wellbeing and performance management
• Where DBS checks are required, this will be identified in the role description and these checks will be updated at least every three years

• Training

• All staff and volunteers in roles that involve regulated activity or those who manage such staff will be required to attend regular safeguarding training
  • Trustees will receive initial training. There is no requirement for formal update training, however, the trustees must ensure that their knowledge and skills are up-to-date
  • Volunteers and staff involved in working with children, young people or adults at risk of abuse are required to update their training at least every three years
  • The Designated Safeguarding Lead and the Deputy DSL are required to attend formal update training at least every two years
  • All staff, volunteers and trustees will undergo some informal update activity annually
  • A log of training and DBS checks will be maintained by the DSL

Health and Safety

• PTI recognises that there are inherent risks associated with the ministry and as such, that we must manage those risks as carefully as possible.
• The leaders will ensure that the health and safety of everyone who is involved in ether delivery of, or in receipt of ministry is protected by:
  • Regularly reviewing our health and safety policy to maximise effectiveness and ensure ongoing legal compliance
    • Maintaining and implementing proportionate Risk Assessments for all activities
    • Maintenance and analysis of Accident and Incident Reports on receipt to ensure appropriate lessons are learned and timely responses are implemented and an overview analysis of reports that examines trends and recurring themes will be conducted at least annually

Responding to and reporting safeguarding concerns and disclosures

• Those who are involved in ministry on behalf of PTI should ensure that they understand the safeguarding requirements and processes in the region they are visiting

Managing immediate risk

• Upon identification of a concern or receipt of a disclosure, the worker involved should make an assessment as to whether any immediate action is necessary to protect the individual
  • The worker may seek advice from the team leader or from the DSL, however, the seeking of advice should not unnecessarily delay or prevent the protective action or place the individual at risk of further or increased harm

Reporting safeguarding concerns

• Once it has been established that the individual is not, or is no longer in imminent danger, the concern will be reported according to the local policies and procedures
• The concerns will also be passed to the PTI DSL at the earliest opportunity
• Details of the concern must be recorded on the “Incidents and concerns reporting form”

Managing the risks: the role of the DSL

• On receipt of the report, the DSL will review any immediate actions taken and will be responsible for follow-up or further action that may be required from the UK side of the organisation
• Upon receipt of the completed form, the DSL will establish a “Confidential File” in relation to the incident
  • The confidential file will be updated with any further discussions or actions, including any advice sought or referrals made and updating will continue an ongoing basis
    • The DSL will confirm to the person raising the concern that the matter has been actioned. The DSL will not provide any unnecessary information. Information is only shared on a “need to know” basis
• Where the concern meets the threshold for reporting to UK authorities, the DSL will ensure that all necessary actions are taken and followed through
  • Information will not be shared with the parent / carer in situations where:
  • All conversations, correspondence, and documentation etc will be placed into the confidential file and the “Record of action” and Chronology will be maintained on an ongoing basis
• Confidential files will be stored
• The DSL will immediately notify the Trustees of any issues that involve risk to the organisation

Allegations against or concerns about staff and volunteers

PTI takes allegations against our staff and volunteers very seriously and will ensure that they are investigated thoroughly, via a transparent process that expedites the matter in a timely manner. We recognise that that we have a responsibility to take the allegation seriously, to manage the situation effectively while the investigation takes place and to and to support the person accused throughout the process.

• Allegations against staff or volunteers should be passed to the Director of Ministry
• If the allegation is against the Director of Ministry, it should be passed to the chair of trustees
• Full details of the allegation will be recorded
• PTI’s investigating officer must first assess whether any immediate action is required to ensure the safety of everyone involved
  • Dependent upon circumstances and the immediate action required, notifying the individual that an allegation has been received may be unavoidable
  • If so, care should be taken not to compromise the gathering of evidence.
  • If it is necessary to notify the individual at this stage, details of the allegation should not be divulged
  • Support must be offered to the subject of the allegation as well as any potential victims
• At the earliest opportunity, the LADO (Local Authority Designated Officer) should be consulted
  • If the LADO cannot be contacted due to working hours, initial advice can be sought from Christian Safeguarding Services (CSS)
• If the allegation meets the threshold for LADO, PTI’s investigating officer will work with LADO to ensure that the allegation is thoroughly investigated and all issues raised are addressed
• If the allegation does not meet the threshold for LADO, the investigating officer will consult with CSS, who will provide independent support and advice to ensure transparency
• Thorough records of all aspects of the handling of the allegation will be retained throughout the process.
  • These records will be held confidentially in
• The investigating officer will seek and follow specialist advice throughout the process
• PTI will need to consider what information should be shared with the home church of the individual and the point at which that information should be shared.
  • Advice can be sought from CSS or LADO.
• PTI will also need to consider whether their insurers should be notified and whether there are any regulatory requirements that need to be met
  • Advice can be sought from CSS

Concerns about practice and whistleblowing

• Concerns about the culture or practice within the church should be raised with the Director of Ministry who will notify the Chair of trustees and agree how to proceed
• The concerns will be carefully considered, and a formal response will be provided to the complainant(s)
• If the complainant is not satisfied with the response, they should formally raise the matter with the Chair of trustees, explaining their concerns about the adequacy of the initial response. Details of how this can be done will be communicated at the same time as the initial response
• Once the Trustees have considered the matter, they will formally respond to the complainant in writing, explaining their findings and the rationale for their decision
  • Details of how to raise the complaint externally will also be provided as part of the response
  • This will include contacting the Charity Commission, details of the NSPCC whistleblowing helpline and any other measures that the trustees wish to offer

Document control

Issue no	Policy due for renewal:	Policy last reviewed	Last review conducted / approved by:
1	18th Nov 2021	19th Nov 2020	Trustee meeting 19.11.2020