Youtube
Twitter
Facebook

Diocese of

Hexham and Newcastle

Bishop Robert Byrne CO

Department for Safeguarding - Resources

Parish Safeguarding Representatives' (PSRs) Resources:

This page contains the latest safeguarding documents for use by Parish Safeguarding Representatives.


Safeguarding Flowchart for PSRs Updated May 2019:

If you are unsure about any of the paperwork or process, it is explained here in the DBS Flowchart for PSRs. You can also call us with any queries, tel: 0191 243 3305 or email: safeguarding@diocesehn.org.uk.

You can also review the Role Codes you see on your update spreadsheets, what they mean and whether a DBS is required.


The following resources have been provided to help PSRs undertake DBS checks. These are based on official CSAS documentation, although in some cases have been branded for Diocesan use. Unbranded documentation is available through the CSAS website and is found within their procedures manual area. Please be aware that documentation may be updated periodically and this will be regularly reviewed.


Pack 1 – New Volunteers:

Click here for the New Volunteer Registration Form 1 (to be kept in the parish).

Click here for the New Volunteer Reference Form (to be retained by the parish after referees have completed).


Pack 2 – Volunteers with References and Volunteers Requiring a Re–check:

Click here for Cover slip for applications.

Click here for Re–check pack. This groups an SSD, COI and DBS17 together, which is the information required for a standard recheck.

The DBS require us to thoroughly check the identity of our volunteers, hence all of the paperwork and ID documents. New volunteers complete all of pack two and we need the SSD, COI and DBS17 from them to process their first DBS check (as included in the pack above, without the coversheet).

These documents can also be downloaded separately in the links below:

Click here for Eucharistic Ministers slip (3 copies per page). NB.Volunteers who tick box 2 of the Eucharistic Ministers slip DO NOT REQUIRE A DBS, but please send us this slip to confirm.

Click here for the SSD form only.

Click here for the COI form only.

Click here for the DBS17 form only. NB. EVERY box must be ticked on the DBS 17 form to give consent to process a DBS.

E-bulk is simply the system the Department for Safeguarding uses to process DBS forms and the ‘Third Party’ referred to is a secure link that transfers the application status information from the Department for Safeguarding to the registered body.

We don't give out personal data in any circumstances and you and our volunteers need not worry that we do.

Click here for the Safeguarding Guidelines (to be kept by the volunteer).

Click here for the Safeguarding Agreement (2 copies per page) (to be kept in the Parish with the volunteer’s registration form and references).


Online Update Service (OUS) Re–checks:

Volunteers who are registered with the OUS will receive annual reminders of their subscription (NB. it is a reminder of the subscription renewal, NOT the DBS renewal). These messages come directly from the DBS, not the Diocese. Every third year, the safeguarding office will require an SSD form and a DBS17 form to re–affirm their roles and give us permission to access their online account with the DBS to perform a re–check.

If someone completed their last DBS check online, it does not mean that they have an account with the OUS. Unless notified by the volunteer, we cannot know whether someone has joined the OUS. This means we will occasionally send packs out to volunteers who already subscribed to the OUS. If you know of any people who are DEFINITELY on the OUS, they do not need to complete the whole renewal process and we only require the SSD and DBS17.


Pack 3 – Data Retention:

Click here for the DBS Roles grid to help confirm which of your volunteers require a DBS.

Click here for the Data Retention Schedule to know how long you must keep paperwork on volunteers.

Click here for the Supervision decision-making tool to decide if a role working with children requires supervision.

Click here for the DBS Eligibility Guidance CSAS guidance on DBS Eligibility.

Click here for the Key Safeguarding Terms Definitions of key safeguarding terms.

Click here for information on the Online Update Service for volunteers.

Click here to access and read the latest Diocesan Data Protection Policy.


DBS Eligibility Checker Tool:

The Department for Safeguarding has designated certain roles that require a DBS and others that do not. However, you know the roles carried out by your volunteers. If you believe a role may require a DBS you can check using the Government role checking tool available here: https://www.gov.uk/find-out-dbs-check.

If you check this and feel that a role meets the criteria, contact the department to discuss.


Safeguarding Guidelines:

Read the latest Safeguarding guidelines here.