Becoming a member of CAS

1. Becoming a member of CAS Contains guidance on how to comply with the Criminal Records Bureau Code of Practice, and sample child protection policies Churches' Agency for Safeguarding

2. Introduction The Churches’ Agency for Safeguarding is an umbrella body set up by Christian denominations and organisations to provide Criminal Records Bureau Disclosure checks for its employees and volunteers. This pack contains everything you need and everything you need to know about becoming a member of CAS. Churches' Agency for Safeguarding

3. Types of membership • Full Membership – Membership of CAS is open to any church or associated church body of Churches Together in Britain & Ireland (CTBI), Churches Together in England (CTE) or the Free Churches Group. Full members pay a yearly grant of at least £5000. • Informal Membership – Informal members pay per application form for their organisation. Informal membership is open to any Christian-based organisation. All applications are charged £12 each regardless of membership level Churches' Agency for Safeguarding

4. Rehabilitation of Offenders Act 1974 The Rehabilitation of Offenders Act (ROA)1974 helps people who have been convicted of a criminal offence and who have since lived on the right side of the law. In general, people convicted of a criminal offence, who receive a sentence of no more than two and a half years in prison, benefit from the Act if they are not convicted again. Once a rehabilitation period has expired, and no further offending has taken place, a conviction is considered to be ‘spent’ The Act states that in most circumstances recruiters can only ask questions regarding an applicant’s unspent convictions. However, for posts which involve working with children or vulnerable adults, the Act makes an exemption and questions can be asked about applicants’ criminal records including spent convictions Churches' Agency for Safeguarding

5. Your Recruitment Policy Because recruiters are allowed to ask questions regarding an applicants criminal record, they have a responsibility make the applicant aware of this and also how they intend to deal with any disclosure of information. This is why you need a recruitment policy. The policy included in this pack will provide the basic requirements. You may add information relevant to your organisation Recruiters will also need to add their procedures for dealing with unclear disclosures Churches' Agency for Safeguarding

6. Sample child protection policy CAS has developed a generic child protection policy which can be amended to suit your organisation. Although it will need to retain certain basic principles it can be amended accordingly, then checked by CAS before your membership is completed Churches' Agency for Safeguarding

7. The Disclosure Application Process • The applicant receives a CRB disclosure application form from the organisation • The applicant completes the form and meets with the verifier • The verifier checks the form and ensures that the required identification has been seen • The verifier and the applicant complete the CAS form • The form is sent to CAS • CAS process and countersign the form • The form is sent to the CRB Churches' Agency for Safeguarding

8. What happens next • The CRB will process the disclosure application and send a copy of the disclosure certificate to the applicant and to CAS • If the disclosure has no information regarding convictions etc CAS will send a letter to the verifier (or a specified contact) advising that there is nothing preventing the applicant from taking up his/her chosen role Churches' Agency for Safeguarding

9. What information could it contain? • A disclosure could contain information regarding convictions, cautions and, in some instances, information regarding a previous investigation or an ongoing enquiry • CAS will discuss the content with the lead person in your organisation • We will assist you throughout the process Churches' Agency for Safeguarding

10. Your procedure for unclear disclosures • On very rare occasions a disclosure will contain information regarding an incident in the applicants’ background • CAS will write to the applicant asking for confirmation that the Disclosure information is correct and recommending that he/she discusses the unclear disclosure with a verifier • CAS will contact the lead person in your organisation to advise him or her of the content • At this point, if the offence does not relate to children or does not cause concern, CAS will notify the verifier that the applicant has been cleared to work with children • If the offences relate to children, or if they cause concern, the Head of CAS will contact the lead contact from your organisation for a further discussion • Most organisations will form a panel at this point to review the case Churches' Agency for Safeguarding

11. Forming a panel • Most organisations form a panel to make decisions on unclear disclosures. The panel is given anonymous information relating to the offence, a copy of the job description, and enough information for it to come to a decision • A panel is usually made up of three or five people who have relevant experience e.g. social workers, police officers or teachers. They do not have to be members of your organisation, but they would need to be agree to become involved if a panel is required • A panel’s decision is final. Once CAS have been advised of a panel’s decision it will advise the verifier whether the panel has/has not cleared the applicant to work with children Churches' Agency for Safeguarding

12. Verifiers • Verifiers form an important part of the Disclosure Application • Verifiers are responsible for checking the Applicant’s identity before signing a declaration confirming that they have done this. They will also receive a final letter advising if an applicant can or cannot work with children • Verifiers are also advised if an error has been made on an application form. Churches' Agency for Safeguarding

13. What the verifier must do Verifiers will need to complete Sections W and X of the CRB form and also check that the form has been completed correctly by the Applicant. They also need to complete the CAS form and Documentary Evidence sheet. Please read the guidance notes on completing an application for more details. Churches' Agency for Safeguarding

14. Who will see the Disclosure? • The Applicant and CAS will receive a copy of the Disclosure Certificate. The Applicant is not required to show anyone a copy of his/her certificate • CAS will contact the Lead Person for your organisation if there is a concern with regards to the applicability of any offence to the role. If the offence is deemed serious e.g. an offence involving children, we will advise you within 24 hours of receipt • If the disclosure is clear, a letter will be sent to the verifier advising that the Applicant is clear to work with Children. CAS will keep a copy of the certificate and paperwork for six months before destroying it in line with CRB guidelines. Churches' Agency for Safeguarding

15. Errors CAS will make every effort to ensure that applying for a CRB Disclosure is as simple as possible. Unfortunately over 35% of applications contain errors We will try and resolve all errors by phone and will attempt to call an Applicant or Verifier three times before we send a form back If we return a form to a Verifier from your organisation we will charge £5 per application. (There will be an error charge holiday from July 2010 to June 2011 to allow verifiers to get used to the new application form.) Churches' Agency for Safeguarding

16. CRB Code of Practice The CRB require all umbrella bodies and the organisations they act on behalf of, to handle and store information received from the CRB in the correct way. This means that you need to have a written policy on the storage and handling of the information you receive regarding an employee/volunteer. It is a short document which you will need to personalise to your organisation You will also need to read and retain a copy of the CRB code of Practice. This can be found at www.crb.gov.uk Churches' Agency for Safeguarding

17. What you will need to provide us with • A copy of your child protection policy and/or Vulnerable Adults policy. • A copy of your recruitment of offenders policy • A list of verifiers and alternative contacts (below) • A copy of the minutes of the meeting where your organisation agreed to adopt the necessary policies and join CAS • A completed membership application form You may use any of the policies supplied by CAS or you may use your own. Please contact us if you would like some advice on implementing these policies Churches' Agency for Safeguarding

18. What we will provide you with • A copy of our Memorandum and Articles (below) • Access to resources from the Churches’ Forum for Safeguarding • Guidance throughout the Disclosure Application process • An informed recruitment decision on all volunteers and workers Churches' Agency for Safeguarding

19. What now? Please complete the following form and return it to CAS If you have any questions regarding this process please contact the CAS Team Administrator on 0207 467 5206 Churches' Agency for Safeguarding