Parish of Esker, Dodsboro and Adamstown
 
Child Protection Policy Policy Statement:
 
The Parish of Esker, Dodsboro and Adamstown values and encourages the participation of children and young people in all Church liturgies and parish activities and all that enhances their spiritual, physical, el'l1otional and social development. It appreciates the generous service of the adults who facilitate such participation and respects their integrity.

Each child I young person is a gift of God and has a right to dignity of life and bodily integrity, which must be respected, nurtured and protected. The Parish of Esker, Dodsboro and Adamstown recognises the dignity and rights of all children and young people and is committed to ensuring their safety and well being in a way that promotes their human dignity, integrity and worth as children of God.

The Parish recognises that all who work with children and young people have a special duty of care towards them. Leaders must create a safe environment for children and young people to secure their protection and enable their full participation in the life of the Church.

The Parish recognises the responsibility that each child I young person has to respect the dignity, rights and reputation of all who facilitate their participation in Church liturgies, diocesan events and parish activities.

The Parish has committed itself to putting the following procedures in place to ensure the welfare and protection of children and young people together with the welfare of those who work with them. The welfare of the child is always paramount.
 
The Parish of Esker. Dodsboro and Adamstown
Child Protection Policv
Core Procedures

The Parish of Esker, Dodsboro and Adamstown is committed to have the following procedures in place. These Procedures and Code of Conduct will be made known to both parents/guardians and to children and young people:

• A code of conduct for children, young people and all adults who work with them
• Procedures for recruiting, overseeing and supporting adult leaders working with children and young people (see appendices)
• Appropriate supervision ratios of adults to children and young people (see appendices)
• Adequate record keeping processes (see appendices)
• A clearly communicated Accident/Emergency plan
• Procedures to respond to internal conflicts and disciplinary issues
• Procedures for reporting Child Protection concerns and or complaints
• The Archdiocese has appointed a Designated Person to whom all relevant concerns and/or complaints are brought. He/she will respond promptly and willliase with the required civil authority and church authority

Each parish will have access to a Child Protection Representative. The responsibilities of the Parish Child Protection Representative will be:

• To promote awareness of the Church's child protection policies
• To ensure that the public has ready access to contact details for the Designated Person and relevant HSE officials, and are aware of the nature of these roles.

The Parish is committed to healing and reconciliation. Support persons are available to complainants, victims and accused persons.
 
Parish of Esker, Dodsboro and Adamstown
Child Protection Policy
Code of Conduct

This code of conduct applies to all adults who work with children and young people on a professional or voluntary basis and to all children and young people in their care:

• Children and young people will be treated with courtesy, respect and dignity
• There will be an adequate ratio of leaders to children and young people at all times.
• Mixed gender groups should have an appropriate number of male and female leaders.
• Leaders must not work in isolation with children and/or young people. In instances where pastoral need may require privacy for a young person, working in isolation should be undertaken in a transparent and open manner.
• Physical contact between children/young people and leaders must be appropriate at all times.
• Photographs of children/young people engaged in church related activities may only be taken and/or made public with parental consent.

For away trips:
• A pre-check on accommodation and transport arrangements must be undertaken.
• Information sessions for all young people and their parents must be held.
• ChildrenIYoung people will not be permitted to consume alcohol or use illicit drugs while participating in Church-related activities.
• Adults working with children and young people will be treated with courtesy, respect and dignity.
• Leaders will not consume alcohol or use illicit drugs while having responsibility for or while in the presence of children/young people.
 
Parish of Esker, Dodsboro and Adamstown
Child Protection Policy Confidentialitv Statement

The Parish of Esker, Dodsboro and Adamstown is committed to keeping confidential all personal information about children and their families. The only exception may be when child protection concerns arise in relation to a child. In this situation information will be shared with the required civil and religious authorities on "a need to know" basis in the best interest of the child. In this context no undertakings regarding secrecy can be given.

Information obtained for one purpose must not be used for another without consulting the person who provided that information.
 
Appendices

Recruiting Procedures

• Develop clear job descriptions.
• All vacancies (paid or voluntary) should be openly advertised.
• Application forms should be used for recruitment to all posts.
• Applicants should be required to provide photo identity and the names of two referees who can attest to their suitability for working with children and young people.
• Verbal contact must be made with all referees.
• Applicants should sign a Staff/Volunteer Declaration Form.
• Suitable applicants must be interviewed by an interview panel.
• All personnel - lay people, religious and clergy - should undertake a recognised programme of child protection training.
• Up-to-date files should be kept in respect of all personnel; these should include application forms, references and other relevant documentation.
 
Parish of Esker, Dodsboro and Adamstown
Child Protection Policy

Record Keepinq

Adequate record keeping includes the following:
• Membership Forms - to include medical information, treatment permission as appropriate and contact numbers for parents / guardians
Signed Parental Consent Forms [general & speCial]
• Accident/Incident Report Forms
• HSE recording form
• Volunteer Application form
• Declaration Forms
• Training records
• Attendance Records
• Activity records
• Activity reviews/evaluations 
 
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy
Working Policv

1. Recruitment Procedure

• All Leaders will be required to complete and sign a Parish Application and Declaration Form. Written references and identification will be required and must be carefully checked
• A Criminal Records enhanced check will be required (Forms and information available from the Parish Office)
• All records are confidential and must be kept in a safe place

2. Child:Leader Ratio

• At least two adults (18yrs+) to be present with a child or group of children
• Children must be adequately supervised
• The following ratio of children to leaders provides a useful guide
 0 - 2 years: 1 adult per 3 children
 2 - 3 years: 1 adult to 4 children
 3 - 8 years: 1 adult to 8 children
 8 - 18 years: 1 adult to 10 children
 • No adult should work with children alone.

3. Prevention - Health and Safety

• Make sure that the premises are safe for the age of the children. Furniture and equipment that may be dangerous needs to be made secure or fenced off
• A register of attendance must be kept for each group, including the names of Leaders and Helpers
• Fire exits must be marked
• A first aid kit should be available in the Church building or at the venue of the children's activity, and should be clearly marked
• An Accident /Incident report book should be kept in the Church or at the venue of the childrens' activity

4. Parental Consent

• Written parental consent is needed in order for a child or young person to attend a particular activity
• A contact number is required in case of emergency
• Further parental consent is needed if children are taken off the premises
• If driving a child/children alone in a car, it is better if the children occupy the rear seats
• Parents must be informed of the journey, and place and times of departure, arrival and return
• Drivers should check their personal insurance policy to ensure they are adequately covered.

5. Guidelines for Transporting Children and Young People

It is important to ensure that all steps are taken to ensure the safe transport of children and young people. Within your Church, you need to develop a transport policy and inform parents about it.
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy

Emengencv Procedures:

Medical forms must be completed, signed by the Parent/Guardian/Carer and returned to the Church.
All Leaders and those working with children and young people:

• must carry medical details and relevant information
• must be aware of any specific medical conditions
• should be in a position to call the emergency services if the need arises
• should be in a position to provide the minimum of first aid
• have a common law duty of care to act as a prudent parent would act
• must act in an emergency and take life-saving action in extreme situations

When an emergency occurs, the Leader will. ... :

• Establish the nature of the emergency
• Confirm the name(s) of any casualties
• Ensure the rest of the children are safe and supervised
• Ensure all members of the party are aware and are following emergency procedures
• Ensure that a Leader accompanies any casualties to hospital
• Notify the Garda if necessary
• Complete an Accident/Incident form
• Ensure that the Leaders do not discuss the incident due to legal liability
• Contact parents and keep them informed about the situation
• Liaise with the Church staff.
 
The following principles will help inform the policy:

• Leaders and voluntary staff will be responsible for young people in their care when on the Church premises
• It is the responsibility of the Parent/Guardian/Carer to transport their child/children fo and from the Church premises
• It is not the Leader or volunteer's responsibility to transport the young people to and from the Church premises
• The Church must receive permission from Parents/Guardians/Carers for young people to participate in all competitions and away events
• The Church will provide a timetable of activities at the beginning of a season, and will notify Parents/Guardians/Carers of any changes to this timetable in writing, where practically possible
• The Church will require primary and secondary contact numbers for Parents/Guardians/Carers
• the Church will provide the Parents/Guardians/Carers with a contact number which can be used if the Parents/Guardians/Carers will be late collecting their child/children.

If a Parent/Guardian/Carer is late collecting their child/children, the Leader will:

• Attempt to contact the Parent/Guardian/Carer on the number(s) provided
• Check the Church contact number for any information regarding the child or young person
• Wait with the young person at the Church with, wherever possible, other staff/volunteers or parents
• Remind the Parents/Guardians/Carers of the policy relating to late collection
• Where a Parent/Guardian/Carer remains uncontactable, the leader will need to report the situation to social services or the Gardai.

Leaders, Staff and Volunteers should avoid:

• Taking a child/children to their home, or to any other location other than the agreed collection point
• Asking the child/children to wait alone with you in a vehicle or the Church premises
• Sending the child/children home with another person, without agreeing this beforehand with the Parent/Guardian/Carer.

If Children are to be transported by coach, the following should be considered:

• Use a reputable company providing transport and the necessary insurance
• Ensure a sufficient ratio of supervisors are on each coach
• Ensure that all children have a seat, and that seat belt regulations are adhered-to
• Ensure that Parents/Guardians/Carers are issued with detailed information of pick-up and drop-off points and times
• Ensure that all supervisory staff are issued with all relevant information of the passengers in their care, e.g. name and contact number, pick-up and drop-off point, name of Parent/Guardian/Carer collecting the child, emergency contact numbers, etc.
• Ensure that Children are not left unsupervised at any time, e.g. dropped off without the
Parent/Guardian/Carer being there, etc.

If private cars are used for transport, the Leader should ensure that parental consent has been obtained.
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy

Adult Participant Application Form
 
 
Activity:
Parish:  
Applicant's Details
Surname:
Forename:
Address:
Date of Birth:
 

Group:  
Co-Ordinator:  
Place of Birth:   
 
Telephone: 
 (Home)   
 
 (Mobile)
 
 E-Mail:   
 

Are you:
 

Employed
Home-maker
 

Unemployed
Other
 

Student
 

Previous Work Experience:

Have you previously been involved in voluntary work?  Yes  No
If 'Yes', please give details below:
How much time can you commit to voluntary work?
 

Period Morning Afternoon Evening
 

Mon
 

Tues
 

Wed
 

Thurs
 

Fri
 

Sat
 

Sun
 
Do you have any spare time hobbies, interests or activities?
Any other relevant information?
Please provide the names and addresses of two people whom we could contact for a reference (should not be relatives).
 

Name:
Address:
Tel. No.
Applicant's Signature:
 

Name:
Address:
Tel No.
 

 Date:   
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy
Staff and Volunteer Declaration Form (Confidential) *
Parish:
Surname:
Forename:
Address:
 

Date of Birth:
 

Place of Birth:  
 
 
Telephone: 

(Home)   
 
(Mobile)
 

If you have previously been known by another name, please give details here:
Do you have any prosecutions pending or have you ever gbeen convicted of a criminal
 offence, or been the subject of a caution, or of a bind-over order?  Yes  No
If 'Yes', please state below the nature and date(s) of the offence(s), the Court responsible for dealing with the matter, and the approximate date(s) of the Court hearing(s):
Nature of the Offence:
Date of Offence:
Court(s) Responsible:
 

Signed:
 

Date:
 

• Adapted from: 'Our Duty of care: Principles of Good Practice for the Protection of Children and Young People' Information Pack, belfast Volunteer Development Agency, 2000.
 
If 'Yes', please provide details below:
What action has been taken at the time of writing this report?
Report Submitted to:
To my knowledge, this report is accurate and true:
Name:
Signed:
Date:
 

Time:
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy
Child Participant Application Form
Activity:
 

Group:
 

Parish:  Co-Ordinator:  
Child's Details
Date of Birth:
Parent I Guardian Details
Name:  
Address:
Contact Details
 

Home No.
Mobile No. 
Day-time No.  
E-Mail  
 

Other Relevant Information (Special Needs, dietary requirements, medical conditions)
I have read and I understand the activity outline accompanying this Parental Permission slip. I am satisfied that I have been sufficiently informed by the activity and I agree to allow the child named above to take part in the outlined activity.
Signature of Parent:
Date:
 

Relationship to Child:
 

Parent
 

Guardian
 

Carer
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy
Medical Consent Form
This form should be completed by a Parent / Guardian / Carer before your Child can participate in an over-night trip away from home. One form should be completed for each Child.
Child's Name:
Address:
 

Date of Birth:
 

 Place of Birth:  
 

Telephone: 

(Home)   
(Mobile) 
E-Mail:  

School:  

Family Doctor:  
 

Address:
 

 Tel. No.  
 

Any specific medical conditions requiring medical treatment and/or medication? Yes  No
If 'Yes', please give details:
Any Allergies?
Parental Consent (to be siqned for children under 18 years)
 I,  , being Parent / Guardian of the above-named Child,
hereby give permission for the volunteer leader to give the immediate necessary authority on my behalf for any medical or surgical treatment recommended by competent medical authorities, where it would be contrary to my child's interests, in the doctor's medical opinion, for any delay to be incurred by seeking my personal consent.
Name:     Signature:  
Date:
 
Parish of Esker, Dodsboro and Adamstown Child Protection Policy
Accident I Incident Report
Date and time of Accident/Incident:
Reported By:
Title:
(i.e. Group Leader, Retreat Team member, youth worker, etc.)
Details of Accident:
Location of Activity:
Type of Activity:
(i.e. training, choir practice, outdoor activity, mass, retreat, etc.)
Parties involved:
Parents I Guardians I Carers informed? Yes  No
Form completed by:  Date:  _
 

For Office Use Only:
Action Taken:
Signed:
 

RESPONSE:
 

Date:
 

Any additional Comments: