St. Paul’s & St. Barnabas Complaints Procedure Policy

For Children and Parents

St. Paul’s & St. Barnabas is committed to ensuring the safety and welfare of all members and creating a positive, enjoyable environment for children participating in church activities. This complaints procedure covers situations in which children or their parents/guardians may be dissatisfied with how children were treated during activities run by the church.

Examples of Complaints:

• Alleged breach of safeguarding conduct by clergy, staff, or volunteers.

• A child feeling unhappy about an incident or event.

• A parent/guardian feeling unhappy about an incident involving their child.

• Dissatisfaction with a particular service or experience provided by the church.

Scope of Accepted Complaints

1. Child Protection Concerns: Complaints that involve child protection should follow reporting procedures as outlined in Safeguarding Trust and are not addressed through this general complaints procedure.

2. Policy Disagreements: The complaints procedure is not for expressing disagreement with church policies.

Complaint Acceptance Guidelines:

• Complaints must be raised within three months of the event in question.

• Anonymous complaints will generally not be investigated.

• Duplicate or previously addressed complaints will not be accepted.

• Vexatious or malicious complaints will be refused.

Who Can Make a Complaint?

Complaints may be made by:

• Children involved in church activities.

• Clergy, staff, or volunteers within the church.

• Advocates on behalf of children.

How to Make a Complaint

1. For Safety and Welfare Concerns: Direct complaints to the Parish Panel.

2. Other Concerns: Speak directly with the clergy/staff member or volunteer responsible for the activity in question, sharing your concerns verbally.

3. Further Action: If discussing the matter with the relevant staff member does not resolve the issue or if the complaint is serious, you may submit a written complaint to the Parish Panel.

Information Required for Complaints

When making a complaint, please provide:

• The name of the child and the activity they participated in.

• If applicable, the name and contact details of the parent/guardian.

• A clear description of the issue.

• The name of the clergy/staff member or volunteer involved.

Written complaints should be submitted using the official complaint form and should include as much factual detail as possible to aid in investigation.

Complaint Process

All complaints are handled fairly and objectively. We aim to resolve valid complaints proactively and constructively, contributing to ongoing improvements in our service.

• Acknowledgement: Formal complaints are acknowledged within seven days.

• Resolution Timeline: A response is provided within four weeks. If additional time is needed, updates are provided, and the matter is resolved as soon as possible.

• Investigation: To understand the complaint, clergy/staff or panel members may need to speak with you and other relevant individuals.

• Outcome: The responsible clergy/staff or panel member will inform you whether the complaint is upheld and outline any actions to be taken.

Appeals Process

If you are dissatisfied with the complaint outcome, an appeal may be submitted within 21 days of receiving the decision. To file an appeal, please send a written request to the Panel, explaining the basis of your appeal and your preferred resolution.

• Acknowledgement: Appeals are acknowledged within seven days.

• Resolution Timeline: A response is provided within four weeks. If more time is needed, updates are provided regularly.

• Investigation: The Panel may need additional information to fully understand your appeal and review the initial complaint process.

• Final Outcome: The Panel will determine the appeal’s outcome and inform you of the decision and any further actions to be taken.

St. Paul’s & St. Barnabas Anti-Bullying Policy for Children

(Note: For cases of bullying between adults, the “Dignity in Church Life Policy” should be adhered to)

Introduction

According to the United Nations Convention on the Rights of the Child (UNCRC), all children have the right to:

• Have their welfare considered paramount in all decisions taken about them (Article 3).

• Be listened to and taken seriously (Article 12).

• Be protected from being hurt or badly treated (Article 19).

• Be kept safe from things that could harm their development (Article 36).

• Receive help if they have been hurt, neglected, or badly treated (Article 39).

St. Paul’s & St. Barnabas is committed to a caring, supportive, and friendly environment where children respect each other and can reach their potential. We do not tolerate bullying in any form.

Our Commitment

We aim to:

• Provide a welcoming, loving, and supportive environment for all.

• Maintain the highest standards of pastoral care, safeguarding, and child protection.

• Promote and sustain positive behaviour.

• Treat everyone with dignity and respect.

Definitions

Bullying involves repeated aggression—whether verbal, psychological, or physical—by an individual or group. Bullying includes:

• Physical aggression, cyberbullying, damage to property, intimidation, isolation, exclusion, name-calling, gossip, and extortion.

• Identity-based abuse (gender, sexual preference, race, ethnicity, religion).

• Non-contact bullying, such as through mobile phones or the internet.

In assessing one-off incidents, the Parish Panel will consider factors such as severity, pre-meditation, impact, and prior incidents between involved parties.

Key Terms

• P.E.B.B.: Person Experiencing Bullying Behaviour

• P.D.B.B.: Person Displaying Bullying Behaviour

Signs and Symptoms of Bullying

Signs of bullying may include withdrawal, lack of participation, or clinging to leaders. Leaders should remain vigilant for signs of distress, understanding they may stem from various causes.

Responsibilities

All members of the youth and children’s organizations, including parents, carers, leaders, and children, share in creating a safe environment and respecting others’ rights. Each person is responsible for:

• Promoting positive self-esteem.

• Acting with mutual respect.

• Being alert to distress and bullying signs.

• Reporting bullying concerns.

• Avoiding involvement or retaliation in bullying.

• Supporting victims of bullying and reporting incidents to leaders.

• Listening to victims and ensuring appropriate action is taken.

Staff/Volunteer Response to Reports of Bullying

If a child reports bullying, staff and volunteers should:

• Listen calmly and accept their account.

• Document the incident with an incident form and file it with the Parish Panel.

• Reassure the child that help is available and confidentiality will be maintained.

• Ensure the child’s safety and involve parents/guardians in seeking a solution.

• Keep the child informed of progress.

Responding to Bullying Incidents

Responses will vary depending on the situation but may include:

1. Code of Behaviour: Remind everyone of the behaviour code and consequences.

2. Focus on Feelings: Encourage both P.E.B.B. and P.D.B.B. to reflect on the incident.

3. Time and Space: Allow both parties to process the situation.

4. Consequences: Consequences may be necessary to help the P.D.B.B. take responsibility, such as withdrawal of privileges, applied sensitively.

5. Parental/Guardian Involvement: Inform parents and seek their support.

6. Suspension/Expulsion: This may be used as a last resort if other interventions fail.

Cyberbullying

Cyberbullying involves hostile messages through digital media with intent to harm, typically meeting criteria such as intent, repetition, and power imbalance.

Cyberbullying differs in that:

• It can reach a larger audience without time or location barriers.

• It can occur 24/7, and the P.E.B.B.’s reactions are less visible, reducing empathy from the P.D.B.B.

Actions for Cyberbullying Incidents

If a child is cyberbullied, staff and volunteers should:

• Confirm it’s bullying behaviour, listen calmly, and remind the child it’s not their fault.

• Advise the child not to engage with the bully.

• Offer to help the child talk to their parents if they haven’t already.

• Suggest to parents:

• Keep a record of interactions.

• Remove the P.D.B.B. from online contacts.

• Report the issue to relevant platforms or the PSNI if legally necessary.

This policy outlines our commitment to a safe environment, proactive steps against bullying, and measures for dealing with incidents, including support for victims and appropriate action against offenders. 

St. Paul’s & St. Barnabas Code of Behaviour

(For Youth and Children’s Ministry)

This code of behaviour for children and youth in parish activities ensures fair treatment and awareness of basic rights and responsibilities. It fosters cooperation, respect, and encouragement while discouraging unacceptable behaviour.

Each group will collaborate with children to develop a child-friendly charter based on these values, reviewed annually in September.

Expectations for Children, Young People, and Leaders:

• Be friendly and supportive to one another.

• Respect others’ views, feelings, and differences.

• Actively participate in group activities.

• Respect others’ property and belongings.

• Avoid pressuring others into uncomfortable activities.

• Refrain from using language or behaviour that could upset or disrespect others, especially if it could be perceived as bullying.

• Do not bring banned substances (e.g., alcohol or drugs) into the group.

• Avoid taking photos or sharing others’ information online without their and leaders’ permission.

• Respect leaders’ guidance in directing group activities.

• Report any risky situations, incidents, or inappropriate behaviour to group leadership.

• Apologise when conflicts occur to foster a positive environment.

Consequences for Breaking the Code:

• First Incident: The child will be reminded of the code and supported in making better choices.

• Continued Behaviour Challenges: If challenging behaviour persists, there may be further consequences, such as loss of privileges, with a clear explanation provided to the child.

• Ongoing Challenges: If disruptive behaviour continues despite support, it may be necessary, in the interest of safety for the child and the group, to exclude the child from participating further. This action will be recorded on an incident form, and parents/guardians will be informed.

This Code of Behaviour ensures a safe, respectful, and enjoyable environment for all children and young people in the ministry. 

POLICY ON THE RECRUITMENT OF EX-OFFENDERS

Church of Ireland Policy Statement

1. The Church of Ireland complies fully with the Code of Practice, issued by the Department of

Justice, in connection with the use of information provided to registered persons, their

nominees and other recipients of information by AccessNI under Part V of the Police Act

1997, for the purposes of assessing Applicant’s suitability for employment purposes,

voluntary positions, licensing and other relevant purposes. We undertake to treat all

applicants for positions fairly and not to discriminate unfairly or unlawfully against the

subject of a Disclosure on the basis of conviction or other information revealed.

2. This policy is made available to all Disclosure applicants at the outset of the recruitment

process.

3. The Church of Ireland is committed to equality of opportunity to following practices, and to

providing a service which is free from unfair and unlawful discrimination. We ensure that no

applicant or member of staff is subject to less favourable treatment on the grounds of

gender, marital status, race colour, nationality, ethnic or national origins, age, sexual

orientation, responsibilities for dependants, physical or mental disability political opinion or

offending background, or is disadvantaged by any condition which cannot be shown to be

relevant to performance.

4. The Church of Ireland actively promotes equality of opportunity for all with the right mix of

talent, skills and potential, and welcomes applications from a wide range of candidates,

including those with criminal records. The selection of candidates for interview will be based

on those who meet the required standard of skills, qualifications and experience as outlined

in the essential and desirable criteria.

5. We will request an AccessNI Disclosure only where this is considered proportionate and

relevant to the particular position. This will be based on a thorough risk assessment of that

position and having considered the relevant legislation which determines whether or not a

Standard or Enhanced Disclosure is available to the position in question. Where an AccessNI

Disclosure is deemed necessary for a post or position, all applicants will be made aware at

the initial recruitment stage that the position will be subject to a Disclosure and that [insert

Organisation Name] will request the individual being offered the position to undergo an

appropriate AccessNI Disclosure check

6. In line with the Rehabilitation of Offenders (Exceptions)(Northern Ireland) Order 1979 (as

amended in 2014), The Church of Ireland will only ask about convictions which are defined

as “not protected” for the purposes of obtaining a Standard or Enhanced disclosure.

7. We undertake to ensure an open and measured and recorded discussion on the subject of

any offences or other matters that might be considered relevafor the position concerned eg

the individual is applying for a driving job but has a criminal history of driving offences.

Failure to reveal information that is directly relevant to the position sought could lead to

withdrawal of the conditional offer of employment.

8. The Church of Ireland may consider discussing any matter revealed in a Disclosure

Certificate. 

9. We ensure that all those in the Church of Ireland who are involved in the recruitment

process have been suitably trained to identify and assess the relevance and circumstances of

Disclosure information. We also ensure that they have received appropriate guidance and

training in the relevant legislation relating to employment of ex-offenders (e.g. the

Rehabilitation of Offenders (Northern Ireland) Order 1978).

10. We undertake to make every subject of an AccessNI Disclosure aware of the existence of

the Code of Practice, and to make a copy available on request.

HAVING A CRIMINAL RECORD WILL NOT NECESSARILY DEBAR YOU FROM WORKING WITH THE

CHURCH OF IRELAND. THIS WILL DEPEND ON THE NATURE OF THE POSITION, TOGETHER WITH

THE CIRCUMSTANCES AND BACKGROUND OF YOUR OFFENCES OR OTHER INFORMATION

CONTAINED ON A DISCLOSURE CERTIFICATE.