Joint working events
With regards to a joint working event, we advise that prior to any event the appropriate representatives from each church/organisation should meet to hold a planning meeting.
At that meeting, decisions and minutes can be made about how/where the event is held and who is taking responsibility for what.
A joint working agreement between the churches/organisations should be in place where each of the churches/organisations are responsible for their own workers and the recruitment/PVG checks of their own workers.
We the undersigned, agree to safely recruit (including completing the relevant PVG application form if required) the volunteers from our church/organisation who will be taking part in this (insert name of event). Also, we trust and are happy to accept that all volunteers involved in the (insert name of event) and who are not from our church or organisation will be recruited (including completing the relevant PVG application form if required) by the church/organisation they are coming from. We also take full responsibility for all workers and volunteers supplied by our church or organisation.
All workers undertaking regulated work with children and/or protected adults will require PVG Scheme Membership through their own church/organisation.
Each church/organisation should have their own safeguarding policies and procedures which they adhere to and be able to advise the other churches/organisations where they can access these.
Consent forms and media consent forms should be completed. The consent forms available from the Safeguarding Service are:
- SG16 General Information and Consent Form
- SG17 Activities and Day Visits Consent Form
- SG18 Camps and Residential Holidays Consent Form
- SG19 Media Consent Form
- SG20 Risk Assessment Guidance
A risk assessment of the event should be completed as this will identify any risks. This should be signed by the appropriate representatives from the churches/organisations and a review date set. The table in the risk assessment of identified risks and what safeguards need to be in place is not all-encompassing; therefore, the representatives can add any that are applicable to the event.
The representatives from the churches/organisations should also meet regularly to discuss the joint working event and a minute should be made of the meeting.
There should also be a discussion with the church's/organisation's insurance companies about insurance cover for the joint working event. The Church of Scotland Insurance Services should be advised that the joint working event is taking place in a Church of Scotland church.
The Kirk Session must approve the joint working event.