(This document is also available as a pdf download - at the bottom of this page)

Background

Garda Vetting for the Youth Work Sector was formally introduced in September 2006 following protracted negotiations and an on-going campaign seeking such services for youth work organisations.  There are presently two methods of seeking vetting services in consultation with The Central Garda Vetting Unit (CGVU), namely via the recognition by the CGVU of a number of Authorised Signatories (AS) and the agreement to establish a Youth Work Vetting Consortium that now caters for the vetting requirements of organisations that do not have an Authorised Signatory per se. In recognition of the geographical spread of Catholic Youth Care and the substantial number of employees, projects and affiliated groups, CYC was granted Authorised Signatory Status.

In June 2006 CYC embarked on a consultative process designed to develop a collaborative approach to the introduction of Garda Vetting.  This process involved Senior Management, Heads of Regions, Youth Development Officers and members of voluntary management groups.  As a result of the consultative process a policy and procedure document was produced outlining the specifics of the Garda Vetting process alongside the inclusion of best practice methods in a number of areas, for example, confidentiality.  In addition, advice was sought from the Central Garda Vetting Unit in relation to best practice.   Garda vetting is centralised system, there is a centralised Garda Vetting form which was designed by the CGVU. The CGVU will only deal with the authorised signatories. The CGVU will not make decisions about applicants suitability, each agency is responsible for providing clearance for applicants based on the return of a completed Garda Vetting form from the CGVU and internal procedures.  The CGVU will process applications from new staff, volunteers, tutors and students; retrospective vetting may come into force sometime in the future.

The CYC Garda Vetting policy and procedure document was presented to all CYC staff in August 2006 following a period of deliberation about the most effective way to approach Garda Vetting and in particular how to best involve and motivate affiliated groups.   At this time, two senior members of staff attended training provided by the Central Garda Vetting Unit and were subsequently recognised as Authorised Signatories.  The Child Protection Officer in collaboration with the Head of Human Resources designed and organised an awareness campaign within CYC.  CYC staff, volunteers, tutors, students, representatives from affiliated groups and other interested parties attended a series of information workshops carried out in five regions within the diocese.  The information workshops were designed to raise awareness about the new CYC procedures and to provide participants with practical support for the implementation of the new procedures in their own local environment.

CYC Authorised Signatories: Mr. Peter Hurley, Head of Human Resources (HHR)
Ms. Irene McIntosh, Child Protection and Training Officer (CPO)


Child Protection Office Administrator: Samantha Brazil/Amanda Behan.

The Role of the Authorised Signatory

The authorised signatory (AS) is registered with the CGVU for the purposes of Garda Vetting on behalf of Catholic Youth Care.  Following training by the CGVU the AS is assigned a number and the signature of the AS is kept on a digital file at the CGVU.   The AS provides the CGVU with a security password which is confidential to the AS and must not be disclosed by any other person.
Registration with the CGVU is predicated on the clear understanding that the AS will give an undertaking to comply with the Code of Practice on Garda Vetting in respect of all applications received by the AS and all data received form the CGVU.  Registration is further predicated upon the understanding that all data received from the CGVU in respect of any individual is for the sole use of CYC and that the AS gives an undertaking to manage and protect within the statutory provisions of the Data Protection Act and any other legislation that may be enacted in respect of data protection or Garda Vetting.
The CGVU has the right to revoke registration of the AS in the event of a failure and / or neglect to observe professional standards in respect of Garda Vetting procedures and data protection.  The reasons for revocation will be outlined to the employer and the AS.  The AS must adhere to the CYC the Child Protection Policy and the CYC Code of Good Practice at all times.

Garda vetting in the context of CYC recruitment and selection procedures.

In 2006, CYC adopted a new procedure for staff and volunteer applications.  Every applicant must now complete the contents of the application folder.  The documents are as follows;
1 Application Form
2 Character and Reference Forms
1 Garda Vetting Form
References are checked by senior CYC staff.  Applicants may proceed at the discretion of CYC Head of Human Resources and other relevant CYC staff for example, Heads of Region and Child Protection Officer.  Garda vetting is one component of an overall recruitment and selection strategy.

Who is involved?

Everyone.  Information provision about the Garda vetting is the responsibility of full and part time CYC staff and voluntary management groups.  The CYC Child Protection trainers play a vital role in awareness raising about Garda Vetting. Child Protection trainers must be kept up to date and provided with resources which enable the trainers to provide the necessary and vital information to participants in the training arena.

Who has to apply for Garda Vetting?

Every adult who has access to children in a CYC club / project/ region or affiliate. Therefore all new staff, volunteers, tutors and students on placement.

CYC Structure for Garda Vetting

Head of Human Resources and Child Protection Officer are authorised signatories. In the event of a complex decision in the case of an applicant the application will be reviewed by the CYC Garda Vetting standing committee.
The members of the standing committee are as follows:

Head of Human Resources
Child Protection Officer
Head of Youth Affairs
Co Ordinator of Disadvantaged Projects
And
Head of Region
Three members of the standing committee must be present in order for a decision to be made valid.

How does Garda Vetting work?

The applicant is sent an application pack containing the Garda Vetting form.
On return the form is scanned by the Child Protection Officer and the CP Administrator for any omissions, mistakes or lack of clarity.   In the event of an incomplete form, the form is dated and returned with a cover letter to the applicant for resubmission.
The applicant’s details are entered into the CYC database, files are to be kept in keeping with Data Protection legislation and confidentiality is mandatory. The keyholders for the file are the HHR and the CPO.
The form is attached to a grouping of forms which are sent down to the CGVU in batch form by the CP Office administrator.  Each individual form and the batch forms must be signed by the AS. The ideal number of applications per batch is twenty however smaller and larger batches can be sent if necessary.  The batches are ideally sent on a Thursday and Friday of each week, to allow for applications to reach CYC head office.
On return form the CGVU the form is processed by the CPO and/ or the CP Office Administrator, where there are no convictions attached the applicant receives a standard letter from CYC outlining clearance to proceed in working with children / young people.  Where there are convictions attached, the CYC Garda Vetting procedures must be applied.  All correspondence is to be carried out in written form to enable and maintain an efficient back up tracking system.

What is the procedure for clearance following a Garda Vetting Application?

An applicant may receive clearance following the Garda Vetting process to work with children and young people in a CYC setting; however the ultimate decision is made in consultation with the line manager, Community Employment Scheme manager and any relevant senior staff.  The process is completed with full reference checks and interview.  Not everyone is an appropriate adult to work with children, you must be satisfied that the applicant is an appropriate adult to work in a youth work setting.  Reference checks and interviews aid this process by allowing you to get to know the applicant.

What is a Garda Vetting review meeting?

A Garda Vetting review meeting takes place when an application is returned for the CGVU and there are convictions or cases pending attached.  The applicant is invited to attend the review meeting and to bring someone along as a support if they so wish.  The CPO and HHR /or a member of senior management attends the review meeting.  The review meeting has two purposes, firstly to clarify that the applicant’s identity and secondly to give the applicant an opportunity to discuss their application.  From the outset the applicant must clarify his or her name and date of birth for identification purposes.  An interview then takes place following which a decision will be made (For further information please see Garda Vetting procedures).

Confidentiality
Confidentiality is mandatory.  Any personal information relating to an applicant must be treated with the utmost care.   Applicants must be treated with dignity and respect at all times.  In the case of a Garda Vetting review meeting care must be taken to shield the applicant from public interest.  The CPO and CP Office Administrator are responsible for the upholding of confidentiality, all information passed to other appropriate and relevant staff must do so on a need to know basis.  Any member of staff who breaches confidentiality in regard to this matter may face disciplinary action.  Confidentiality must not be upheld in the event of information coming to light about a child or children at risk.  In the event of information of this kind arising from a disclosure by the applicant, a suspicion or information received from another agency, a report must be made to the HHR and the CPO.

CYC Policy on Garda Vetting

Catholic Youth Care is committed to the protection and welfare of children in our care.  As part of our overall child protection strategy CYC are committed to best practice in recruitment and selection procedures which include Garda vetting.  Every new staff member, volunteer, tutor and / or student must apply for Garda vetting.  Clearance to work with children/ young people is granted upon successful completion of the recruitment and selection process.

CYC procedures for Garda Vetting of all new staff, volunteers, tutors and students.

Personnel records in relation to Garda Vetting are any documents which have been used or which are intended for use in determining the employee’s / volunteer’s suitability to receive clearance to work with children/young people from CYC. Garda Vetting Forms and attached documentation are not subject to employee /volunteer access. Access can only be granted to the AS, HHR and the Administrator of the CP Office.A database will be maintained which will track the application progress and will contain information regarding clearance and reference checks.


STEP BY STEP GUIDE TO THE GARDA VETTING PROCEDURE 2006 /2007

This procedure is of an extremely confidential and sensitive nature

N.B An applicant is a person who is applying to CYC to become a volunteer / staff member / tutor/student placement

1. Please ensure to give an applicant the following:
The CYC Application pack
Addressed EnvelopeNote.

All envelopes must be addressed as follows:
Confidential
Child Protection Office
Catholic Youth Care
Arran Quay
Dublin 7.

2. Please ensure that the applicant completes the Garda Vetting form his / herself in complete confidence and returns the form his / her self to CYC.

Note: Help may be given if the applicant seeks assistance from you regarding his / her application.  However only in cases of literacy issues should you view the applicant’s information.  Viewing the applicant's information any other circumstance is a breach of confidentiality.


3. Explain to the applicant;

That if there are any queries about the form it will be returned to the applicant’s home address
Application takes between three to six weeks
A letter will be sent from CYC to the applicant confirming the outcome of an application
Any convictions should be declared at this stage
In the event of a returned form with attached convictions - CYC is a Christian agency and will deal with each application on a one by one basis, each applicant will be asked to come to CYC headquarters for a review meeting.


Please take note:
This procedure is of an extremely confidential and sensitive nature, you cannot view the applicants information under any circumstances unless as stated above.  Each applicant must send the form to CYC his / herself and under no circumstances is a Garda Vetting Form to be left in a file in the office.  The relationship is with the CPO and the applicant all correspondence will be sent to the applicant’s home address.

In keeping with confidentiality requirements information will not be passed to any party other than the applicant who may nominate a third party to communicate with the CPO.

Any applicant who has lived in a country other than Ireland as an adult will be required to provide a police clearance certificate from that state.  Information regarding police clearance in the UK can be found on the CYC website www.cyc.ie in the child protection link.

In the case of an application received back from the CGVU with convictions or cases pending, the applicant will be asked to attend a Garda Vetting review meeting, this process delays the applicant’s application process, information regarding the review meeting will be communicated to the HRR and the applicant only.

There are three outcomes to a Garda Vetting review meeting they are as follows;

Applicant has satisfied the criteria and may proceed

Applicant has been refused

Applicant has been advised that their application has been deferred for one year in which time they may apply once again to CYC for clearance.

In the case of a successful application the applicant must produce the letter of confirmation to the Head of Region / C.E. Supervisor or Voluntary Management Committee.

Applicants who have been refused clearance have the right to request an explanation, the explanation will be provided by either the HHR or the CPO.

Applicants who deny any convictions / cases pending returned by the CGVU must provide evidence to the contrary, the onus is upon the applicant to communicate this evidence to CYC.

Any uncertainties regarding applicants who deny identity or convictions / cases pending can be communicated to the CGVU who will assist CYC staff to track information relating to the applicant.

Training must be provided to all CYC staff in particular heads of Region and Youth Development Officers, Child protection Officers must be adequately equipped to ensure the provision of information in relation to CYC Garda Vetting procedures.

Any queries must be addressed to the CPO and / or the Administrator for the CP Office.

All enquires must be treated in confidence and a record kept of all relevant telephone and written correspondence.
Areas of consideration re applicants
CYC is a Christian agency; every applicant must be treated with care and respect by all members of staff.  CYC will employ and / or accept applicants who return convictions that are not considered to be related to child protection or violence and abuse of adults.  CYC will also consider applicants who return multiple convictions that have come about as a lifestyle consequence for example drug addiction.  Each case is to be decided on its own merit.  It is incumbent upon CYC staff to promote the caring, compassionate and Christian ethos which underpins our daily work.

Areas of consideration RE Convictions
Convictions relating to the following legislation in the Republic of Ireland jurisdiction and other jurisdictions, will in some cases bar the applicant from the outset, in the interest of fairness however the applicant will be asked to attend a Garda Vetting review meeting;
The Child Care Act (1991)
Domestic Violence Act (1991)
Non Fatal Offences against the person Act (1997)
Protection for Persons Reporting Act (1997)
The Education and Welfare Act (2000)
Children’s Act (2001)
Sex Offenders Act (2001)
N.B. this list is by no means exhaustive, due care must be taken to keep informed about the meaning of legislation and any relevant changes to legislation.
The following areas must also be considered with care;
Offences against the state
Offences related to drugs

Number and frequency of convictions particularly in the last ten years

Non child protection related offences that may still give cause for concern for example a prosecution and successful conviction under the Domestic Violence Act (1991).


Further INFORMATION

Please contact the following CYC staff if you have any questions or queries;
Irene McIntosh, Child Protection and Training officer This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Samantha Brazil, CYC Child Protection Office   This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Amanda Behan, CYC Child Protection Office   This e-mail address is being protected from spambots. You need JavaScript enabled to view it
CYC Head Office Telephone 01 8725055

CYC Carda Vetting Policy and Procedures pdf version
cyc garda vetting policy 09/01/2008,12:14 162.14 Kb