| CYC Garda Vetting Policy |
 |
 |
 |
|
CYC Garda Vetting Policy and procedures 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. CYC Authorised Signatories: Peter Hurley, Head of Human Resources and Irene McIntosh, Child Protection and Training Officer (CPO). 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 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 Head of Region. Three members of the standing committee must be present in order for a decision to be made valid. The CYC Garda Vetting Application Process CYC receives the Garda Vetting form along with a Volunteer Pack (volunteer form & 2 reference forms) checked and signed off by the region. References must be checked when the Garda Vetting Pack arrives from each region. If this is not the case the full pack (including Garda Vetting Form) will be returned to the region. FRIENDS FAMILY AND NEIGHBOURS ARE NOT ACCEPTED. If any of the referees are from any of the above everything is sent back to the applicant requesting new references and to return all forms to regional office once this is done. The Gardaí vetting forms are checked i.e. DOB, addresses etc. and sent to the Gardaí in Tipperary within a week of receiving them. All details are entered into the database in Head Office noting personal details i.e. medical conditions, phone numbers. When the forms are returned by the Gardaí CYC issue a May Proceed letter directly to the applicant. Where necessary, a note is sent stating we need clearance from their country of origin/a country they have lived in over the age of 18 for more than a 6 month period and they may proceed on the basis they will get clearance to CYC in a reasonable amount of time. PLEASE NOTE: May Proceed letters will not be issued if the references are not checked. If a conviction or pending case is reported to CYC from the Gardaí the procedure is as follows: The forms are filed until we have a batch and each form is individually assessed. (If they need a meeting or a phone call). The Child Protection Officer will then phone/meet with the applicants about the report received from the Gardaí and a decision is made if they can proceed with volunteering/working. Garda vetting for young people aged 16 -18 The Garda Commissioner has approved that, as a matter of policy, An Garda Siochana will conduct Garda vetting in respect of persons of 16 years of age and over who have substantial unsupervised access to children and vulnerable adults. For the purposes of Garda vetting applications, a person is deemed to be under 18 years of age on the date they sign the Garda vetting application form. Applicants 18 and over do not complete the consent form. In this regard a consent form for the 16 – 18 year old applicant is included in the CYC volunteer application pack.” Applications of young people between the ages of 16 years and 18 years can only be processed when accompanied by the written consent of a parent or guardian. 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. 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. meeting will be communicated to the HRR and the applicant only. Application Results 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. 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 in relation to 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). 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 Amanda Behan, Garda Vetting Administration This e-mail address is being protected from spambots. You need JavaScript enabled to view it Samantha Brazil, Garda Vetting Administration This e-mail address is being protected from spambots. You need JavaScript enabled to view it Paul Duffy, Information Officer, This e-mail address is being protected from spambots. You need JavaScript enabled to view it CYC Head Office Telephone 01 8725055 Reporting Procedures Accidents and Incidents – All accidents and incidents must be recorded in the accident and incident book. The Head of Region must be informed of accidents or incidents giving rise to concern and where the parent / guardian of a young participant has been notified. All reports to be recorded in writing including date, name of leaders, name of those involved, outcome and when Head of Region was notifed. Child Protection Concerns – Support, advice and information is available for anyone who has a concern about a child’s welfare. If you have a concern about the welfare of a child, you can discuss this with your Head of Region who will advise upon the reporting procedure. You may have a question or a query about a child’s welfare this question or query may not result in a formal report to the HSE or An Garda Siochana however it is always best to discuss any concerns. Irene McIntosh, the CYC Child Protection and Training Officer is available to discuss any queries or reports that you may have,. In the event that Irene is not available Ger Magee, Co ordinator of Diasadvantaged Projects is available. In cases where a report has been passed on the HSE or An Garda Siochana and in cases where there is a pattern of concern, it is essential that a clear written report is kept at a local level, copied and sent to Head Office for central files. Staff Issues – Please refer staff issues to your Head of Region, the Head of Human Resources, Peter Hurley is available to discuss matters arising from staff issues however there must be an attempt to resolve the issue at a local level in the first instance. |