Although the Heads of Organizations (including rectors, vicars, lay heads of congregations, heads of school, college missioners, executive directors, etc.) are responsible for implementing Safeguarding policies within an organization, they are encouraged to delegate much of the work to employees or volunteers under their supervision. The EDOT Safeguarding Office recommends putting together a Safeguarding Team that includes the positions described below. Depending upon the size and needs of the organization, one person may hold more than one position, or multiple persons may serve in a single position. Individuals on a Safeguarding Team are appointed by the Head of Organization and trained by members of the Safeguarding Office. Because the Safeguarding Office communicates regularly with the Safeguarding Team, it’s important to notify the Safeguarding Office of any changes in membership or contact information.
Members of an organization’s Safeguarding Team and their roles typically include:
Head of Organization
- Ensures policy compliance, including screening and training of volunteers and employees
- Builds and supports a Safeguarding Team
- Models the policies
- Addresses violations and reports them to diocese
- See Information and Resources for Heads of Organizations
Safeguarding Coordinator (SC)
- Maintains working knowledge of policies and procedures
- Communicates with Safeguarding Team
- Communicates screening and training requirements broadly throughout organization
- Monitors policy compliance, including screening and training
- Monitors sufficiency of number of SRAs and Trainers to support screening and training
- Notifies Safeguarding Office of changes to Safeguarding Team
- See Safeguarding Resources for Coordinators and SRAs
NOTE: The Safeguarding Coordinator often also serves as the Safeguarding Records Administrator (SRA)
Safeguarding Records Administrator (SRA)
- Initiates lay applications for screening and/or training through the electronic Safeguarding Records System (SRS)
- Assists applicants in timely manner with screening and training process
- Receives and reviews Criminal Background Checks, alerting the Head of Organization to review the results, when appropriate
- Helps Safeguarding Coordinator with screening and training compliance
- Communicates regularly with Safeguarding Office to receive updates, ask questions, and receive ongoing support
- See Safeguarding Resources for Coordinators and SRAs
NOTES:
- Because the SRA is the organization’s primary interface with SRS, the diocesan electronic tracking system, and with Praesidium Academy, the online repository of Safeguarding training materials, the SRA must be proficient in web-based technology.
- Because an SRA is privy to confidential information, an SRA must have excellent professional boundaries.
Trainer
- Creates new Live Engagement training sessions in SRS
- Conducts Live Engagement Trainings, using approved materials
- Uploads sign-out sheets to SRS promptly after training
- Maintains familiarity with all Universal Training and Specialized Training video courses that inform the content of the Live Engagement Training
- Cultivates knowledge of Safeguarding policies and their application
- Maintains communication with all members of the Safeguarding Team
- Takes periodic Trainer Refresher courses offered online by Safeguarding Office
- See Information and Resources for Trainers
NOTES:
- Although Live Engagement trainings are also conducted by members of the Wellness and Care Team in the Safeguarding Office, an organization benefits from having a local Trainer to accommodate the organization’s schedule and to tailor discussions to the organization’s ministry setting.
- Trainers should possess good teaching skills.
- Trainers must be competent in using web-based technologies.
