Contents INTRODUCTION ...... 4 What is in the name? ...... 4 What does it offer? ...... 4 Access, availability and contact ...... 5 Feedback on the Diocesan Procedures and Policies for Clergy ...... 5 SECTION 1 - APPOINTMENT AND OFFICE ...... 6 1.1 Clergy as office holders ...... 6 1.2 Varieties of Tenure ...... 6 1.3 Key Documents Regardless of form of tenure ...... 9 1.4 Appointment (Equality Statement and Process)...... 10 1.5 Equality Statement ...... 10 1.6 Equality Statement (clergy) ...... 11 1.7 Appointment Process ...... 12 1.8 Duration of Appointments (Termination and Extensions) ...... 13 1.9 Review of the ‘fixed term’ Period ...... 15 1.10 Your Statement of Particulars (SoP) ...... 16 1.11 Documents linked with the SoP ...... 19 SECTION 2 - FINANCIAL ENTITLEMENTS - (STIPEND, ALLOWANCES, GRANTS AND OTHER BENEFITS) ...... 20 2.1 Stipend ...... 20 2.2 Stipend Payment Method ...... 20 2.3 Annual Return ...... 21 2.4 Allowances ...... 22 2.5 Grants ...... 22 2.6 Other ...... 23 2.7 Useful Information ...... 24 SECTION 3 - PAROCHIAL AND OTHER FEES ...... 28 3.1 Parochial Fees ...... 29 3.2 Fees for occasional services (excluding marriages and funerals) ...... 30 SECTION 4 - WORKING EXPENSES ...... 31 4.1 Entitlement and Reimbursement...... 31 4.2 Useful Information ...... 32

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SECTION 5 - RETIREMENT; PENSION AND RETIREMENT HOUSING AND OTHER FINANCIAL SUPPORT ...... 32 5.1 Retirement ...... 32 5.2 Pension ...... 33 5.3 Retirement Housing ...... 33 5.4 Financial assistance for stipendiary clergy families following death in service ...... 34 5.5 Retired clergy and clergy widows ...... 34 5.6 Other Useful Resources ...... 35 SECTION 6 - HOUSING ...... 36 6.1 Duties of the relevant housing provider ...... 36 6.2 Duties of the office holder ...... 37 6.3 Duties expected of the PCC ...... 37 6.4 Solving Disputes ...... 38 6.5 Useful Information ...... 38 SECTION 7 - PROFESSIONAL AND PERSONAL DEVELOPMENT ...... 39 7.1 Background of MDR ...... 39 7.2 Requirement to participate in MDR ...... 39 7.3 MDR and Other Policies (Relationships) ...... 40 7.4 MDR Framework ...... 40 7.5 MDR Process ...... 41 7.6 Background of CMD ...... 42 7.7 Principles ...... 43 7.8 Range of opportunities ...... 43 7.9 Continuing ministerial development as part of the MDR scheme ...... 44 7.10 Sabbaticals - Study Leave ...... 45 7.11 Provisions for IME (Part 2) ...... 45 7.12 Other useful information ...... 46 SECTION 8 - CLERGY WELLBEING - (LEAVE AND TIME OFF ENTITLEMENTS) ...... 47 8.1 Clergy Wellbeing - an Overview ...... 47 8.2 Rest Period ...... 49 8.3 Annual Leave ...... 50 8.4 Bank Holidays ...... 51

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8.5 Maternity, Paternity, Parental and Adoption Leave and Time Off to Care for Dependants...... 51 8.6 Special Leave ...... 51 8.7 Spiritual Leave ...... 51 8.8 Time Off for Public Duties ...... 52 SECTION 9 - CLERGY WELLBEING - (SICKNESS AND PASTORAL CARE AND SUPPORT FOR CLERGY) ...... 52 9.1 Sickness and Critical Illness ...... 52 9.2 Principles on managing sickness and critical illness ...... 53 9.3 Pastoral Care and Support for Clergy ...... 54 9.4 Reporting sickness ...... 56 9.5 Pay entitlement when sick and procedure ...... 56 9.6 Returning to duties ...... 57 9.7 Supporting critical illness ...... 58 9.8 Disability and Related Issues ...... 59 9.9 Other Matters of Clergy Wellbeing - Health and Safety ...... 59 SECTION 10 - WHEN THINGS GO WRONG ...... 60 10.1 Introduction ...... 60 10.2 Grievance Procedure...... 61 10.3 Disciplinary procedures ...... 63 10.4 Bullying and Harassment ...... 64 10.5 Capability Procedure ...... 65 10.6 Relationship between MDR and capability procedure ...... 66 10.7 Respondent in Employment Tribunal Proceedings ...... 66 SECTION 11 - SAFEGUARDING ARRANGEMENTS ...... 67 SECTION 12 - DATA PROTECTION ...... 68 12.1 Legislation ...... 68 12.2 Principles ...... 68 12.3 Statement ...... 68 ASSOCIATED DOCUMENTS ...... 69 Decision Making Flow Chart (End of Curacy) ...... 69 Stipends Letter ...... 69 Glebe Buildings Procedures Document ...... 69

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When things go Wrong ...... 69

INTRODUCTION

What is in the name?

The Diocesan Procedures and Policies for Clergy is a document that includes information, guidelines, expectations, policies and procedures relating to clergy as developed and applied in a certain diocese. In other dioceses, this document may take different names, such as the Bishop’s Regulations; Clergy Terms of Service or Clergy Benefits. The contents, although not identical as they reflect certain context or approach in each diocese, should be familiar to all clergy serving in the Church of England.

What does it offer?

The Diocesan Procedures and Policies for Clergy in the Diocese of Oxford is intended to give advice and guidance on working arrangements for all clergy holding the Bishop’s licence. For those appointed as office-holders on Common Tenure (as defined in the Ecclesiastical Offices (Terms of Service) Regulations 2009), it also expands upon the obligations and rights conferred by the legislation and should be read in conjunction with the Statement of Particulars.

These Procedures and Policies are written for all clergy and licensed lay ministers. Some sections will only apply to clergy in receipt of stipend others will apply only to associate clergy. These procedures and policies together with your SoP will inform you where this is the case. Others will refer to areas that do not apply to, or are not compulsory for, those who choose to retain Freehold. The handbook explains where this is applicable.

This will also be a useful source document for lay people, especially Church Wardens, as it explains the expectations placed on office holders in a variety of areas.

It would be wrong to assume that one document will address all the areas in detail. This procedures and policies document has many companions such as the Guidance Notes for Ministry Agreements for Associate Clergy; Dignity at Work policy and procedure; Ministerial Development Reviews Handbook; National Guidance for House-for-Duty; Initial Ministerial Education documents and so on. While this document takes an overview on these specialist areas, it is the companions that undertake the task of elaborating specific policies and procedures. So, there will be cross referencing in the text.

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Together, these documents:

 offer a gentle introduction to policies and procedures in the diocese of Oxford for those joining the Diocese of Oxford from other dioceses or after their curacy training;

 provide a framework and continuous guide to those who have been with us for years

 supports planning for those who leave the diocese due to retirement.

The documents do not, however, offer any information on worship and it is recognised that Parochial Church Councils (PCCs) will have other documents in place working alongside those of the diocese.

Access, availability and contact

It is intended that the Diocesan Procedures and Polices for Clergy will be kept up to date and enriched with new material from time to time to reflect changes in national church legislation as well as diocesan policy reviews. The first review will be in February 2012 and thereafter at least every three years. Any significant changes will be communicated via the Diocesan mailing.

The electronic version of the Diocesan Procedures and Polices for Clergy on the Diocesan website at https://www.oxford.anglican.org/support-services/clergy-hr/ will always be deemed to be the extant and most up-to-date version and will clearly show the date it was last updated. Therefore it is important to note that although you are welcome to print a copy for your office that may soon become out of date.

Any questions or points of clarification on the Diocese of Oxford policies, practices and procedures should be raised in the first instance with the Area Dean or Archdeacon who may then refer to Poli Shajko, Human Resources Team Leader, for further advice and guidance.

Tel: 01865208770 or e-mail: [email protected]

Feedback on the Diocesan Procedures and Policies for Clergy

The Diocesan Clergy Procedures and Policies for Clergy is a live document and we intend to keep it that way. Comments on how to improve the clarity and quality of information, suggestions on how we can support you and your colleagues better as well as details of any websites or sources of information we should include as references are welcomed. Over time we wish to further develop the content of the guidance to support clergy in their roles as well as possible.

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SECTION 1 - APPOINTMENT AND OFFICE

1.1 Clergy as office holders

The Ecclesiastical Offices (Terms of Service) Measure 2009 and the Regulations supporting it, preserve the status of the parochial clergy as ‘office holders’, while they confer on them a number of rights and obligations, broadly similar to those which apply to ‘employees’ under the general law. As such, it is worth noting that while most people who have jobs are ‘employees’ and work under a contract of employment (a legally binding agreement between the employer and the employee), parochial clergy duties flow from the nature of the office; they arise from Common Law, and the Canons and Measures. In addition, clergy office holder arrangements in the Church of England differ from the arrangements for other office-holders, e.g. High Court judges, police officers. An office can be ‘full time’ or ‘part time’, but one of the unique features of an office is that it cannot be shared with another person. A good example to illustrate this are ‘house for duty’ clergy; no matter what their status, they will be office holders in their own right and will not share the office jointly with someone else.

1.2 Varieties of Tenure

From 31st January 2011, the implementation date for the new Ecclesiastical Offices (Terms of Service) Legislation, clergy will either hold office:

Under Common Tenure - This automatically covers

 team vicars

 priests in charge

 assistant curates (both in or not in training)

 fixed term appointments

 associate clergy (including ordained local ministers; self-supporting and house for duty clergy)

 clergy in appointments as part of local ecumenical partnerships  canonically

licensed lay workers in receipt of stipend and/or housing and

 all new appointments made after the legislation comes into effect, on 31st of January 2011.

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Common tenure will confer a number of rights and obligations. These are summarised here and then developed under individual sections:

 An entitlement to be provided with a written Statement of Particulars setting out the terms of the appointment (see below within this section)

 An entitlement to an uninterrupted rest period of not less than 24 hours in any period of seven days (see section 8 below)

 An entitlement to annual leave. (see section 8 below)

 An entitlement to maternity, paternity, parental and adoption leave in accordance with statutory entitlements (see section 8 below)

 An entitlement to request time off, or adjustments to the duties of the office, to care for dependants in accordance with directions given by the Archbishops’ Council as Central Stipends Authority. (see section 8 below)

 An entitlement to spend time on certain public duties other than the duties of the office, with the matter being determined by the bishop if there is any dispute. (see section 8 below)

 Access to a grievance procedure and supporting advice (see section 10 below)

 Rights in respect of housing (see section 6 below)

 A right of appeal to an employment tribunal if removed from office on grounds of capability. The Diocesan Board of Finance will be the ‘responsible body’ for this purpose (see section 10 below)

The legislations require all those under Common Tenure to:  Cooperate and participate in Ministerial Development Review (MDR) and Initial Ministerial Education (IME) in the case of Assistant Curates in Training. (see section 7 below)  Participate in arrangements approved by the diocesan bishop for Continuing Ministerial Development. (see section 7 below)  Inform a person nominated by the bishop when unable to perform the duties of office through sickness. (see section 9 below)  Undergo a medical examination where the bishop has reasonable grounds for concern about the office holder’s physical or mental health. (see section 9 below) Other provisions included in the legislation

 The only mechanism for making clergy office holders ‘redundant’, as now, is through pastoral reorganisation. The legislation extends the right to be consulted on any pastoral scheme to all office holders under common tenure in receipt of a stipend or housing who would potentially be affected by the scheme.

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 The legislation introduces a capability procedure when the performance gives reasons for concern (section 10 below)

For more information on the above rights and responsibilities please read separate sections below and/ follow links to national Church of England website. https://www.churchofengland.org/more/clergy-resources/national-clergy- hr/commontenure-faqs Under freehold - existing clergy with the freehold are able to choose between transferring to Common Tenure or remaining as clergy with freehold.

All clergy with the freehold will be invited to opt in Common Tenure. They are requested to indicate, in writing, whether they agree to the application of the Measure to themselves.

If freeholders do not wish to do so, they will continue to hold the freehold on all its existing terms. However, when the freeholder leaves the post/ retires, then this becomes a common tenure post.

The legislation clarifies the options where a pastoral scheme or order transfers the freeholder to a new freehold office. The new provision states that,

“…where the holder of a freehold office who is not subject to common tenure is appointed by virtue of a pastoral scheme or order to a new office which would have been a freehold office were it not for the operation of the 2009 Measure, he or she will not hold the new office on common tenure unless he or she elects so to do”

As employees of the Oxford Diocesan Board of Finance (ODBF), or the Bishop in his corporate capacity, or some other body, they are not covered by Common Tenure, and may be on different terms from other clergy in the diocese (for example over sick leave, parental leave and sabbaticals). These details will be reflected in their respective contracts of employment with the respective employer.

The courts have consistently held that Church of England clergy who hold freehold appointments and those who are licensed by the bishop to exercise their ministry in an ecclesiastical parish or district are office holders.

However, it does not follow that the categories of office-holder and employee are mutually exclusive. A cleric with divided duties may be an employee as to part of the work but an ecclesiastical office holder as well: for example, a Residentiary canon in a cathedral may also serve as - say - Diocesan Director of Education and hold a contract of employment in relation to that element of his or her work.

The Ecclesiastical Offices (Terms of Service) (Amendment) (No 2) Regulations made a further adjustment to the Terms of Service Regulations relating to the position of clergy who exercise a ministry under licence pursuant to a contract of employment.

It confirmed that “…the 2009 Regulations shall not apply to an office holder in respect of any office that he or she holds “in pursuance of” a contract of employment, but without prejudice to any other office he or she may hold”

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In other words this refers to some clergy that exercise an additional ministry outside their contracts of employment – for example, occasional preaching, or Sunday duties in a parish. It advises that if this ministry is of sufficient substance that the bishop considers that the 2009 Regulations ought to apply to it, this should be the subject of a separate licence and a statement of particulars. Hospital, university, prison chaplains are a good example of this category although not the only ones.

1.3 Key Documents Regardless of form of tenure

For all clergy - In the Church of England there are a number of key documents giving details of rights and responsibilities that the ecclesiastical office holders should always have regard for regardless of their form of tenure. They include

 The Ordinal,

 the licence/ deed of appointment,

 the role description (stipendiary clergy)/ ministerial working agreement (associate clergy)/ learning agreement (assistant curates in training)

In addition, it should be noted that all clergy, regardless of their form of tenure, are subject to the provisions contained within:  The Canons of the Church of England

https://www.churchofengland.org/more/policy-and-thinking/canons- churchengland

 The Clergy Discipline Measure (please follow related links on the dedicated website pages for all resources)

https://www.churchofengland.org/about/leadership-and- governance/legalservices/clergy-discipline-rules

 the current law related to patronage and the appointments procedure

- Patronage (Benefice) Measure 1986

 anti-discrimination legislation - Apart from specific exemptions conferred by the Priests (Ordination of Women) Measure 1993 and the Equality Act 2010, the Church is subject to discrimination legislation in the same way as all other organisations.

 Child protection and Safeguarding

https://www.churchofengland.org/more/safeguarding

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1.4 Appointment (Equality Statement and Process)

The nature and variety of roles that clergy occupy outside of the Church of England (e.g. as school governors, hospital chaplains or as employers or employees in preordination secular employment) has given experience of best practice in resourcing and recruitment. At the same time, the rapid changes in the deployment of clergy sometimes create insecurities amongst clergy. It is essential that these anxieties and insecurities are addressed by offering creative and innovative yet effective and fair ways of recruiting, selecting and appointing clergy in our diocese.

1.5 Equality Statement

On 10 November 2010, the Diocesan Synod accepted a briefing by Bishop of Buckingham in light of the more recent changes in Equal Opportunities legislation, more specifically The Equality Act 2010. The Bishop’s Council/Standing Committee remains committed to good Equal Opportunities practice and the valuing of diversity. Following a review in 2009, the Bishop‘s Council/Standing Committee adopted the Wood Sheppard principles, which have been widely adopted in the public and private sectors The Wood Sheppard Principles are now the standard measurement of Equal Opportunities. The theological imperative is clear: do justice, walk humbly, have mercy.

Wood Sheppard Principles (as revised in 2003 by the Racial Equality in Employment Partnership)

1. Adopt and value ethnic diversity as a cornerstone of human resource policies which is reflected in the workforce

2. Declare an intention to reflect at all levels in the workforce the ethnic diversity found within the local community

3. Create and implement an effective and practical race equality policy incorporated within the overall business plan and owned by the entire organisation

4. Monitor EOP performance against targets and improve over time

5. Use fair and transparent recruitment and selection processes

6. Make access to comprehensive training opportunities available to all employees irrespective of the level of entry and/or the qualifications held at the time of entry into the organisation.

7. Assign a Senior Management EO champion to enable all line managers to design and maintain their own EO action plans in line with the overall business plan.

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8. Building on a base of compliance with statutory regulations on discrimination, develop a culture and processes that make racial and religious harassment or discrimination a serious offence within the organisation.

9. Publish an annual profile by ethnic origin, gender and grade within the organisation in relation to the Annual Report.

10. Make one Board member responsible for overseeing EOP monitoring and actively seek an appropriately qualified ethnic minority Board member.

As before, the Bishop’s Council/Standing Committee looks to all staff and members of councils, boards, committees or groups appointed by or on their behalf (whether paid or voluntary) to abide by and to promote this Policy.

They commend this policy to all other bodies associated with or supported by the Diocese of Oxford, including deaneries and parishes, and in so far as it lies within their power will ensure that it is accepted and implemented throughout their sphere of influence.

1.6 Equality Statement (clergy)

Here in the Diocese of Oxford, we believe that:  All clergy and their ministries, irrespective of status and background, bring invaluable skills and experiences that enable the diocese to achieve its vision of Living Faith for the future.

 Openness and transparency in the process of appointment, from the moment a vacancy occurs to someone starting in post, is key to success, no matter what ‘style’ patronage offers

 Every member of the clergy deserves to be treated with dignity and respect

we commit ourselves to:

 Develop recruitment and selection systems; policies and procedures that promote fairness and equality of opportunity

 Ensure that parishes are trained so that they carry out the recruitment processes with confidence and pride.

 Create training and development opportunities for all involved in the appointment process, without unfair discrimination within our resources, and offer support on a recruitment by recruitment basis.

 Apart from specific exemptions conferred by the Priests (Ordination of Women) Measure 1993 and the Equality Act 2010, ensure that there is no discrimination where any of the characteristics specified cannot be shown to be a requirement of the job or office concerned. 11



Take positive action to ensure equality of opportunity and of treatment on the matters specified across the diocese.

The Bishop of Oxford and his senior staff team, guided by the advice of the HR Team Leader, will lead the implementation of this policy and monitor progress against our commitments.

It is the responsibility of all clergy, both stipendiary and self-supporting; to abide by and to promote this Policy, and any grievance, or other matter relating to it, should be taken up, in the first instance with the appropriate member of the Bishop Staff Team or the HR Team Leader.

1.7 Appointment Process

The process of recruiting a new minister is an exciting opportunity for a parish due to the new skills and experience to come its way. However, it requires planning and preparation on the part of all those involved. It involves:

 information gathering

 liaising with patrons

 working with the Archdeacon and Parish Development Advisers or the Bishop’s Chaplain where appropriate

 producing a clear parish profile

 developing a role description and a person specification

 advertising and promoting the vacancy

 shortlisting

 interviewing

 discerning the right person

 a lot of administration and safeguarding processes

 licensing

 induction (new clergy moving in, need a lot of support and information sharing on who does what, when and how, during an interregnum)

Currently there are good practices in each archdeaconry. Although we are aware that the new Ecclesiastical Offices (Terms of Service) Measure 2009 did not impose any changes on clergy appointment process, we will be revisiting our appointment process in our Diocese to ensure we allow room in our processes for new documentation involved, such as SoP’s; role descriptions and so on; consistency across the Diocese and compliance to our equal opportunities statement. At the

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same time, we intend to strengthen the induction process especially for all those coming new to the diocese and those that are moving to incumbency roles.

As a result, it is anticipated that a pack of information will be developed to explain the process from start to finish as well as a number of standard letters; forms to assist the bishops’ secretaries and those of archdeacons with effective administration of the appointment process.

Please keep visiting these pages as new information will appear in due time.

Meanwhile, if you are looking for your next role, you may contact your area Bishop office for more specific information and application form.

1.8 Duration of Appointments (Termination and Extensions)

For all clergy, unless resigning, term of office may only be terminated by the Bishop in accordance with the following circumstances:

 on the death of the office holder;

 on attaining the retirement age (currently 70) specified in relation to that office in section 1 of the Ecclesiastical Offices (Age Limit) Measure 1975 (1975 No. 2) or on the expiration of any period which the office holder is permitted to continue in office after the retirement age under section 2 or 3 of that Measure

 where the office holder is removed from office following a finding of an offence under Part VI of the Ecclesiastical Jurisdiction Measure 1963 (1963 No. 1)

 under any provision of the Clergy Discipline Measure 2003 (2003 No. 3)

 where the term is fixed or is otherwise limited, on the expiry of the term or the occurrence of the event in question, as the case may be

 where the office ceases to exist as a consequence of a pastoral scheme or order made under the Pastoral Measure 1983 (1983 No. 1) or reorganisation scheme made under Part II of the Dioceses, Pastoral and Mission Measure 2007 (2007 No. 1)

For those on Common Tenure - It is the aim of the legislation to provide greater security and equality of rights. Under common tenure the appointment can be offered either on ‘permanent basis’ or ‘fixed term’ as defined in the provisions of Regulation 29 below

As set out at Section 3 of the Ecclesiastical Offices (Terms of Service) Measure 2009, in addition to the circumstances above, the Bishop may also revoke the licence of the office holder and thus terminate the office:

 where there has been an adjudication on a matter relating to the performance of an office holder under the capability procedures. This can be done following

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

due process including the right of appeal and serving a three-month written notice from the date of the notice

in the case of a priest–in-charge appointed to a benefice during a vacancy, when that vacancy comes to an end

 where the office holder holds the Bishop’s licence in connection with a contract of employment and that contract is terminated; thus the term of office of the office holder is thereupon terminated

An office holder may resign his or her office by giving written notice not less than three months, unless the notice period is waived by agreement between the office holder and the Bishop of the area where the post is held.

For those on Common Tenure, Regulation 29 sets out the circumstances under which an appointment may be held for a fixed term or until the occurrence of a specified event. This can happen if the appointment is designated as:

a) a post created in order to cover an office holder’s authorised absence from work [Reg 29 (a)]

b) an office occupied by an office holder who has attained the age of seventy and is occupying a post under a licence granted by the diocesan bishop

c) a training post

d) a post subject to sponsorship funding

e) a probationary office

f) a post created by a Bishop’s Mission Order under the Dioceses Pastoral and Mission Measure, 2007

g) a post held in connection or conjunction with another office or employment

h) a time limited post because you do not have the right of abode, or unlimited leave to enter or remain in the United Kingdom

i) a locally supported ministry post (for example, where a parish has agreed with the diocese that it will take on responsibility for funding an additional curate’s post).

j) A post may only be designated as a Locally Supported Ministry Post if:

(i) It is held by an assistant curate who is not in sole or principal charge of the parish in which he or she serves;

(ii) The PCC has entered into a legally binding agreement with the ODBF to meet all the costs, including stipend, expenses, pension and housing;

(iii) The office holder, bishop and PCC have all given their consent in writing.

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For detailed provisions of the measure and its regulations, please visit; https://www.churchofengland.org/more/clergy-resources/national-clergy- hr/commontenure-faqs and follow the links on the site.

In all cases of fixed term appointments, known as Qualified Common Tenure, the successful appointee will be clear from the outset of the reasons for the fixed term nature of the appointment, of their rights at the end of the appointment, and of the responsibility of the diocese.

Clergy who hold their office under Qualified Common Tenure will not be treated less favourably than comparable permanent clergy on the grounds that they are only licensed on a fixed term basis, unless this can be objectively justified. Good examples of such rights are:

 you will have the same opportunities in terms of access to support, training and development.

 For stipendiary roles, the service is pensionable within the provisions of the Church of England Pension scheme.

It is therefore important that appointments under Qualified Common Tenure are used appropriately; both the appointment letter and the Statements of Particulars will always set out the reasons for the post being fixed and have a specific end date.

1.9 Review of the ‘fixed term’ Period

Prior to the end of an office held under Qualified Common Tenure (usually 12 weeks), the Archdeacon will be in touch with the individual concerned to schedule a meeting to review the ‘fixed term’ period. Depending on the circumstances, the outcome may either be ‘end of the Qualified Common Tenure’ or ‘extension of the Qualified Common Tenure’ period. In both scenarios, the Archdeacon has a supporting role to play.

Where the office is held under Qualified Common Tenure because of Reg 29 (c) training post, the guidelines for completing the curacy will be followed. Please see the Assessment of the end of curacy process within the Initial Ministerial Education (IME) scheme by following the link here. http://www.oxford.anglican.org/department- of-mission/initial-ministerial-education/

The qualified period may be extended further for a period of one to two years maximum. Below we explain the reasons for extensions of curacy and advise on the process to be followed:

 Ministry is exercised for fewer than 12 sessions per week for a continuous period of 17 weeks.

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

A session is defined as a two hour period and the working day is divided into five of these sessions. Sunday worship is included in the calculation of the sessions

 a complete breakdown of relationship between the curate and the training minister

a bullying and/ harassment case has been proven

 long term illness or an injury that causes long term illness for a period no less than 3 months

 a period of maternity/ paternity/ adoption leave

 3-month period has been granted by the Bishop for care of a dependant

 bereavement of a close family member

 the outcome of a formal capability procedure

 unexpected pastoral reorganisation that has impact on the parish itself or clergy roles

 unplanned departure or any long-term absence of the training minister

 any other reason determined as ‘exceptional’ and confirmed in writing by the Bishop

It is advisable that a meeting between the individual concerned, training minister and the Director of the IME Part 2 is conducted. The recommendation for extension should come from the IME Officer to the Area Bishop. Where a Fixed Term appointment is to be extended, this will be for a further defined period. Based on these recommendations, the Area Bishop will decide whether he grants the extension and the dates for the extended period.

The Area Bishop may delegate the task of discussing and agreeing the ‘extended period’ to the Area Archdeacon, with the reasons and new date explained and agreed in writing.

To confirm any arrangement a revised Statement of Particulars or a statement of change of the SoP will be issued by the Area Archdeacon.

For further information on the ‘end of curacy’ process, please refer to the flowchart ‘Decision Making Flowchart (End of Curacy) within the Associated Documents

Similar processes may be followed for reviewing ‘fixed term’ appointments falling under the other provisions of ‘Regulation 29’.

1.10 Your Statement of Particulars (SoP)

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As indicated above, clergy on common tenure have the right to a Statement of Particulars. This is a written document that confirms the obligations and rights of ecclesiastical office holders conferred to them by the Ecclesiastical Offices (Terms of Service) Measure and Regulations 2009, generally known as Common Tenure.

In other words a Statement of Particulars sets out the terms and conditions on which the appointment is to be made, and will include (as appropriate for non-stipendiary and stipendiary clergy):

 Key information on your office, such as personal details and dates of appointment

 The details of the entitlement to stipend, fees, and reimbursement of expenses as well as the right to a monthly stipend statement

 Terms and conditions relating to rest periods and holidays (including annual holiday entitlement, Sundays on which leave may be taken, and the public and special leave days on which leave may not be taken)

 Terms and conditions relating to sickness absence and long-term absence

 Pension provision

 Statutory rights (including maternity, paternity, parental and adoption leave)

 Right to time off to care for dependents

 Links to the processes, guidelines and policies which underpin the roles and obligations of clergy within the diocese

For more information on what can be included on your Statement of Particulars please follow the link below https://www.churchofengland.org/more/clergy-resources/national-clergy- hr/commontenure-faqs

Here are some key points to remember about Statement of Particulars and related processes:

 It is required that all those on Common Tenure are issued with a Statement of Particulars document within one month of the appointed date. For current office holders this will be 31st January 2011; for new appointments it will be the appointment start date.

 Whenever a new appointment is made, regardless of whether the individual is coming into the diocese from another one or moving within the diocese a new Statement of Particulars will be issued.

 Any further changes to your SoP will be notified to you within one month of them coming into effect either by issuing a revised SoP or a letter detailing the change(s). An example of a change might be:

o If there was a statutory change that required an amendment to sick leave entitlement.

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

o On a more individual basis, if you were provided with a house of residence for the better performance of your duties, it might be that you have agreed a change in where you reside and this would initiate a change in your SoP to update the details.

 Any queries relating to the Statement should be discussed in the first instance with the appropriate Archdeacon, or with the Human Resources Team Leader

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1.11 Documents linked with the SoP

The SoP makes reference to this document you are reading now, and also to your Role Description (for stipendiary clergy); your ministerial working agreement (for associate clergy) and learning agreement (for curates in training). These are documents that outline the key expectations, duties and outcomes for an individual role. If you have more than one role you will have a role description and SoP for each role unless they are linked by design in which case it will be reasonable to have one SoP and one role description covering both roles.

Role Descriptions/ ministerial working agreements/ learning agreements are not legal documents, but it is a very good practice to have them and they are encouraged across the diocese.

Our diocese is committed to ensuring that each member of clergy has a Role Description/ ministerial working agreement or learning agreement. Initially these will be developed in consultation with each clergy member, and through engagement with members of the PCC. Periodically they will be reviewed to ensure they are up to date. They will be signed off by the archdeacon.

The Diocese has developed role Description Guidance which may be accessed by following the link here. https://www.oxford.anglican.org/archive/guidance_for_role_descriptions_whole_text. pdf

Guidance is provided for the ministerial working agreement in the case of selfsupporting ministers and we insert it here for ease of reference. Please double click on the icon below to open and read the full document. https://www.oxford.anglican.org/wp-content/uploads/2013/01/2017- WorkingAgreement-for-SSM-3.pdf

Each Archdeaconry has an Officer for self-supporting clergy who provides further support, facilitating the completion and review of ministerial working agreements. Your Archdeacon will be able to put you in touch with them.

Learning agreements for curates in training are already in place as part of the Initial Ministerial Education (IME) scheme. If you don’t have a learning agreement already in place, then you may need to discuss the need for one with your training minister and use the guidance notes by following the link: https://www.oxford.anglican.org/mission-ministry/training-for-ministry/curates- trainingime-part-2/

Role Descriptions; ministerial working agreement/ learning agreements will be a key document for each of you as they will guide your ministry on a day to day basis, as well as the longer-term development of your role. They will be a key document to refer to and bring with you to the Ministerial Development Review (MDR) or the IME in the case of curates in training (see section 7).

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SECTION 2 - FINANCIAL ENTITLEMENTS - (STIPEND, ALLOWANCES, GRANTS AND OTHER BENEFITS)

From a remuneration perspective, the office you hold may attract a stipend and provided accommodation (stipendiary clergy) or it may be held on self-supporting basis (associate clergy). Within the latter, there is a further, widely acknowledged type of office, that of house-for-duty. This section applies to stipendiary clergy only.

2.1 Stipend

For all stipendiary clergy – The body responsible for the payment of your stipend is the Oxford Diocesan Board of Finance (ODBF). It performs this responsibility through the Church Commissioners, who are not legally your employer, but they are responsible for paying a stipend to most clergy and licensed lay workers in parochial or diocesan appointments, for making deductions for income tax, national insurance, etc.

There are national guidelines to ensure all stipends are broadly comparable. The National Minimum Stipend (NMS) is calculated and set by the Central Stipend Authority (CSA). However, the actual stipend level is set by the body responsible for your post, in most cases the Diocesan Board of Finance. The diocese calculates your stipend in accordance with the method set out in The Remuneration of the Clergy as advised and updated by the Central Stipend Authority (CSA).

It is important to note that the cash stipend is part of a wider ‘remuneration package’ which normally also includes provided housing (with council tax, water charges, maintenance, external decoration and building insurance all provided) and pension contributions paid on your behalf.

All stipendiary clergy under Common Tenure are legally entitled to receive at least the NMS. The Diocese sets their stipend rates, guided by National and Regional Stipends benchmarks also provided by the CSA. The stipend for part time stipendiary clergy will be calculated separately and will be reflected on the letter of appointment. The amount of Diocesan Stipend is reviewed annually but there is no guarantee of an increase. Please see the information sheet on the current levels of stipend for different categories of clergy in the Diocese of Oxford in the Associated Documents.

2.2 Stipend Payment Method

Your stipend is paid directly to your bank account via the Bankers' Automated Clearing System (BACS) on the last working day of each month. 20

Each month, the payroll services send you a pay statement setting out the calculation of your payment, including details of income tax, National Insurance and any other deductions, and also the name of your particular contact in our office who will answer any questions. It should reach you by pay day but, even if it does not, the money will be credited to your bank account by then. Payroll services advise that payments to a building society may take a few days to reach your account, but it is usual for the Society to start calculating interest from pay day.

Please follow payroll services instructions available by following the link below on how to use the bank details forms to advise them of changes to your banking arrangements. Whenever possible, you should give at least a month's notice of any changes. https://www.churchofengland.org/more/clergy-resources/clergy-payroll/payrollfaqs

2.3 Annual Return

All stipendiary clergy are required to complete an annual income and expenditure return (forms PSA/PUN or PSA/PUB) each year, for use by the Diocese and Payroll services. Additional income arising from the ordinary course of the Office should be declared on your PUN form and will form part of the augmentation (ie it will be deducted from the amount financed by the Oxford Diocesan Board of Finance – ODBF).

The Diocesan Office uses the information on these forms to calculate the following year’s level of payment and to give instructions to Payroll services. It is helpful if the form can be returned via the Stipends Administrator at the Diocesan Office as soon as possible after each 1st April. Further information may be found in the booklet ‘Your stipend’ as indicated above.

For the purposes of National Insurance only, clergy are treated as being of employed status. Employee contributions are deducted from stipend payments each month alongside ‘pay as you earn’ tax deductions. Employer’s contributions are paid by the diocese.

If you have any doubt about what constitutes additional income and are not sure what forms to complete, please consult the Stipends Administrator at Church House in Oxford (tel: 01865208204) or email [email protected]. However, if you have queries round NI and tax, please contact payroll services using the contacts provided below.

Further information on when and how you are paid your stipend; your employment status; income tax and other useful financial information may be found in the booklet ‘Your Stipend’ which may be accessed from contacting Clergy Payroll Services directly at [email protected] (tel: 0207898 1643) or by visiting Clergy Payroll Services pages on the Church of England website at: https://www.churchofengland.org/more/clergy-resources/clergy-payroll/payroll-faqs 21

Another useful source introducing the complexities surrounding the particular tax position of stipendiary ministers is the Taxation of Ministers of Religion: A Rough Guide (August 2009) issued by the Churches’ Legislation Advisory Service (Tel: 02072221265; e-mail: [email protected]; www.clas.org.uk). The full text may be found at: http://www.churcheslegislation.org.uk/files/publications/CLAS_TAXATION_OF_MINI STERS_OF_RELIGION.doc

However, this is only a basic introduction and any minster who has doubt about any particular aspect of his or her tax affairs should seek advice from HMRC or from a professional adviser.

2.4 Allowances

Additional responsibility allowances are paid to Area Deans and other posts of responsibility. For information on the current level of this allowance, please contact the stipend administrator at Diocesan Church House.

Housing allowances There are national guidelines for the payment of housing allowances to stipendiary clergy and assistant staff issued by central stipend authority (CSA). Housing allowances are not normally paid. If you are in receipt of a stipend and occupy your own house, and you are not provided with a house in which you are required to live for the better performance of your duties, you may be entitled to a housing allowance. If this is the case, it will be detailed in your Statement of Particulars. A tax liability may be incurred.

2.5 Grants

Grants on First Appointment, Removal, or Resettlement) - The Board of Finance makes grants to stipendiary clergy and licensed lay workers for the following:

Birth or adoption of children (please let your archdeacon know of the event and he should ensure payment).

Removal expenses into or within the diocese. The Diocese will meet the reasonable costs of clergy removals. Three removal quotations are to be obtained. They must be discussed with the archdeacon (or the Diocesan Secretary in emergencies) who will normally authorise acceptance of the lowest. The diocese will bear the costs relating to UK mainland only. Removals from outside this area will be individually considered.

The quotations should include insurance and packing of normal household furniture and effects. Extraordinary items (eg antiques etc) must be separately quoted.

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Resettlement grant when moving into or within the diocese. The Diocese will pay a resettlement grant to those changing appointment when it involves a house move, of a fixed maximum sum, toward incidental expenses including alteration to, or purchasing of, furnishings.

Ordination or licensing grant - The Diocese will pay a grant to those taking up an appointment for the first time after being ordained or licensed. The object of the grant is to help towards the cost of robes, theological books and other equipment that will be needed. The area Diocesan Director of Ordinance (DDO) will be able to advise you on more specifically on this type of grant and how to access it.

First appointment incumbent status grant (stipendiary clergy only) - The Diocese will pay a grant to those taking up a first appointment after completing their training. The object of the grant is to help towards the cost of new robes and other equipment that will be needed.

Grants relating to maintenance of properties - The Glebe & Buildings Committee is a sub-committee of the Oxford Diocesan Board of Finance that sets the policy for acquisition, repair, maintenance and disposal of all parsonage houses, team vicarages and houses in the Board of Finance corporate ownership. It offers small grants relating to maintenance of properties. You need to contact the Buildings and Glebe Director, Mr Roger Harwood, on 01865 208230 to learn more about what is available.

2.6 Other

Car loans - The Churches Mutual Credit Union (CMCU) is now offering car loans so the Commissioners' scheme has been closed. Many providers offer loans, details of which can be found online. We are unable to offer investment advice or recommend a particular provider or product. If you wish to consider CMCU, details of their products can be found at https://cmcu.org.uk/

Childcare Voucher Scheme – This is run by national church in association with Edenred (the provider). It is a simple and tax efficient way of paying all or part of your childcare costs by enabling you to take part of your stipend in the form of an electronic childcare voucher. The Scheme enables you to give up part of your cash stipend (up to a maximum of £243 per month) in exchange for an electronic childcare voucher, which will be issued free of tax and national insurance.

To join the Scheme, you must complete an application form, accessible by following the link https://www.churchofengland.org/more/clergy-resources/clergy- payroll/helpchildcare-costs which will be used to alter your terms of appointment. In return for reducing your cash stipend you will receive a childcare voucher (by electronic credit) into a personal account held with Edenred. The new name of Accor Services has been used from 1 July 2010.

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Working Families Tax Credits Clergy families may qualify for tax credits, including Children’s Tax Credit, administered through the payroll by the Inland Revenue. Clergy are encouraged to contact the Tax Credit Helpline (0345 300 3900) to find out whether they are eligible.

Removal expenses for retired clergy – This applies to retirement within UK mainland, covering normal household furniture and effects. Removals to places outside this area will be dealt with on an individual basis. A modest grant towards the legal expenses of purchasing a retirement house is also available, provided the transactions take place within 12 month period before or after the time of request. The amounts of grants together with terms and conditions are available from the Stipends Administrator at Diocesan Church House. Enquiries about removals expenses should be directed to the Archdeacon’s PA in the relevant area.

2.7 Useful Information A number of national charities exist to assist clergy and their dependents at times of particular need. Two main charities work together and are able to offer financial support and help in a wide range of circumstances:

The Corporation of the Sons of the Clergy and The Friends of the Clergy Corporation Address: 1 Dean Trench Street, London, SW1P 3HB Tel: 020 7799 3696 Email: [email protected] Website: http://www.clergycharities.org.uk

Berks Clergy Charity Address: Brigadier Alan Needham, Slade Gate Cottage, Buckhold, Pangbourne, Reading, RG8 8QJ Tel: 0118 974 4469 Email: [email protected]

Bucks Clergy Charity Address: Secretary, c/o Archdeacon of Buckingham, Archdeacon’s House, Stone, Aylesbury, Bucks, HP17 8RZ Tel: 01865 208264 Email: [email protected]

Archdeacon Clerke’s Fund Address: The Secretary, Archdeacon Clerke’s Fund, Archdeacon’s Lodging, Christ Church, Oxford, OX1 1DP Tel: 01865 208245 Email: [email protected] 24

The Elizabeth Finn Trust (formerly DGAA) The Elizabeth Finn Trust relieves need and distress among British and Irish people, and members of their immediate family, from a wide range of occupations and backgrounds. No account is taken of religious denomination, political opinion, age or place of residence. Need and distress may encompass difficulties associated with old age, infirmity, disability, social isolation or financial need.

Address: Hythe House, 200 Shepherds Bush Road, London, W6 7NL Tel: 020 8834 9200 Email: [email protected] website: www.elizabethfinncare.org.uk

Tranquility House The Tranquility House Trust is a grant-making charity whose particular function is to assist towards the cost of holidays for clergy, and in the making of awards it is required to have particular regard to those clergy who are for any reason in need. Nominations are made by the Bishop.

Address: The Pines, Valley View Close, Torquay, TQ1 4DY

Christians against Poverty Christians Against Poverty is a national debt counselling charity, with a network of 36 local centres offering debt counselling, practical services and financial education.

Address: Jubilee Mill, North Street, Bradford, BD1 4EW Tel: 01274 760720 Website: www.capuk.org [email protected]

Society for the Relief of Poor Clergymen Founded 1788 to aid evangelical ministers and their dependents in times of financial distress due to sickness, bereavement or other difficulties.

Address: c/o CPAS, Athena Drive, Tachbrook Park, Warwick, CV34 6NG

The English Clergy Association Holiday grants are given, in many cases of a sufficient size to make a significantly helpful contribution to clergy (and their family’s) enjoyment.

Address: Peter M Smith, 36 High Street, Silverton, Exeter, EX5 4JD Tel: 01392 860284 Email: [email protected]; Website: www.clergyassoc.co.uk

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Queen Victoria Clergy Fund Assisting (through the dioceses) Church of England clergy in financial need.

Tel: 020 7898 1310

The Buttle Trust • Child support grants – for an item or service which is critical to the wellbeing of the child. • School fees grants – to help meet the costs of schooling for children with acute needs that cannot in practice be met with the state education system or where there is a strong need for the child to be found a place in a boarding school. • Grants for students and trainees – to provide assistance with the acquisition of academic, trade, professional or vocational qualifications to young people facing severe social, emotional or health problems.

Address: Audley House, 13 Palace Street, London, SW1E 5HS Tel: 020 7828 7311 Email: [email protected] Website: www.buttleuk.org/

Family Action Since 1869, has provided support to some of the poorest families in the country. Provides grants as well as social work support to people of all ages, working with them to help them solve their own problems. This charity is not specifically churchrelated.

Address: 24 Angel Gate, City Road, London, EC1V 2PT Tel: 020 7254 6251 Email: [email protected] Website: www.family-action.org.uk

Pyncombe Charity Income of about £10,000 applied to assist needy serving clergymen in financial difficulties due to illness or other special circumstances within the family. Applications to be made through the diocesan bishop.

Address: Wingletye Lawford, Crowcombe, Taunton, Somerset, TA4 4AL Tel: 01984 618388 Email: [email protected]

Rustat Trust The Trustees give assistance to needy clergy whose children are being educated in maintained schools. Although any deserving cases will be considered, they would particularly like to help clergy below the status of incumbent with children at school. Applications have to be approved and signed by the diocesan authorities and should include a financial statement and details of children’s ages and schools.

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The Trustees are also able to provide bursaries for clergy children who gain a place to study at Jesus College. The intention is to attract good applicants from clergy families, and to supplement the successful candidates’ maintenance awards, reducing the need to take out student loans.

Address: The Dean, Jesus College, Cambridge, CB5 8BL Tel: 01223 339421

Foundation of Edward Storey The clergy widow branch gives financial help and limited accommodation for women who are: • Widows of clergymen of the Church of England • Dependents of clergymen of the Church of England • Women Deacons and Deaconesses of the Church of England • Missionaries of the Church of England • Other women closely involved in the work of the Church of England.

Address: Mount Pleasant, Cambridge, CB3 OBZ Tel: 01223 364405 Email: [email protected] Website: http://edwardstorey.org.uk/

Lawrence Atwell’s Charity The Charity assists young people who come from a low-income background to become qualified or equipped to work in their chosen career.

Address: Skinners Hall, 8 Dowgate Hill, London, EC4R 2SP Tel: 020 7213 0561 Email: [email protected] Website: www.theskinnerscomapny.org.uk/grants-and-trusts/lawrence-atwells- charity/

Society for the Assistance of Ladies in Reduced Circumstances The Society assists women domiciled and habitually resident in the United Kingdom, who are living alone and in genuine need, irrespective of age or social status. Often, they are elderly ladies who require help towards their day-to-day living expenses. The Society is also able to assist women in financial difficulties for other reasons, perhaps due to sickness, unemployment, divorce or separation.

Address: Lancaster House, 25 Hornyhold Road, Malvern, Worcestershire, WR14 1QQ Tel: 0300 365 1886 Website: www.salrc.org Email: [email protected]

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Frances Ashton’s Charity Provides grants of variable amounts for needy clergy of the Church of England, serving or retired, and the widows or widowers of such clergy. Completed applications are required by 1 June for the annual distribution in September.

Address: Dever House, Dever Springs, Barton Stacey, Nr Winchester, Hampshire, SO21 3NP Tel: 07775 717 606 Email: [email protected]

Mothers’ Union Caravans in holiday locations – sometimes families can stay with members for ‘Away from it all’ holidays.

Address: Mary Sumner House, 24 Tufton Street, London, SW1P 3RB Tel: 020 7222 5533 Website: www.themothersunion.org.

To summarise: There are no additional special benefits paid as of right to clergy in the Diocese of Oxford. However, the ODBF administers several small trust funds for assisting clergy during financial emergencies, retired clergy and widows/widowers in need. The Archdeacon or Diocesan Secretary should be informed of any cases of need.

If, after exploring the circumstances, it is felt that other charities, national bodies maybe of help, then the Archdeacon or the Diocesan Secretary will be able to advise on available options. It is always advisable to inform the Archdeacon before making any grant application to cover indebtedness.

SECTION 3 - PAROCHIAL AND OTHER FEES

This is a complex area, as the position will change when the Ecclesiastical Fees (Amendment) Measure has been approved by Parliament and the Council, in exercising its powers under the Measure, has decided what will constitute parochial fees.

At present, clergy can receive two kinds of fees:

 parochial fees – These are essentially for marriages and funerals as identified by the current Parochial Fees Order made under the Ecclesiastical Fees Measure 1986 and set out on the fees table. These are the legal entitlement

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of the incumbent of the parish only whether or not he or she has not taken the service

 other fees – These are fees that ministers may receive in the course of their duties (these would include fees for other things like memorial services, or services of blessing following a civil marriage, or a service where an incumbent, who has not assigned his or her fees, has directed that the fee may go to the person who took the service).

3.1 Parochial Fees

Below we describe the way that the administration of parochial fees is handled in the Diocese of Oxford. It acknowledges the fact that there are a number of options for incumbents. However, option (1) remains the preferred diocesan route as it ensures that the incumbent receives full stipend.

1. The Incumbent may choose to ‘assign’ the fee income to the ODBF and for this to take place he/she must enter into an agreement with the ODBF. By assigning your parochial fees to the ODBF, you have ensured that you receive the full stipend. An Incumbent will be invited to assign their parochial fees by completing and returning the deed of assignment to the Stipend Administrator at the Diocesan Office.

2. The Incumbent may choose to receive the money directly in which case he/she must declare the total fee income for the year on the annual income/expenditure return issued by Payroll services. This amount will be adjusted from the diocesan stipend provided.

3. Alternatively, the incumbent may choose to delegate the payment of fees to the PCC Treasurer, who will pay it over to the DBF on a monthly/ quarterly basis on behalf of the Incumbent.

It will then be credited to the Diocesan Stipend Fund. However, the legal responsibility for the payment of fees remains with the incumbent.

The position is rather more complicated with priests in charge, as an incumbent who has not executed an assignment of parochial fees to the Diocesan Board of Finance may direct, either generally or in a particular case, that all or part of any fee which is payable to the incumbent under part 1 be payable to the minister performing the service or duty, but essentially the parochial fee is still due to the incumbent of the vacant benefice (which effectively means the DBF).

Self-Supporting Ministers and Licensed Lay Ministers are not legally entitled to parochial fees but should be fully reimbursed for travelling expenses and all reasonable working expenses.

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3.2 Fees for occasional services (excluding marriages and funerals)

This section explains the arrangements for payment of other fees and expenses to visiting clergy during holidays, vacancies, sickness cover and maternity leave in our diocese. It is based on the understanding that all fees received by assistant staff for occasional services are remitted to the Oxford Diocesan Board of Finance if a Deed of Assignment has been entered into. If not, they must be passed on to the incumbent who is required to account for them.

 During clergy holidays, the parish is responsible for fees and expenses.

 In cases of clergy illness, funds are available to help clergy, except in the case of team ministries. Please contact the Stipends Administrator at Diocesan Church House. In the case of team ministries where there is particular difficulty (eg several posts vacant), the archdeacon should be contacted for special permission to claim from the diocese.

 During a vacancy, except in the case of team ministries, fees and travelling expenses for statutory services are reimbursed by Diocesan Church House (special claim forms are available from the Stipends Administrator). If clergy are asked to do other pastoral work (eg school or sick visits, confirmation preparations, etc), it is expected that the parish will be responsible for expenses. In the case of team ministries where there is particular difficulty (eg several posts vacant), the archdeacon should be contacted for special permission to claim from the diocese.

 During maternity/paternity leave, where a clergywoman is the only serving clergyperson in a parish or benefice, fees and travel expenses for service cover are paid by the diocese in the same way as during a vacancy. If the clergywoman is serving with other clergy, cover should be found and/or funded from within the team. In special circumstances, the diocesan secretary will review the position on an individual basis. Where a clergyman is the only serving person in a parish or benefice, fees and travel expenses will be paid by the diocese for service cover over the two weeks of paid paternity leave in the same way as during a vacancy.

Where these are the responsibility of the parish, fees and expenses should be paid in full on the day or sent by the next possible post. This is particularly important in the case of retired clergy.

Up to date information with regard to fees for retired clergy can be found here https://www.oxford.anglican.org/support-services/finance/parochial-fees/

This fee is payable to retired stipendiary clergy and retired Self-Supporting Ministers and Ordained Local Ministers over the age of 65 who have permission to officiate. House-for-duty and other clergy, and licensed lay ministers (readers), should be paid travel expenses only.

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Details of fees for marriages and funerals, and full details, may be found in the bishop’s guidelines ‘Parochial and Casual Duty Clergy Fees’ obtainable from the archdeacons, bishop’s chaplain, and the Stipends Administrator at Diocesan Church House.

Alternatively, for further information on fees and the most up to date national current rates, please refer to Church of England website pages at https://www.churchofengland.org/more/clergy-resources/national-clergy-hr/lifeevents- parochial-fees-and-guidance

SECTION 4 - WORKING EXPENSES

4.1 Entitlement and Reimbursement

All parochial clergy are entitled to the reimbursement of expenses reasonably incurred in connection with the exercise of their office. Reimbursement is the responsibility of the parochial church council(s) of the parish/es) in which parochial clergy and other licensed and accredited staff serve. These sums do not form part of the stipend calculation, but the level of stipend presupposes full reimbursement of these expenses. It is essential that at the very start of taking up an appointment an incumbent or assistant should discuss working expenses with the PCC by means of a consultation with the Churchwardens. It is suggested that agreement should be reached at such a meeting between the Churchwardens and the Minister (and the Incumbent too where an Assistant is involved), on those expenses to be paid directly by the PCC and those to be reimbursed. Procedures for monthly reimbursement and the claim form to be used should also be discussed.

Up to date rates for travelling expenses are included in the annual letter sent by the Diocesan Secretary which you will find in the Associated Documents.

The Archdeacons are available to give advice or to help in matters of interpretation.

Some parochial clergy bear at their own wish a proportion of parochial working expenses. This should be declared on the Church Commissioners’ Income Return.

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Despite this, it is recommended that rather than forego some reimbursement, clergy should charge their expenses in full and then make a contribution to parochial funds so as to ensure that the parish is aware of the full extent of its liability. Furthermore it will ensure that misunderstandings as to the correct level of expenses do not occur on change of the minister. For tax purposes full and accurate records should be kept of all working expenses received.

4.2 Useful Information The booklet entitled ‘The Parochial Expenses of the Clergy – a guide to their reimbursement’ is a very extensive resource issued by the Central Stipends Authority. The matters covered by the booklet include: postage and stationery; telephone; secretarial assistance; office equipment; maintenance of robes; hospitality; travel - car and public transport; books; use of study - help with replacement furnishings. It is written primarily with parochial clergy in mind, including Ordained Local Ministers (OLMs) but most of it is equally applicable to other clergy, deaconesses, lay workers and readers. It may be found at https://www.churchofengland.org/sites/default/files/201710/Parochial%20Expenses% 20Guide%20-%202017.pdf SECTION 5 - RETIREMENT; PENSION AND RETIREMENT HOUSING AND OTHER FINANCIAL SUPPORT

5.1 Retirement

All clergy (stipendiary and self-supporting) It is likely that clergy office holders are not covered by Government plans to abolish the Default Retirement Age, as they have a statutory retirement age under the Ecclesiastical Offices (Age Limit) Measure 1975 (which will be extended to all office holders under common tenure).

The statutory retirement age is currently 70, with provision for an extension for a maximum of one year in the case of senior appointments and two years in the case of incumbents or team vicars, where the diocesan bishop considers that the pastoral needs of the parish or the diocese make it desirable and the PCC gives its consent.

In addition, Regulation 29(1) b will allow a bishop to licence a cleric who is over the age of 70 to any post for which the bishop’s licence is sufficient authorisation, on a fixed or limited term basis. So, a former incumbent who has reached the age of 70 may in appropriate circumstances be licensed to the benefice (for example as associate priest) for a fixed term under regulation 29 (1) (b).

Clergy diocesan employees, on the other hand, have the same rights as other employees and will retire under diocesan employee retirement policy which will need to comply with employment law in whatever way that may be modified following the Government’s consultation. 32

Clergy can also apply to the Bishop for Permission to Officiate.

5.2 Pension

If you are holding a stipendiary office, your service is pensionable within the terms of the Church of England Funded Pensions Scheme. Please note that if you are holding your office on part-time basis, your pension entitlements will be proportionate to the level of stipend you are receiving. The Church of England Pensions Schemes ('CEPS') were established for the purpose of providing pensions and associated benefits for clergy and others in the stipendiary ministry.

The age under which clergy are required to retire should not be confused with the scheme pension age.

Full details of the pension scheme (‘CEPS’) as well as a number of useful resources may be found at https://www.churchofengland.org/more/pensions/clergy-pensions

5.3 Retirement Housing

For housing purposes, retiring clergy fall roughly into five categories:

1. Those who have a house of their own and wish to retire into it.

2. Those who have enough capital to enable them to purchase a property of their own.

3. Those who have some capital, and who wish to take advantage of the Pensions Board's new Shared Ownership scheme, which replaced the value linked mortgage scheme in April 2008.

4. Those whose capital is very small or non-existent, and who would wish to rent a property from the Pensions Board.

5. Those who wish to move into a residential home - full details are available from the Pensions Board.

The Church of England Pensions Board is a registered charity that has operated the Church's Housing Assistance for the Retired Ministry (CHARM) since it came into operation in 1983.

The objective of the scheme is to enable all clergy, deaconesses and licensed lay workers, who retire from the stipendiary ministry, having been in occupation of a 'tied house', with a suitable retirement property if they do not have the financial resources to provide such accommodation for themselves.

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Retirement housing is not provided 'as of right', but may be offered having regard to the resources available to the Board and each applicant's circumstances. It is not the purpose of the scheme to assist those who have some resources of their own, either in the acquisition of a larger property, or with their wider financial planning, by freeing capital for other purposes.

Increases in house prices have created fresh problems, though the Church has tried to deal with these in ways which are appropriate and helpful for retired clergy. However, it needs to be emphasised that there is no substitute for planning your retirement positively well in advance. Retirement is a matter between you and the Pension Board. However, the diocese runs pre–retirement courses for clergy and their wives and is willing to help and advise clergy who are approaching retirement.

Full details of the retirement housing provisions as well as a number of useful resources may be found at https://www.churchofengland.org/more/clergy-resources/retirement-housing

5.4 Financial assistance for stipendiary clergy families following death in service

Financial planning and security for the future is an important consideration for clergy and their families, in particular when thinking about what will happen should someone die in service. As in other families, it is important that appropriate levels of life insurance cover are taken out to provide for family members, and to compensate for loss of income. Clergy are strongly encouraged to take out such a policy if they have not already done so. However, the situation is made more complicated because clergy families usually live in houses provided by the Church and may not have another home of their own into which to move.

The archdeacon will spend time with the clergy spouse discussing the financial resources which they have, and the specific needs of the spouse and the family. If it is not possible for them to provide their own housing, the diocese would normally help them to make an arrangement with the Church of England Pension Board (CEPB).

For further information on ‘Benefits on Death’, please follow the link below to view page 18 of The Church of England Pension Scheme Booklet. https://www.churchofengland.org/sites/default/files/2017-10/2017-clergy-booklet- v13_0.pdf

5.5 Retired clergy and clergy widows

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The pastoral care of all retired clergy and clergy widows is undertaken primarily by the area deans and the parish priests of the parishes where they live. In order to co– ordinate their care, the bishops have appointed Retired Clergy Officers and Clergy Widows Officers. Their details can be found at https://www.oxford.anglican.org/support-services/clergy-hr/retired-clergy-contacts/

5.6 Other Useful Resources

Retired Clergy Association - The association has around 130 members living in the diocese. Regular meetings are held in Oxford, usually at Christ Church. Retired clergy from across the diocese are welcome to attend and should contact the secretary if they wish to receive details. Their details can be found at https://www.oxford.anglican.org/support-services/clergy-hr/retired-clergy-contacts/ Church of England Pensions Board - The charitable funds of the board can help those retired from the stipendiary ministry who may need assistance with supported housing or nursing care, or grants to supplement a low income. Details can be found at https://www.churchofengland.org/sites/default/files/2017-10/clergy- supplementarypensions-2017.pdf

The Revd Dr George Richards’ Charity Founded in 1837. Applications for grants are considered from clergy of the Church of England who are in need of assistance through sickness or infirmity, and have become incapable of performing their clerical duties, thereby forcing them to take early retirement.

Widows, widowers and other dependants of such clergy can also seek assistance.

Address: Dr Paul Simmons, 98 Thomas More House, Barbican, London, EC2Y 8BU Tel: 020 7588 5583

IndependentAge (formerly RUKBA) The main aim is to help older people (aged 60 and above) on low incomes to live with dignity and peace of mind by providing: a regular extra income, grants for emergencies, equipment to aid independence, the support and friendship of our volunteers, nursing and residential care and help with fees. Priority is given to those who have helped others. This charity is not specifically church-related. Address: The Director, 6 Avonmore Road, London, W14 8RR Tel: 020 7605 4200 Email: [email protected] Website: www.independentage.org.uk

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Newton’s Trust Newton’s Trust is established to provide financial assistance to widows or unmarried daughters of deceased clergymen and to divorced or separated wives of clergymen of the Church of England. Applications are considered by the grants committee appointed by the Trustees, and one-time cash grants are made at their discretion. Address: 1 Tudor Close, Lichfield, WS14 9RX Tel: 01543 302924 Email: [email protected]

Henry Smith’s Charity For the relief of poor, aged or sick members of the clergy and their spouses, widows, widowers and dependents. Address: The Director, The Henry Smith Charity, 6th floor, 65 Leadenhall Street, London, EC3A 2AD Tel: 020 7264 4970 Website: www.henrysmithcharity.org.uk

Frances Ashton’s Charity Provides grants of variable amounts for needy clergy of the Church of England, serving or retired, and the widows or widowers of such clergy. Completed applications are required by 1 June for the annual distribution in September. Address: Dever House, Dever Springs, Barton Stacey Nr Winchester Hampshire, SO21 3NP Tel: 07775 717 606 Email: [email protected] Website: http://www.francesashton.co.uk/

SECTION 6 - HOUSING

Those office holders provided with a house of residence, for the better performance of their duties, need to be aware of both their rights and responsibilities. These are detailed here https://www.churchofengland.org/sites/default/files/2017- 12/Parsonages%20and%20Glebe%20Diocesan%20Manual.pdf but may be summarised as follows:

6.1 Duties of the relevant housing provider (as administered by the Glebe and Buildings Committee ‘the Committee’):

 to repair the structure and exterior of the buildings of the property, including windows, doors, drains, gutters and external pipes

 to repair all relevant walls, fences, gates, drives and drains of the property

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 to repair and keep in proper working order installations related to; the supply of water, gas and electricity; sanitation; space heating or heating water  to arrange for a qualified surveyor to inspect the property at least every five years and submit a report describing its state and condition  to send the office holder a copy of this report and after consultation carry out within a reasonable time frame any appropriate repairs

 to pay the council tax

 to insure the property against all risks related to buildings

6.2 Duties of the office holder

 to permit the officers acting for ‘the committee’ to enter the property after giving reasonable notice; in order to inspect or carry out repairs or for another reasonable purpose consistent with its powers and obligations

 to keep the property and contents provided clean and free from deterioration  to keep any garden or other grounds belonging to the property in a good state of upkeep

 to notify’ the committee’ of any repairs required as soon as possible

 to pay the whole or part of any repairs which they are responsible for  to use the property as a private residence for his or her household only and for any other purpose only as agreed by ‘the committee’ or officers acting on its behalf  not to make any repairs, alterations or additions to the property without the consent of ‘the committee’ or officers acting on its behalf  where the property is held on a lease, to observe any binding term, condition, or covenant  to vacate the property within one month of either ceasing to hold office or changing office and to leave the property clean, tidy and clear of all personal possessions

6.3 Duties expected of the PCC

Board of Finance houses will be maintained by the Diocese. However, if the house is owned by the PCC, liability for redecoration, repairs, running and repair costs of heating, lighting, telephone rental, water rates and council tax should be established.

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A contact name and address from the PCC should be obtained, to whom requests for repairs and accounts will be sent.

6.4 Solving Disputes

Any disputes or objections regarding housing may be dealt with by the grievance procedure. Incumbents have the right of veto over the sale of the parsonage house. Priests in charge on common tenure have a right of objection to the Church Commissioners in the event of a proposed sale.

6.5 Useful Information

For all appointments under Common Tenure, Sections 4-7 on the Ecclesiastical Offices (Terms of Service) Measure 2009 and part III of the Ecclesiastical Officers (Terms of Service) Regulations (Regulations 12 – 17) are dedicated to provision of accommodation; rights and obligations of housing providers and office holders; procedures for transactions and so on. Full text of the measure and its related regulations may be found at http://www.legislation.gov.uk/ukcm/2009/1/contents http://www.legislation.gov.uk/uksi/2009/2108/contents/made More specific information on procedures relating to housing within the Diocese of Oxford will be found in the ‘Housing Policy Document & General Guidance Notes’ by the Building department. The policy may be found in the Associated Documents.

In the meantime, should you have any housing issues which cannot be resolved locally, then you may contact the Buildings and Glebe team at Diocesan Church House, tel: 01865 208 200

As indicated in the previous section retired clergy will find useful information on ‘housing’ at https://www.churchofengland.org/more/clergy-resources/retirement- housing

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SECTION 7 - PROFESSIONAL AND PERSONAL DEVELOPMENT

Ministerial Development Review (MDR)

7.1 Background of MDR

The Ministerial Development Review Guidance, approved by Archbishops’ Council, January 2010, describes the purpose of MDR as follows:

‘MDR facilitates a guided discussion framed around an office holder’s ministry. The purpose of the review is to look back and reflect on what has happened over the last year or two of ministry and, informed by that, to look forward to plan, anticipate and develop a clearer vision for what lies ahead. In looking back there is an opportunity to acknowledge all there is to be thankful for and anything that is a matter for lament, and in looking forward to anticipate the changing demands of the role, identify future objectives and areas for potential development.’

‘MDR is founded in the assumption that all office holders are responsible to God for the ministry entrusted to them and that they are accountable to the Church and to one another for the way in which it is exercised. Ministry is a gift and a trust for which each individual holds account. Accountability includes a preparedness to grow and develop on the basis of experience and the learning gained from it. It is about affirmation and encouragement as well as challenge.’

Full guidance may be found at: https://www.churchofengland.org/sites/default/files/201710/ministry_development_re view_guidance.pdf

Here in the Diocese of Oxford, we see the MDR as a facilitated discussion that assists you in developing your ministry through reflection.

Simultaneously, the Bishop of Oxford and the area Bishops take seriously their responsibility for pastoral care and support for clergy, and MDR now forms a central part of fulfilling this responsibility.

7.2 Requirement to participate in MDR

 All clergy holding their office under Common Tenure are required to participate in MDR.

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 All other clergy, including those with freehold and those are offered the opportunity to undertake regularly a Ministerial Development Review.

There are some special cases:

 Clergy in Initial Ministerial Education (IME) Part II have their ministerial development reviewed by their training minister as part of their curacy.

 Those clergy who are already reviewed or appraised by the institution for which they work (e.g. hospital, school, and college chaplains) participate in a special way. They are invited to request a review with their bishop every three years, and the review will focus on their priestly ministry.

7.3 MDR and Other Policies (Relationships)

The relationship between Ministerial Development Review and the Clergy Discipline Measure 2006 - All office holders may want to note that a wilful or serious refusal to participate in MDR or CMD is, technically, capable of amounting to misconduct under the Clergy Discipline Measure. However, in practice, the reasons for such a failure to participate need to be explored and any underlying issues identified will usually be most appropriately addressed under the capability procedure, at least initially.

The relationship between Ministerial Development Review and the Capability procedure - It is worth exploring the relationship between Ministerial Development Review and Capability as sometimes the boundaries get blurred due to complexity of the issues concerned. This is developed more in section 10.

7.4 MDR Framework

The principles, on which the Bishop of Oxford’s MDR scheme is based, draws on existing practice in the Diocese and has been revisited to ensure compliance with the Ecclesiastical Offices (Terms of Service) Regulations 2009 (Reg 18):

 MDR is episcopally led. However, the Bishop may delegate to others some responsibility for undertaking this task. The Bishop of Oxford as the Diocesan Bishop leads the MDR scheme in our diocese although he has delegated some of the tasks to skilled reviewers carefully selected and trained in each archdeaconry and/ the archdeacons.

 MDR must be take place at least once every two years. The Diocesan Bishop’s MDR scheme offers an annual review for each cleric’s ministry. 40

This is conducted by a reviewer appointed by the Bishop, whilst the Area Bishop or the Archdeacon undertakes one review in each three year cycle.

 Clergy in their title post are subject to review as part of their on-going training and therefore ought not to be part of the standard diocesan MDR process. The MDR Scheme in the Diocese of Oxford allows for this. A comprehensive, yet separate Initial Ministerial Education (IME) scheme, has been developed for all those in their curacy.

All information relating to this scheme in the Diocese of Oxford, including policy statement, requirements, processes, assessments and related forms maybe found at our Department of Mission pages on the diocese of Oxford website by following this link

http://www.oxford.anglican.org/department-of-mission/initial- ministerialeducation/

 Keeping written records - The Bishop has a file for each minister in his care. This file accompanies the minister if there is a move to another diocese so that any continuing ministerial development needs are followed up by the Bishop and his officers in the Continuing Ministerial Development (CMD) team of the Department of Mission. Written records deriving from the review process are agreed and signed by the office holder and kept in the individual’s file.

In the meantime, you as the reviewee, will be given a copy of the contents of your review so that you can reflect and work with the Bishop’s officers to maximise the opportunities for your continuing ministerial development.

The ‘bishop’s reviewers’, however, are asked not to keep any notes about the contents of your annual review, respecting all elements of confidentiality. For this reason, we strongly suggest that you keep a copy of all documents relating to annual reviews, and keep a record of work you have undertaken for your own CMD. This will be particularly useful as you seek to move posts in your developing ministry.

 Seeking external feedback - As part of the review, comment will be sought from those with and amongst whom you exercise your ministry, normally through written feedback from three representative persons having direct knowledge and experience of your ministry. They will be chosen by you and it is advisable that you see that feedback prior to attending your review.

7.5 MDR Process

The stages of the MDR scheme (for those who participate in the main standard scheme as indicated above) in the Diocese of Oxford are:

 Reflection – you, the office holder, will be notified that a review is approaching and whether it will be the bishop’s reviewer, archdeacon or the Bishop

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conducting the review. You will be encouraged to reflect over current responsibilities and how, if at all, these have changed since the last review.

 Preparation – There are forms you need to complete to help with preparation. The questions on the forms will encourage self-reflection and the seeking of feedback from others.

You are encouraged to revisit your role description/ ministerial working agreement/ learning agreement; the parish profile as well as notes from the last review before attending the review. This will help you to identify how much has been achieved; areas of strength and weaknesses and think about objectives for the future.

 Discussion – the reviewer will facilitate a guided discussion so that you have the opportunity to reflect deeply and do the majority of the talking about your ministry. You are encouraged to bring your role description or your ministerial working agreement with you and reflect on it with the help of the reviewer. Objectives will be identified and agreed. A summary of the discussion and details of the agreed objectives and proposed actions will be written up and a copy retained by the Bishop and Archdeacon for their records.

 Evaluation - Every year, after the bishop has received your completed summary sheet, he will write to confirm receipt, and to ask for your evaluation of the review process and your reviewer. You are encouraged to respond, as this information is very helpful for the ongoing improvement of the MDR system. Your evaluation will also contribute to your reviewer’s annual appraisal. Meanwhile, the Bishop and his officers will regularly evaluate the MDR scheme in the Diocese of Oxford so that we keep it fresh and fulfilling in line with our diocese vision and evolving legislation.

Should you need further advice relating to Ministerial Development Reviews either the bishop or a member of the CMD team will be able to assist with these matters.

For full information on the MDR Scheme in the Diocese of Oxford including its purpose, requirements for participation, process and copies of the relevant forms, please visit the dedicated pages on the Diocese of Oxford website at: http://www.oxford.anglican.org/ministerial-development-review.html

Continuing Ministerial Development (CMD)

7.6 Background of CMD

Ministry Division of the Archbishop’s Council informs that:

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“The purpose of continuing Ministerial Development (CMD) is to strengthen and deepen a lifelong learning culture within each diocese. Good practice in both provision and participation are ultimately evidenced in spiritual and numerical growth with the Church's ministers more fully engaged in God's mission themselves, in the variety of roles they have been licensed to as public representative ministers and better able to stimulate and enable the whole Church to respond to its call”

To read the guidelines in full, please follow the link below https://www.churchofengland.org/sites/default/files/201710/continuing_ministerial_de velopment_guidance.pdf

Regular, focused and well-resourced in-service training is essential for the continuing professional and personal development of the Church’s ministers.

The Ecclesiastical Offices (Terms of Service) Regulations 2009 (Reg 19) require that:

 The bishops ensure, as far as possible, that every office holder is afforded opportunities to participate in such education or training as is appropriate to their ministerial development.

 The Regulations also require office holders to participate in arrangements that are made for their continuing ministerial development.

7.7 Principles

Current recommendations (2009) from the Archbishops’ Council Ministry Division about CMD include:

 An emphasis on specific provision for those at transitional points in ministry

 Ensuring that learning opportunities are linked to the outcomes of ministerial development reviews

 Relating training provision for clergy’s current and future development to the Diocese’s strategic mission priorities

 An appropriate balance between mandatory and discretionary training events.

 CMD be available to all who hold the Bishop’s Licence up to the age of retirement.

7.8 Range of opportunities

The range of CMD opportunities may include:

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 Bishop’s general training days;

 Diocesan conferences;

 Courses and training events arranged by the Diocese;

 Attendance at training events arranged by external agencies;

 Extended study leave

 Courses leading to Higher Education qualifications;

 Individually customised training programmes related to MDR outcomes supported by financial grants

There are dedicated pages on the national church website at https://www.churchofengland.org/more/diocesan- resources/ministry/ministrydevelopment where you can learn more about Ministry Divisions vision for making the continuing ministerial development of Church of England ministers a reality and the resources available.

So, what is happening in our diocese in this area and how can you benefit from the Bishop’s arrangements for continuing ministerial development of ministers in his care?

The long-term vision for the continuing ministerial development and the plan of action for the coming years are being developed so that they meet the national guidelines and are in line with Ecclesiastical Offices (Terms of Service) Regulations 2009. This CMD provision in our diocese takes three main forms:

 a broad range of day conferences addressing many aspects of ministerial life;

 a package of diocesan programmes predominately addressing transitions in ministry;

 one-to-one locally tailored provision .

7.9 Continuing ministerial development as part of the MDR scheme

As explained above, a record of developmental needs identified during MDR will be forwarded to the CMD team in the Department of Mission who will use it to identify any training venues. However, you are encouraged to take the initiative and work closely with the team so that you optimise the opportunities for your learning.

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7.10 Sabbaticals - Study Leave

Stipendiary clergy are encouraged to think of taking a period of Sabbatical/Study Leave of up to 3 months, approximately every ten years and you are encouraged to raise this question at your annual ministerial development review. It is generally envisaged that Sabbaticals will include three elements: a holiday, a course of study and a retreat. A limited number of grants are available from the Diocese and applications must be received by 30 June to be considered for the following year.

The full Diocesan policy on Sabbaticals – Study leave, the Application Form and details of your archdeaconry adviser may be found by following the link below http://www.oxford.anglican.org/department-of-mission/continuing- ministerialdevelopment/sabbatical-study-leave-policy.html

You may want to visit the pages of our website dedicated to continuing ministerial development of our ministers where you will find a number of documents and resources useful for your learning journey. They include

 programmes of training targeting different categories of clergy http://www.oxford.anglican.org/department-of-mission/mailing/training- mailing5th-november-2010.html

 grant making trusts http://www.oxford.anglican.org/continuing-ministerial- dev/289-grant-makingtrusts/view-category.html

 more information

http://www.oxford.anglican.org/continuing-ministerial-development.html

Alternatively, please contact your area Parish Development Adviser (PDA) in the Department of Mission (who is a member of the CMD team) who will be able to advice and guide you in this journey.

7.11 Provisions for IME (Part 2)

Clergy completing their initial training, following ordination, (IME Part 2) are required to participate in a development programme specifically targeted for their needs, to supplement the training support provided by their training incumbents. The Process for those in initial training (IME Part 2) - Information about the annual training programme will be provided by the Diocese, to trainees and their Incumbents. Advice will be given about the creation of Ministry Development Folders (MDF) of training, to assist with the process of quality assurance and assessment prior to the completion of Title Curacies.

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Please visit the dedicated pages on the Diocese of Oxford website where you can learn in detail about the programme of learning; processes and resources http://www.oxford.anglican.org/department-of-mission/initial-ministerial-education/

7.12 Other useful information

You may find useful a note prepared by the Payroll Manager in the Clergy Payments Department, Church Commissioners, Church House, Great Smith Street, London SW1P 3AZ, back in May 2009. It is titled ‘Tax treatment of costs’. This note seeks to summarise the tax treatment of costs incurred in connection with CMD. You may find the full text by following the link below https://www.churchofengland.org/more/clergy-resources/clergy- payroll/ministersreligion-tax-return-pages

However, please note that this is general advice about the position at the date it was written. So, for more up-to-date information, you may need to visit HMRC website relating to these matters.

A number of national charities exist to support clergy in their professional and personal development:

The Women’s Continuing Ministerial Education Trust The three Trusts formerly known as the Central Deaconess House Trust Fund, the St Andrews House Fund and the Church of England Deaconess Fund have now been amalgamated and are governed by a scheme known as the Women’s Continuing Ministerial Education Trust. The object of the WCMET is to further the Continuing Ministerial Education of women in the Church of England and the Scottish Episcopal Church by means of grants to ordained women, female Accredited Lay Workers (including Church Army sisters) and religious sisters (lay or ordained) who, in the opinion of the Trustees, are in need of financial assistance. The Trustees’ policy is to assist their work and professional ministry in areas that go beyond normal diocesan financial responsibilities or where normal diocesan resources are insufficient, for example in-service training, academic study, sabbaticals and travel.

Applications should be made on the form provided. Applications will normally be considered quarterly, at the end of: March, June, September and December.

Address: WCMET, Ministry Division, Church House, Great Smith Street, London, SW1P 3AZ

St Boniface Trust The Trust is a small charity established to advance the Christian Religion in accordance with the principles of the Anglican faith in all parts of the world, especially 46

for the provision of education and training of clergy and lay people by the award of scholarships and maintenance allowance or any purpose concerning their spiritual or temporal welfare.

Address: Mr David Prior, 4 Cley View, Warminster, Wilts, BA12 8NS Tel: 01985 216904. Email: [email protected] Website: http://www.stbonifacetrust.org.uk/index.html

Cleaver Ordination Candidates Fund The Cleaver Ordination Candidates Fund exists for the support and encouragement of Anglican ordinands committed to an orthodox understanding of the catholic priesthood.

Address: Clerk to the Trustees 50 Thames Street Oxford, OX1 1SU Email: [email protected] Website: http://www.cleaver.org.uk/

The St George’s Trust Makes grants for purposes that encourage the Anglican Communion.

Trustees are keen to support sabbatical studies and in some cases gap year students wanting to work overseas. Trustees meet in March and September.

Address: The Assistant Superior, St Edmund’s House, 22 Great College Street, London, SW1P 3QA Website: http://www.aocm.org.uk/the-saint-georges-trust/

Additional Curates Society Giving grants to parishes to help pay costs of curates and encouraging vocations.

Address: Gordon Browning House, 8 Spitfire Road, Birmingham, B24 9PB Tel: 0121 382 5533 Email: [email protected] Website: www.additionalcurates.co.uk

SECTION 8 - CLERGY WELLBEING - (LEAVE AND TIME OFF ENTITLEMENTS)

8.1 Clergy Wellbeing - an Overview

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Back in February 2009, Bishop John wrote to clergy and he found it essential to share his thoughts about ‘clergy wellbeing’ and give some tips on how to stay healthy and develop a culture of shalom.

“I’m always conscious that more and more is being asked of the clergy and other lay leaders, while nobody invents more time. We are subject to huge pressures in the ministry we love but which sometimes threatens to overwhelm us as the joy and life are squeezed out. This is personally tragic. It also means we’ve stopped modelling the wholeness and shalom that God promises us and which we promise to others. I‘m keen to adopt the Sainsbury’ strap-line: ‘Be good to yourself’! (see: +John’s ADCLERUM letter to, 17 February 2009)

Some practical things to think about were offered:

 Value your vocation to be human – to be yourself, not your role.

 Limit your hours of work – maybe 50 hours should be the limit (a 40-hour week + the 10 hours a committed lay person may spend on church activities of all sorts)

 Some time each day which is yours

 A full day off including the night before. I’d like to see, at least once a month, two days off together, including four weekends in the year, so you can go away and see family and friends.

 Life-giving hobbies in which you can be completely absorbed and away from your clerical role.

 A ‘sixth-day’ ministry which you thoroughly enjoy, in which you can equip yourself, and from which you might be able to enrich the wider life of the church locally, in the diocese or nationally.

 Regular treats – visits to the theatre, meals out, trips to a London exhibition etc.

 Reading – regular, non-guilty reading to feed the mind

 Prayer – reliable, heartfelt, attentive praying – putting yourself before God unprotected and unafraid there to soak up the presence of God. Above all, ‘sustain the sacred centre’

(see: +John’s ADCLERUM letter to, 17 February 2009) These should be seen and interpreted not as entitlements but as good ways of remaining health. Your entitlements to rest period and leave are outlined in your individual statement of particulars.

All clergy in our diocese are encouraged to take regular time off and holiday breaks for the benefit of their health. Time away from work and clerical responsibility is a vital factor in the wellbeing of those in ministry and their relationships with those close to them. Time for rest and re-creation is a biblical principle which should be at

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the heart of a ministry which models for others self-respect and a healthy way of working.

Clergy are, of course expected to work flexibly because of the nature of the role, but should excessive hours become a norm and are regularly planned, it is advisable that you discuss this with your Archdeacon and in ministerial reviews or spiritual directions sessions so that you can be advised and guided appropriately.

The responsibility for ensuring leave and days off are taken lies with both the individual member of clergy and their parish. Parishes and those who are responsible in the setting in which clergy minister (e.g. PCCs, churchwardens, training incumbents) have a duty to enable clergy to take sufficient free time and to protect them from intrusion. This may involve the provision of another person to cover public worship, office time and administration. PCCs and other responsible bodies should review this provision annually. Meanwhile, incumbents should see that their assistant staff take the time off allocated.

A list of clergy willing to provide cover during holidays can be obtained from the area dean or the Bishop of Oxford’s chaplain. They also have details of any fees and expenses that are payable to visiting clergy. Grant aid for holidays is available in certain circumstances, and application should be made to the archdeacon.

The new Ecclesiastical Offices (Terms of Service) Measure 2009 through its supporting Regulations [2009] and Directions [2010], conferred a number of rights and entitlements to clergy on Common Tenure in terms of rest period and time off. In summary, they include, entitlements to:

 an uninterrupted rest period of [24 hours] in each period of seven days.

 36 working days annual leave for calendar year

 additional bank holidays or time off in lieu

 additional period of special leave granted by the Bishop in particular circumstances.

 maternity, paternity, parental and adoption leave

 request time off, or adjustments to the duties of the office, to care for dependants

 spend time on public duties

Your Archdeacon is the key person to advise on all aspects of time off.

8.2 Rest Period

As indicated above, it should be normal custom for full time clergy to work six days in a week allowing for a day off and to take six weeks’ holiday each calendar year. Here

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are the provisions (including any relevant restrictions) and arrangements in more details:

 All clergy should take an uninterrupted period of at least 24 hours in every seven days.

 The weekly rest period may not be taken on a Sunday; on any of the Principal Feasts of the Church of England, as set out in the Canons and Common Worship; on Ash Wednesday, or; on Good Friday.

 It is advisable that once a month, arrangements are made for clergy to take an uninterrupted rest period of 48 hours rather than 24 hours (this can be combination of two weekly rest periods together or a day annual leave attached to the rest period)

 Preferably a regular day in the week should be chosen, which should be known to parishioners.

8.3 Annual Leave

 The annual leave year runs from 1st January to 31st December

 Your 36 days annual days in each calendar year may include no more than six Sundays and time off after Christmas and Easter. This is in addition to your rest day

 Annual leave may not be taken on any of the Principal Feasts of the Church of England, as set out in the Canons and Common Worship; on Ash Wednesday, or; on Good Friday.

 Unused annual leave may not be ‘carried over’ into the following year, unless this has been agreed with the Archdeacon.

 If the appointment starts or ends part way through a calendar year the amount of leave days will be reduced accordingly.

 Part time clergy and licensed lay workers should take an appropriate proportion of the 36 days. The specific number of annual leave days should be detailed in their letters of appointment and/ Role descriptions/ Ministry working agreement or their Statement of Particulars.

 It is helpful that Area Deans and/ Incumbents are notified in advance when annual leave is being taken so that suitable arrangements can be made for cover. More than two weeks’ notice would be advisable

 It is advised you keep a personal record of annual leave taken

Associate clergy will have the above entitlements agreed locally to suit their individual circumstances. 50

For further information on payment of stipend, leave entitlement taken around the time of leaving or changing posts, may be obtained by the Stipend Administrator at Diocesan Church House.

8.4 Bank Holidays

All clergy are entitled to statutory bank holidays in addition to their annual leave entitlement. When it is not possible to take the actual bank holiday off (for instance, because it is a major festival) a day in lieu should be taken.

8.5 Maternity, Paternity, Parental and Adoption Leave and Time Off to Care for Dependants

The law in this area is complex and fast moving. The diocese has a Maternity, Paternity, Parental and Adoption Leave and Time Off to Care for Dependants policy that is currently being updated to comply with the statutory entitlements.

It is therefore advisable that any clergy interested in finding out more about Maternity, Paternity, Parental and Adoption Leave and Time Off to Care for Dependants should contact their Archdeacon for advice.

8.6 Special Leave

The Bishop or Archdeacons may exceptionally grant an additional period of special leave, in particular circumstances. Special leave is designed to support clergy when unforeseen emergencies arise – particularly those related to children or dependents. A dependent may be someone who can reasonably be said to rely on the office holder for assistance. This excludes any discretionary special leave such as extended study leave or spiritual leave.

Clergy should refer to the Maternity, Paternity, Parental and Adoption Leave and Time Off to Care for Dependants Policy, if they need to explore the possibility of making a change to their working pattern or taking a longer period of time off to care for a dependant.

8.7 Spiritual Leave

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All clergy are encouraged to take the inside of a week each year for spiritual refreshment, whether on retreat or at cell group meetings.

8.8 Time Off for Public Duties

Clergy may spend a reasonable time on public duties other than the duties of the office without any loss of stipend (if applicable). Clergy are requested to discuss the details of the public duty and the associated time off with the Bishop or Archdeacon prior to commencement.

Public duties include work done for a public authority, a court, a tribunal, charity or trade union.

If a member of clergy is called for jury service they are required to claim the attendance allowance. Please contact the Finance Department for further guidance.

For Common Tenure appointments, detailed conditions for such time off are specified in clause 23 of the Regulations.

These may be summarised as:

 The amount of time spent must be reasonable in all circumstances, taking into account the time required for the duty and how much time has already been spent on this (or other) public duties.

 The impact of the public duties on the office holder’s day to day duties must be reasonable in all circumstances

 Agreement for performance of such public duties must be granted by the Bishop

 Consideration should be taken of any remuneration that is received in connection with the duties of the office to determine whether a reduction in stipend is reasonable.

SECTION 9 - CLERGY WELLBEING - (SICKNESS AND PASTORAL CARE AND SUPPORT FOR CLERGY)

9.1 Sickness and Critical Illness

Continuing the theme of ‘clergy wellbeing’ we would like to emphasize that sometimes, despite all our efforts to remain healthy and good practices in the way we function, sickness occurs. Clergy are not immune from short, medium, long term and 52

critical illness. It is, therefore, important to know how we manage it successfully for the sake of the individual concerned.

We continuously work to have systems, both centrally within the diocese and locally to best provide and coordinate the support. Archdeacons do their best to support all clergy in these circumstances.

We would encourage all clergy, to use all support networks and the pastoral and practical care that local clergy, senior colleagues, and local communities are able to provide.

9.2 Principles on managing sickness and critical illness

Our approach to managing sickness and critical illness are based on the following diocesan principles:

 Healthy space for clergy to feel confident to talk about their health issues – Creating healthy relationships between clergy and incumbents, area deans and/ Archdeacons is the first step we should take to ensure that clergy will talk freely about their health issues. You should feel confident to pick up the phone and ask for some time and space for you to discuss health matters with individuals in these roles and if not them, the area Bishop.

 Respect for individual dignity and privacy. Whenever health issues are disclosed, we will ensure that we respect your dignity and privacy by keeping numbers of those involved to a minimum. If we need to obtain medical records or share information with professional bodies, such as Occupational Health (OH), we will always ask for your written consent. (see more on section 9.3 below)

 Quality pastoral and practical care - We will endeavour to keep regular contact with you throughout the stages of illness and/or longer term treatment so that we can offer and/or link with local networks of colleagues, for the best professional, pastoral, and practical care.

We will discuss this with you from the start and will be led by you in terms of deciding on the frequency of contact, thus respecting your personal needs.  Seeking medical and professional advice – In order to take actions to support you, we may need to seek medical reports and professional advice. This obtained reports will offer practical advice, suggestions and recommendations phrased both in terms of fitness for duty, and short, medium and longer-term adjustments which will enable the individual to return to full capacity at work as safely as possible.

 Exploring financial support is in place for individual concerned - ensure that stipends are maintained within the appropriate diocesan and Church Commissioner policies, and that in cases of hardship we will support the individual to identify grants and other benefits from appropriate bodies

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 Flexibility - It is important to reassure the individual who is going through illness that we are prepared to consider reorganisation of patterns or work; readjustment of duties and so on. This will give them the maximum flexibility to balance their medical treatment with maintaining effectiveness and efficiency at work. Whenever relevant, actions taken will be based on medical advice to ensure we are giving the most appropriate support (for example through the advice of the Occupational Health doctor (see section 9.3 below).

 Providing information and support in identifying other sources of support – Whenever possible, we will help the individual to identify other sources of support that may help with their circumstances.

 Providing assistance with cover arrangements - often an individual is left to make their own arrangements at a time when they are feeling most vulnerable/ill. Whenever possible and within the means of the parish, we will endeavour to lighten this load and to help make cover arrangements for them.

9.3 Pastoral Care and Support for Clergy

As already indicated in the sections above, the Bishop is concerned for the health and welfare of all clergy. In order to make a reality some of the principles we commit to above, the Bishop will arrange for more work to be conducted on ‘Pastoral Care for the Clergy’ This will highlight the assistance and range of services available if or when needed.

Here are some services that are already in use across the diocese:

 Occupational Health Advisers - The Diocese has links with Occupational Health (OH) providers.

These may be used in cases of long term absence. We may also recommend Occupational Health referrals to assist with designing appropriate phased returns to duties after a long-term absence. We will also recommend referrals where a health issue might be impacting on duties but where the office holder is still performing some or all of their duties. This will assist the Diocese in providing support for the office holder.

In more detail, the process involves OH obtaining sufficient information in order to provide a clear, accurate and objective opinion on issues such as your fitness for work, reasonable adjustments and rehabilitation to assist you in managing or recovering from your health condition from a work perspective and returning to work if you are absent. The archdeacon will usually discuss the referral with you and send a Referral Form to OH, which provides details of your duties as well as the health concerns.

The OH medical adviser will then undertake a consultation with you either on the telephone or face-to-face. They will ask you questions to gain a good understanding of your work and health, including but not limited to personal

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details; your physical and/ or mental health and condition; family, lifestyle and social circumstances; employment details. They may also like to have access to medical notes and/ reports provided by your GP or a specialist. The whole process is done with your consent and your wellbeing in mind.

 Counselling Services - Being involved with others as a clergyperson or spouse can be stressful, because caring is stressful. In order to keep on caring, we have to ensure that our own lines of support are in place and functioning. At times, through internal or external pressures, we all may need special help in the form of counselling or therapy.

In addition to Occupational Health providers, there are external counselling services that we may be able to access on your behalf and you may be referred to either upon your request or recommended by the archdeacon. It is important to note that each case is dealt with the greatest level of sensitivity and confidentiality.

There are several avenues you may take. You can see your area bishop or archdeacon. They have details of counselling services and may suggest that you use these to contact a counsellor.

Alternatively, you can directly approach the Pastoral Care Adviser. They will put you in touch with a counsellor who could be matched to suit your particular difficulty or the approach to the difficulty you would prefer to be taken. Their details can be found here:

https://www.oxford.anglican.org/support-services/clergy-hr/pastoral-care- andsupport-for-clergy/

Counselling almost always needs to be paid for. Some financial assistance contribution may be available from the diocese.

For more information on these matters, your Archdeacon or your Pastoral Care Adviser will be able to advise further.

 Work Consultants - Matters relating to ministry can be complex and sometimes they may have an impact on you and your wellbeing. You may need to discuss with someone else for support, insight, and alternative ways of handling the situation creatively. From time to time, the help that is needed

comes in the form of consultation with a work consultant or you can approach your Parish Development Adviser for information and advice;

 Spiritual Directors - This is an ancient ministry, sometimes called Spiritual Counsel, Prayer Guidance, or Soul Friendship. It is about taking the time to meet with another person and talk about one's spiritual journey, prayer and search for God. Many people find that this pattern of reflective companionship can be a significant help. People seek this ministry at different points in their lives and for various reasons. It can be a way o to make better sense of your faith journey.

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o to find clarity and support at times of significant life choices. o to respond more deeply to God’s presence and move forward towards wholeness and freedom.

To learn more about who conducts the sessions, how they are run; frequency and cost implications, you may want to visit https://www.spidir.org.uk/

9.4 Reporting sickness

There is an expectation that all sickness is reported to enable parishes to organise work differently and provide cover for normal running of the services, At the same time, in the case of stipendiary clergy, this is so that we comply with the Statutory Sick Pay (SSP) scheme and its administration.

While all stipendiary clergy, unable to perform their duties because of sickness, are required to telephone or e-mail the Incumbent or Area Dean and the Stipends Administrator at Diocesan Church House as soon as possible, associate clergy may want to follow the same procedure due to the reasons provided before.

9.5 Pay entitlement when sick and procedure

Although you are not employed, you are normally entitled (because you pay Class 1 National Insurance contributions) to receive Statutory Sick Pay if you are ill. Under this Scheme, we are responsible for paying the first 28 weeks of sick pay. If you become ill and cannot carry out your duties, you can therefore claim sick pay provided the illness lasts for at least 4 consecutive days (including Saturdays, Sundays and Public Holidays).

If entitled to SSP, stipend will be paid according to SSP rules. Sick pay works on a rolling 12 months period and takes account of all absence in that period.

At present, this entitles full time stipendiary clergy to a payment of full stipend for 28 weeks. The following requirements will need to be met:

 For sickness absence of up to seven days, a self-certificate must be obtained, completed and submitted to the Stipends Administrator (a copy of the Diocesan self-certificate form can be accessed here by clicking on the following link http://www.hmrc.gov.uk/forms/sc2.pdf or obtained from the Stipends Administrator at Diocesan Church House as well as by contacting Payroll Services at Church House in London.  If the sickness absence lasts more than seven days a medical certificate (now called Statement of Fitness for Work) signed by a GP or other medical

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practitioner must be submitted to the Stipends Administrator at the Diocesan Church Office

[email protected]

After the 23rd week of absence the Church Commissioners issue form SSP 1 which gives details of the actions needed when statutory sick pay ends after the 28th week, concerning claiming other state benefits and invalidity allowances.

If you are ill for longer than 28 weeks, or if for any reason you are not entitled to Statutory Sick Pay, Clergy Payroll Services shall write to you with further advice.

Full stipend will be paid until the 28th week of absence, after which the Bishop has the following discretion.

o To reduce the stipend by up to 50% o To reduce the stipend by the amount of Incapacity Benefit received and any other allowances 1 month’s notice should be given.

Current diocesan practice will be to reduce stipend by the amount of benefit received in order to maintain the equivalent of a full stipend.

The situation will be continuously monitored and medical certificates are expected to be submitted at all times.

For any period of extended sickness, the Archdeacon will keep in touch with the minister to assess progress and to see if an occupational health referral should be made. An occupational health referral may be considered at 28 weeks of absence.

If after an extended period of sickness, a minister is being advised by their doctor, or as an outcome of an occupational health referral, to consider early retirement, advice and support regarding the process will be available from the Archdeacon and Diocesan Secretary.

9.6 Returning to duties

After any period of extended sickness and once a minister has been deemed fit for work by their doctor, they should notify their Archdeacon that they are ready to return to work. The Archdeacon will discuss with the minister any issues around resuming their duties. This may take the form of a Return to Duties interview. This will be to ensure that the right level of support is provided to individual clergy returning to their duties and where applicable, that any ongoing health issues are taken account of. Where appropriate, a phased return to duties might be recommended.

For Common Tenure appointments, the rights and responsibilities related to sickness absence are set out on of the Ecclesiastical Offices (Terms of Service) 57

Regulations 2009 (Reg 27) and, in addition to all the details above, include the following points:

 An office holder who is in receipt of a stipend is unable to perform the duties of his or her office because of illness for a period of one working day or longer he or she must report the absence to the nominated person stated on the SoP

 All reasonable endeavours should be made to ensure that the duties of the office are performed by another person during a period of absence.

 If the time off is protracted, the Bishop may make other arrangements for the discharge of these duties.

 Payment of stipend after entitlement to Statutory Sick Pay has expired is conditional on the agreement of the Bishop (or his representative) and on guidance from the Archbishops’ Council.

 If the Bishop has reasonable grounds for concern about the office holder’s physical or mental health he may direct that the office holder undergoes a medical examination by a mutually agreed medical practitioner and he may, in serious cases, need to instigate the capability procedure.

9.7 Supporting critical illness

Due to some unique characteristics, such as impact on the individual and those surrounding them, it is important that we discuss this matter separately

There are four key stages to critical illness, namely ‘diagnosis’; ‘treatment’; ‘recovery’ and ‘returning to duties’. Each case is ‘unique’ and will be treated sensitively. Pastoral support will be important at all levels

During a period of recovery and returning to full capacity/duties the Diocese may take professional medical advice on what is most appropriate for an individual. A referral may be made by the Archdeacon, for the individual to meet with the Occupational Health (OH) service who will give both the individual and the Diocese professional advice.

As explained in section 9.3 above, the Occupational Health professional will look at the nature of work, workload, current family and other pressures, and priorities, and give their advice on what is realistic and what is not advisable. It is usual that more than one OH appointment will be made so that the OH professional can advise and help the individual, their senior colleagues, senior staff, to make adjustments, track progress and increase workload gradually and so return to their full duties safely.

These may include a range of temporary changes, such as:

 reduced working hours

 reduced days

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 only working one or two sessions a day/week etc

 change in role

 reduced responsibilities

 recommendations to assist plans for transport to and from work engagements

 onward referral for other professional specialist advice and guidance (where appropriate, these costs may be met by the Diocese), and any other reasonable adjustments that would be helpful.

In the most serious of cases, it may be that an individual will not be able to return to, or maintain their duties. Where the individual’s doctor/specialist and the Occupational Health professional concurs, the Diocese will make the appropriate applications/ arrangements through the Clergy Pension Scheme and continue to offer pastoral support.

9.8 Disability and Related Issues

Through management of short, medium, long term sickness and critical illness, issues of disability may arise. The Equality Act 20010 and more specifically the Disability Discrimination Act, shape the path in handling such issues. The Diocese will do all it can to address any disability issues arising to ensure that appropriate reasonable adjustments are made that will enable the individual to work effectively. Centrally, the Archdeacon and Diocesan Secretary will make the appropriate links with departments, for example: Buildings Department and Department of Mission, to ensure the individual is supported, and their needs addressed appropriately; and will also ensure that there is access to appropriate professional advice and support which will ensure that the individual is able to take up/continue their role effectively.

In circumstances where specific equipment is required, eg specialist software; adaptations to property etc, the Archdeacon will provide advice on funding and resourcing.

9.9 Other Matters of Clergy Wellbeing - Health and Safety

The Diocese of Oxford is committed to ensure a safe working environment for clergy and accredited lay workers and to equipping them to minister safely. However, office holders are deemed to be responsible for their own health and safety.

Clergy and accredited lay workers should take all possible steps to ensure the personal safety of themselves and their families in relation to their houses and church office and vestries.

In the event of any incident involving verbal abuse, threats or actual violence to a priest, deacon or a member of their household, they should contact their Area Dean 59

or Archdeacon immediately; they will provide immediate practical and pastoral assistance. Police should also be informed.

Health and safety concerns related to housing should be raised with the building department at the Diocesan Church House.

Basic precautions include:

 Ensuring that porches and entrances are well-lit, using spy-holes

 Not inviting unknown visitors beyond the office or study in a house

 Not leaving unknown visitors unattended in an office or house

 Not seeing children alone

 Ensuring that other people know when you are seeing people A

comprehensive guide on security issues may be found at https://www.churchofengland.org/more/church-resources/cathedral-and- churchbuildings/safety-and-security-church-buildings

Another source is ‘Ecclesiastical’, a specialist insurance and financial services company offering advice and expertise and caring protection. Please visit their website at http://www.ecclesiastical.com/ for general information or to access their ‘Guidance notes Health and Safety’, please follow the link below http://www.ecclesiastical.com/searchresults/index.aspx?keywords=guidance+notes+ on+health+and+safety&scope=default

More generic health and safety guidance is available at the HSE website http://www.hse.gov.uk/

SECTION 10 - WHEN THINGS GO WRONG

10.1 Introduction

In 2001, the House of Bishops stated that “The Church is required by God to foster relationships of the utmost integrity, truthfulness and trustworthiness”. However, sometimes relationships in the parish become strained. There may, for example, be tension between the incumbent and a curate, between a long established Licensed Lay Minister (LLM) and a newly arrived clergyperson, or indeed between any two individuals in the leadership team.

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Recognising that problems can sometimes arise does not undermine or debase the value of the community; it simply acknowledges our human frailty and is a first step in tackling and reducing problems no matter how rare they are.

Acknowledging the fact that the assistant curates in training and their training incumbents are developing new relationships in the context of learning, we have developed a document that may support when it feels like things are going wrong in the training context. ‘When things go Wrong’ Document can be found in the Associated Documents.

Before using the formal stages of grievance and disciplinary procedures as described below, please use all informal stages to resolve conflict and address any misunderstanding that arises. To facilitate this, the Diocese has trained mediators available to help in such circumstances.

Mediation is a way of sorting out disagreements or disputes. A neutral third person works with those in disagreement or dispute to help them reach an agreement that will sort out their problems. It is voluntary - people only take part if they want to, and to be successful participants have to want it to work. Some costs will be incurred which depending on the circumstances may be borne by the individuals, the parish or the diocese.

Useful Contacts Ms Rosemary Tucker; Tel: 01865 378561

The Revd Denis Smith; Tel: 0118 9427786

The Revd Canon David Hodgson; Tel: 0118 9792999

The Revd Mary Carney; Tel: 01993 358139

10.2 Grievance Procedure

Office holders have the right to seek redress if they have concerns that cannot be resolved during the normal course of their duties. Those in Common Tenure appointments have this right formally recognised in the Ecclesiastical Offices (Terms of Service) Measure 2009.

The objective of the grievance procedure, as detailed in the Grievance Code of Practice issued by the Archbishops’ Council, is to deal with such complaints promptly, fairly, and consistently, with a focus on mediation and conciliation wherever possible.

The underlying principles of the procedure are as follows:  All grievances will be taken seriously and responded to fairly and quickly

 Grievances will be dealt with informally wherever possible

 Awareness of confidentiality at all times

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 The focus will be on issues not personalities

 Account will be taken of the legitimate interests of all concerned

 Office holders will have the right of representation by a colleague or trade union representative at any meeting

 Grievances may be pursued without fear of sanction

This grievance procedure is available to all office holders under common tenure and is intended to provide a means of addressing grievances relating to the exercise of the office held, which may include issues relating to:

 the interpretation and application of terms and conditions of service

 housing

 ministerial development reviews

 continuing ministerial development

 (in the case of training posts) provision of suitable training and experience or the result of an assessment at the end of the training.

Please note that in the case of bullying and/ harassment, the diocesan ‘Dignity at Work’ policy and procedure will be initially used to set out the informal steps you may want to take before making a formal complaint under this procedure.

The key stages of the grievance procedure are summarised below:

 Informal stage – wherever possible attempts should be made to address the person or body responsible for the matter directly and attempt to resolve the grievance informally including the possibility of mediation.

 Formal stage – if the grievance has not been resolved informally or within a reasonable time period, the office holder may choose to proceed to the formal stage which is comprised of:

o Stage one – the grievance needs to be set out in writing, describing what attempts have been made to resolve the matter informally and what the desired remedy is.

o Stage two – the person handling the grievance will investigate the matter and then hold a meeting to discuss the issues. This will be followed by a letter detailing the decisions made regarding appropriate resolution. o Stage three – if the matter is not resolved satisfactorily then the office holder may appeal in writing. They will then be invited to attend a meeting to discuss the issues. The decision of the appeal body will be given in writing. There is no further right of appeal.

The Diocese of Oxford will adhere to the Code of Practice issued by The

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Archbishops’ Council at all times. Full information on the procedure and guidelines are available by following the links below Grievance Procedure Code of Practice https://www.churchofengland.org/sites/default/files/2017 10/grievanceprocedure%20cop.pdf Grievance Procedure – supporting advice https://www.churchofengland.org/sites/default/files/201710/grievanceprocadvice%20 SA.pdf

Clergy, other than those in Common Tenure appointments, may refer to: ‘A grievance procedure for Licensed Ministers’ produced by the national church when they have concerns that cannot be resolved informally. https://www.oxford.anglican.org/archive/diocesan_clergy_handbook_(section_10)doc -1.pdf

10.3 Disciplinary procedures

The Clergy Discipline Measure 2003 (that came into effect in 2006) provides a structure for dealing efficiently and fairly with formal complaints of misconduct against any member of the clergy.

All admitted to holy orders in the Church of England are covered by the Measure, whether or not in licensed ministry.

A disciplinary process can only be started by a formal written complaint of misconduct, which is made to the Bishop.

There are four grounds on which misconduct may be alleged, namely: acting in breach of ecclesiastical law; failing to do something which should have been done under ecclesiastical law; neglecting to perform or being inefficient in performing the duties of office; or engaging in conduct that is unbecoming or inappropriate to the office and work of the clergy.

 The complainant must produce written evidence in support of the complaint, and verify the complaint by a statement of truth.

 The complaint and evidence in support are referred by the Bishop to the diocesan registrar for advice.

 Having received the registrar’s advice, the Bishop may decide that the complaint should be dismissed, in which case it will proceed no further under the Measure.

 If on the other hand the bishop considers that the complainant has a proper interest in complaining and that the complaint deserves further consideration, he will invite the Priest or Deacon about whom the complaint is made to send a 63

written answer verified by a statement of truth, together with evidence in support.

 The Bishop will then decide which of five possible courses of action available to him under the Measure is the appropriate one to pursue. He can:

a. take no further action;

b. record the complaint conditionally for a period of up to five years, such that if another complaint is made within that time and is dealt with under paragraphs c, d or e below, the two complaints may then be dealt with together;

c. refer the complaint to a conciliator in an attempt to obtain agreement between the complainant and the respondent as to how the complaint should be resolved;

d. impose a disciplinary penalty (but only with the consent of the respondent); or

e. require the complaint to be formally investigated by the Designated Officer, a barrister employed in the Church of England Legal Office.

Full details on the Disciplinary Measure including the process are found by following the link below https://www.churchofengland.org/about/leadership-and- governance/legalservices/clergy-discipline 10.4 Bullying and Harassment

As indicated above, formal procedures do exist in the Church for dealing with grievances and complaints about behaviours. However, it is felt that a complaint of bullying and harassment is a particularly sensitive matter to deserve special national guidance and diocesan policy and procedure developed.

In our diocese we believe that the Church is required by God to foster relationships of the utmost integrity, truthfulness and trustworthiness. Abuse, harassment and bullying – however rare - will not be tolerated in the Diocese. All complaints of abuse, harassment and bullying will be taken seriously and thoroughly investigated.

Please follow the link below to access the national Church ‘Dignity at Work’ guidance https://www.churchofengland.org/sites/default/files/201710/dignity%20at%20work%2 0booklet.pdf

The Diocese of Oxford Policy and Procedure on 'Dignity at Work' has been approved by Bishop's Staff Team and it is available here. https://www.oxford.anglican.org/support-services/clergy-hr/clergy-procedurespolicies/

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10.5 Capability Procedure

The Capability Procedure is a right and responsibility associated with Common Tenure. However, with mutual consent the Diocese may permit its use more widely.

The Capability code of practice is designed to come into operation when there are concerns about whether an individual, whose performance is thought to fall below an acceptable minimum standard, is managing or coping. It is designed to be supportive and developmental. Any concern will be treated seriously, but it will first be examined to see if there are any grounds to the concern. Most concerns should be resolved informally. Formal action under the code of practice should only occur some way down the line and when all else has failed. There are 3 formal stages and each stage has the right to appeal.

The procedure contains many built in safeguards including:

 The right to be informed in advance, and in writing, of the nature of the performance issue, the procedure to be followed, and the possible actions that may be taken,

 The involvement of a panel, not an individual, at every formal stage,

 The requirement to take human resources advice,

 The right to be supported by a friend or trade union representative during the formal stages of the process.

 The right to respond to all points raised

 The right of appeal

The capability procedure will not be used in trivial or unsubstantiated cases, and can only be invoked by the Bishop, Archdeacon or someone specifically designated on their behalf, after a thorough investigation of the facts, and an interview with the clergy concerned.

The procedure will normally consist of the following stages but can be discontinued at any point if the required improvements are made:

 Informal warning

 Formal procedure stage one – formal written warning

 Formal procedure stage two – final formal written warning

 Formal procedure stage three – removal from current office

Diocese of Oxford will adhere to the Code of Practice issued by The Archbishops’ Council at all times. Full information on the procedure and guidelines are available: Capability Procedure Code of Practice https://www.churchofengland.org/sites/default/files/2017-

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11/Ecclesiastical%20Offices%20Regulations%202009%20Capability%20Procedure. pdf

Capability Procedure – supporting advice https://www.churchofengland.org/sites/default/files/2017-

11/Capability%20Procedure%20Code%20of%20Practice%20Supporting%20Advice. pdf

10.6 Relationship between MDR and capability procedure

While MDR and the capability procedure are two separate and self-contained procedures as described in the relevant sections within this handbook and supporting documentation, it is also true that they need to be consistent.

The capability procedure aims to develop and improve the performance of the individual concerned, a shared goal with MDR, however, MDR must not be used as a substitute for the capability procedure or its informal stages.

If there is an issue of capability, this will be dealt using the initial stages of the capability procedure, and will be made clear to the office holder that their performance is not of an acceptable standard, and that the formal procedure will be activated unless their performance improves.

That said, it would be open to question whether the capability procedure had been properly followed if the written record of the MDR did not provide evidence that issues about performance and the need to improve had been raised with the office holder.

10.7 Respondent in Employment Tribunal Proceedings

It is hoped that any dispute or grievance will be resolved internally before an office holder makes an application to an Employment Tribunal.

If an issue cannot be resolved any other way, information on how to make a claim and how the process works can be obtained from www.direct.gov.uk

The body to be treated for the purposes of the Ecclesiastical Offices (Terms of Service) Regulations 2009 as the respondent in any proceedings brought before and Employment Tribunal will be detailed clearly in the office holder’s Statement of Particulars.

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SECTION 11 - SAFEGUARDING ARRANGEMENTS

The Church of England is committed to making the Church a safe place for children and young people, and to nurturing their growth and development. It takes this issue extremely seriously, and continue to seek to enhance all procedures through the House of Bishops' commitment to diocesan and national guidelines for safeguarding children and adults, and improving the care for survivors of abuse.

The Diocese of Oxford accepts the House of Bishops Policy on Child Protection and has taken steps to implement good practice locally.

Stephen Barber is the Child Protection Adviser for the Diocese. His duties have three main strands: policy, training and consultancy. Policy work is based on encouraging the implementation of the House of Bishops policy document Protecting All God’s Children. The Diocesan handbook Protecting Children in the Diocese of Oxford supplements this by providing model policies, guidance, forms and other information.

For detailed information on this very important issue, please contact the office of your area Bishop. You may also find the following links useful

Link to national church pages dedicated to child protection and safeguarding: https://www.churchofengland.org/more/safeguarding

Link to Diocese of Oxford pages dedicated to child protection and safeguarding where you will also find contact information. https://www.oxford.anglican.org/mission-ministry/safeguarding/

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SECTION 12 - DATA PROTECTION

12.1 Legislation

Although not your employer, it is a legal requirement for the Diocese to comply with the Data Protection Act 1998.

Another closely related legislation that is closely related is the The Freedom of Information Act 2000.

12.2 Principles

The Data Protection Act 1998 requires us to comply with a number of principles in relation to the personal data. Data which we retain must be:

 Obtained fairly and lawfully and not processed unless certain conditions are met

 Obtained for specified and lawful purposes and not further processed in a manner incompatible for that purpose

 Adequate, relevant and not excessive

 Accurate and up to date

 Kept for no longer than necessary

 Processed in accordance with data subjects’ rights

 Protected by appropriate security

 Not transferred to a country outside the European Community, unless that country has equivalent levels of protection for personal data

12.3 Statement

The Bishop and his officers need to keep information about you for purposes connected with your office in the Diocese of Oxford. This includes your recruitment, financial matters relating to your stipend and other entitlements, ministerial development, retirement. The Bishop and his officers may also keep information on your health for purposes of compliance with health and safety regulations. More specifically, to consider how health affects your ability to carry out your duties; if you are disabled, whether you require any reasonable provisions to be made to assist you; and in relation to sick pay and any other related benefits. 68

All information provided by you will be stored on the Diocesan electronic database in accordance with the Data Protection Act 1988. This is a password protected system that is accessible to and maintained by the approved individuals.

As office holders, you may need to register separately with the Information Commissioner depending on the type of information you hold. The same may apply to local parish councils.

For more information on Data Protection Act 1998, please visit the Office of Information Commissioner (OIC) at https://ico.org.uk/

ASSOCIATED DOCUMENTS

Decision Making Flow Chart (End of Curacy) Stipends Letter Glebe Buildings Procedures Document When things go Wrong

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