Diocesan Handbook
The Diocesan Handbook for Clergy and Parishes
For any items to be added, removed or corrected, please contact the Bishop's Chaplain.
PLEASE NOTE: some pdf documents have the first few lines missing when first opened. If you scroll down the document a little, then return to the beginning, the complete document magically appears!
If you can't find what you are looking for here, try:
* elsewhere on this website (use the search facility)
* other Diocesan websites - Wakefield & Manchester handbooks are particularly extensive
* for legal matters, some Diocesan Registries have websites, e.g. Liverpool & Peterborough
* the 'info' and 'about' sections of the CofE website contain a huge amount of official information.
PASTORAL MATTERS
Baptism: infant, emergency, registers, 're-baptism'
Child Protection: Diocesan Policy and Guidelines
Child Protection: what to do in an emergency
Children: admission to communion
Churchyards and faculties
Clergy sickness
Clerical cover/exchange
Collections taken at Confirmation, Ordination and Licensing/Institution services
Confirmation
CRB: applications for disclosures
CRB: who needs a disclosure? & Information about the Independent Safeguarding Authority
Deliverance: Ministry of
Eucharist: lay administration, home/sick communion, by extension, in unlicensed buildings
Funerals and burials:
see also Churchyard Memorials
Healing: Ministry of
Holy Communion: lay administration, home/sick communion, by extension, in unlicensed buildings
Independent Safeguarding Authority - an introduction
Independent Safeguarding Authority - referring information
Marriage: general
Marriage of Foreign Nationals
Marriage of Foreign Nationals - Faculty Office Advice
Marriage in church after divorce
Ministry with people with learning disabilities and people on the autistic spectrum: "Opening the Doors"
Marriage Measure 2008 - qualifying connections
Pastoral Counselling Network
Parochial fees
Reception into the Communion of the Church of England
Vulnerable Adults Policy
CLERGY PERSONAL AND PROFESSIONAL
Academic work: further
Assigning fees
Car loan scheme
Clergy Childcare Vouchers
Clergy Discipline Measure 2003: General Information
Clergy Discipline Measure 2003: After a complaint has been made - what happens?
Common Tenure: Frequently asked questions
Deployment, remuneration and conditions of service
Expenses: Parochial Working
Holidays and time off
Housing
Ministerial Development Review
Parental Benefits: Statutory
Parental Leave
Personal Support
Professional Conduct: Guidelines
Retirement, Pension and Housing
Sabbatical Guidance Notes
Tax: income
Work Consultancy
WIDER MINISTERIAL MATTERS
Annual Meeting resources
Archives - Diocesan (see also 'Diocesan Record Office' - below)
Bishops' Mission Orders
Churchwardens
Copyright: Common Worship
Copyright: frequently asked questions
Data Protection: a guide for parishes
Dignity at work
Diocesan Advisers (aka Supporting Ministers)
Diocesan Record Office (see also 'Archives - Diocesan' above)
Employing Staff: in Faith-based projects
Ecumenical Matters
General Synod - an introduction
Parish Records: Care of - "Keep or Bin" publication
Reader Ministry
Retired Clergy: Ministry and Pastoral Care
Supporting Ministers (aka Diocesan Advisers)
Trust Funds and Charities: in the Diocese and North East
Vacancy in a Parish
CHURCH BUILDINGS
Churchyard Memorials and the Care & Maintenance of Churchyards
Churchyards and Trees
DAC, Faculties and "The Church in your Care"
DAC: Guidelines for carpets in Churches
De minimis list (what doesn't need a faculty)
Making Changes to a Listed Church
Useful websites
REFERENCE MATERIAL/DOWNLOADS
Canons of the Church of England (download or purchase)
Church Representation Rules: 2006
Church Representation Rules: 2009 amendment
Charities Act 1993 and the PCC: a guide to the SORP 2005 revisions
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The Diocesan Handbook for Clergy and Parishes
ACADEMIC WORK: further
There is in the Dicoese a tradition of encouraging ministers – lay and ordained – to pursue further theological and related studies at appropriate times in their ministry, and sometimes a modest amount of financial support can be provided. Academic work of this sort is increasingly costly. Further funding will always be necessary, and sources of funding must be clearly identifiable and available before such courses commence.
As such work naturally impinges on time available for other ministerial responsibilities, the Bishop has to be consulted and his permission sought. In the first instance, please contact the CLfM Adviser, at least six months before any course is due to start.
ANNUAL MEETING RESOURCES
♦ Church Representation Rules - "The Church Representation Rules" book is a vital tool for all those involved in parochial, diocesan and national Church governance. It can be purchased from Church House Publishing.
♦ Annual Meeting - notice
♦ Churchwarden - nomination form
♦ Churchwardens - election and duties information
♦ Churchwardens - election notice
♦ Election results - notice
♦ Electoral Roll - application form
♦ Electoral Roll - revision notice
♦ PCC member - nomination form
ASSIGNING FEES
The form to complete with the fees you assign monthly can be found here.
BISHOPS' MISSION ORDERS
This is a new opportunity in the Church of England created by the Dioceses, Pastoral and Mission Measure 2007 and the Code of Practice with it.
The Measure allows Bishops to issue a Bishop's Mission Order (BMO) where a church planting initiative would cross parish boundaries or involve collaboration between parishes. The Code of Practice and skeleton Orders can be found here. A brief outline of what would be involved can be found here.
CHARITIES ACT 1993 and the PCC: a guide to the SORP 2005 revisions
Provides essential and up-to-date guidance for all PCCs in the preparation and scrutiny of their annual financial statements and reports. (Available as a large download from here)
CHURCH BUILDINGS: useful websites
Churchcare
Ecclesiastical Insurance Group - see especially the documents referenced in the right-hand column.
The Cathedral and Church Buildings Division of the Archbishop's Council.
CLERGY SICKNESS
A time of illness can be difficult and distressing. Priests and their families who are ill for more than a few days should contact their Area Dean to let him/her know about the situation, so that practical support and prayer can be offered.
When clergy are ill for more than seven days a doctor’s medical certificate will be required, and clergy are requested to complete the Inland Revenue’s standard self-assessment form. This can be downloaded and printed from here. The completed form should be sent to Gillian Green at Church House, or directly to the Church Commissioners.
For the Leaflet ‘Payment for Services during an Interregnum or Sickness’ click here.
CLERICAL COVER/EXCHANGE
An incumbent/priest in charge should never leave his/her parish (even for a few days) without arranging emergency pastoral cover with a neighbouring cleric. The churchwardens and Area Dean should be informed of the arrangement.
In every case in which temporary charge of the parish is being handed over to a clergy person from outside the Diocese, permission from the Bishop must be sought.
Any clergy person interested in arranging an exchange with a cleric who ministers in a Province of the Anglican Communion outside the British Isles should consult Bishop’s House on the requirements of the Overseas Clergy Measure. Early consultation is advised, as the legal requirements of the Measure can take some time to comply with. A letter of commendation from the visiting cleric’s Bishop will always be required.
CONFIRMATION
Requests for confirmation services are made by parish priests to their Area Dean in the summer of the preceding year. Area Deans forward the requests to the Bishop, and a programme is published in the autumn.
Where numbers of confirmation candidates are low, every effort should be made to arrange for combined services with neighbouring parishes.
Adult and young confirmation candidates should receive careful preparation, as a good grounding for on-going discipleship. If a parish priest considers a candidate under the age of ten to be suitable for confirmation, they should make a request (giving their reasons for such) to the Bishop.
For information relating to collections taken at Confirmation services click here.
The Confirmation Form to be completed and returned to Bishop's House can be found here.
CRB APPLICATIONS: for disclosures
CRB applications for all volunteers in parishes in Newcastle Diocese are administered through Church House. Contact the CRB administrator by email or call 0191 2704145.
All licensed Clergy, Church Army Officers and Readers must have CRB disclosures, and these are administered through Bishop's House.
A copy of the advice leaflet for those filling in application forms can be found here.
ECUMENICAL MATTERS
To contact the Ecumenical Officer, the Revd David Cant, click here.
Useful websites include:
♦ Council for Christian Unity,
♦ Churches Together in Britain and Ireland,
♦ North East Churches Together.
A variety of useful documents produced by the Council for Christian Unity include:
♦ 21 steps to encourage local mission and unity
♦ A Declaration of Ecumenical Welcome
♦ Anglican-Methodist Covenant - the text
♦ Authorising Ministers of other churches to minister in single-congregation LEPs
♦ Canons B1 to B42 - a summary
♦ Canon B43 - Relations with other churches
♦ Canon B43 - applying in context of Anglican-Methodist Covenant
♦ Canon B43 - a check-list
♦ Canon B44 - Local Ecumenical Projects
♦ Canon B44 - mini guide to LEPs
♦ Canons B43 & B44 - code of practice
♦ Churches designated under the Sharing of Church Buildings Act
♦ Churches in relationship with the CofE
♦ Involvement of other churches in the life of CofE parishes
♦ Joint Confirmations - guidelines for good practice
♦ LEPs and Finance - good practice
♦ Occupation of Houses belonging to other denominations
♦ Ordinations - Ecumenical Participation in
♦ Salvation Army and Quakers - guidelines 2005
♦ Shared worship - with Christians of other traditions
EXPENSES: Parochial Working
A range of CofE documents can be found here.
See also our Diocesan Leaflet.
HEALING: Ministry of
“Christian Healing is God meeting you at your point of need” (Bishop Morris Maddocks)
Christ is our Healer and through his Holy Spirit the Church offers this ministry in his name. Christ’s healing is offered through: the Holy Communion, Healing Services, individual ministry with healing prayer. All these may include the laying on of hands, anointing with oil, confession and forgiveness.
The Diocesan Healing Advisor and his Team are available to assist parishes in the development of the Healing Ministry, and in the setting up and training of local healing teams. The Bishop’s Advisor for the Ministry of Healing is: Revd Dr Peter Bryars 0191 237 1982 pjbryars@btinternet.com
HOLIDAYS AND TIME OFF
Clergy are encouraged to develop and maintain a good work-life balance. Ordained ministry is demanding – physically, emotionally, mentally and spiritually.
No priest can ever ‘switch off’ their vocation and calling to serve Christ. However periods of rest, refreshment and time off are important and should be taken. The Bishop recommends that clergy should have some relaxation time each day.
Clergy are encouraged to discuss and coordinate their holiday plans and days off with fellow ministers in the parish, team, cluster or deanery chapter, and to plan holiday absence well in advance so that proper provision for cover can be organised.
Churchwardens and PCCs are encouraged to ensure that their clergy are taking time off in accordance with this guidance, and to help make this possible.
Clergy are encouraged to take:
A full day off each week (normally a consecutive period of 24 hours).
The inside of a week off after Christmas and Easter.
Four full weeks holiday each year, including four Sundays.
The inside of a week (or equivalent) each year for a retreat.
HOUSING
To download the 'Houses Handbook' or the 'House Vacancy Accommodation Guide for Parishes' or the 'Vacancy Leaflet for Clergy' click here.
INDEPENDENT SAFGUARDING AUTHORITY - REFERRING INFORMATION
The Independent Safeguarding Authority formally begins its work from 12.10.09. From this date, working with children or vulnerable adults becomes known as a ‘regulated activity’.
If there is any concern in a parish about the suitability of an individual to work with children or vulnerable adults, or if there is a concern about the behaviour of an individual, the Diocesan Child Protection Officer must be contacted.
From 12.10.09. any organisation ‘employing’ people (this includes volunteers) working in a regulated activity has a legal duty to refer relevant information to the ISA. Relevant information would be that regarding any individual who is being removed from a regulated activity, or whose behaviour is harming or intends harming children or vulnerable adults. It is not intended that PCCs or Responsible Caring bodies should make the decision to refer such information on their own. Decisions regarding the referral of information to the ISA will be made through the Child Protection Officer and ‘Diocesan Assessors’, who are familiar with the law and with child/adult protection procedures.
If you are at all unsure about whether any information is important, please do not hesitate to consult with the Child Protection Officer or the Archdeacon of Northumberland.
MARRIAGE OF FOREIGN NATIONALS
The Chancellor has agreed a new form of enquiry which should be completed by priests seeking to conduct marriages for foreign nationals and where a common licence is sought.
The Clergy will need to conduct a face-to-face interview with the proposed parties to the marriage and to complete the enquiry form. The completed form should be sent to the Diocesan Registrar (address on the form). The Registrar will ask the couple to provide supporting documentation (passports/decree absolutes etc), then all the papers will be sent to the Chancellor for a decision. The enquiry form is available here. For further information, contact the Registrar (Sintons Solicitors, The Cube, Barrack Road, Newcastle, NE4 6DB Tel: 0191 226 7878).
MARRIAGE IN CHURCH AFTER DIVORCE
Advice to clergy from the House of Bishops and a leaflet for enquirers can be found here.
So that accurate records can be kept, a quarterly return should be made to the Dicoesan Bishop indicating the number of furtehr marriages conducted and the number of applications refused.
MINISTERIAL DEVELOPMENT REVIEW
One of the ways in which the Bishop exercises care for the clergy who work with him under licence, is through a process designed to provide:
• affirmation
• an appropriate form of accountability in ministry
• establishing priorities for the next two years
• identified learning and development needs
Following the pattern established by the ‘Clergy Terms & Conditions of Service’ report, every two years the Bishop will ask each of the clergy and other supporting ministers to initiate the process, fully described in the available documentation, by using a Reviewer to work with in this way. After personal reflection, consultation with others and a review interview, a report (hopefully mutually agreed) will be forwarded to the Bishop which highlights ministerial objectives for the next three years and what learning and development opportunities will enable them to be met. The Reviewee and the CLfM Adviser can then work together is accessing what will contribute most to this.
PARENTAL LEAVE
For the Diocesan Guidelines on Maternity Leave, please contact the Dean of Women's Ministry.
Information about Paternity Leave, and how to apply for it can be found here.
PASTORAL COUNSELLING NETWORK
A confidential Counselling Service can be accessed by clergy, clergy husbands, clergy wives and their families in Newcastle Diocese. Counselling offers people a safe space in which to reflect, without rush, on issues that are concerning them. This will involve working with a professionally trained counsellor over a number of sessions in complete privacy. The Network Counsellors are able to include the religious and spiritual dimension in the counselling process if the client wishes. If you would like to speak to someone, or to make a referral, contact:
Peter Kenney (Adviser in Pastoral Care and Counselling) 0191 2858792
PERSONAL SUPPORT
If you feel you need to talk to someone various options are open:
• the Bishops, Archdeacons and Area Deans
• the Diocese has a network of counsellors who are available through the Adviser for Pastoral Care and Counselling
• if you need someone outside the Diocese, you can turn to the Durham Pastoral Counsellor Adviser
• Samaritans offer a round the clock listening ear with complete anonymity. Call 08457 90 90 90 or email
• Relate provides advice, relationship counselling, sex therapy, workshops, mediation, consultations and support. To find your nearest Relate call 0300 100 1234 or click here.
RETIRED CLERGY: Ministry and Pastoral Care
Retired Clergy need to obtain from the Bishop a Permission to Officiate in the Diocese (PTO) if they wish to exercise their ordained ministry. Retired Clergy are a valuable resource to the Diocese in their willingness to offer priestly ministry in their home and neighbouring parishes.
The Bishop’s Adviser for the Retired Clergy is: Rev’d. Canon Brian Benison
64 Monks Wood, North Shields NE30 2UA (0191) 257 1631
The pastoral responsibility of all clergy is of course the responsibility of the Bishop and the Area Dean. However, there is also a retired priest in every Deanery who is asked by the Bishop and his Adviser to keep in touch, informally, with the retired clergy in their Deanery. Their responsibilities are to ensure matters of concern are passed on to the Bishop/ Archdeacons/Area Deans. Please contact the Bishop’s Adviser for details of the deanery representatives.
SABBATICAL GUIDANCE NOTES
The purpose of a Sabbatical for those in stipendiary ministry is:
• Rest and recreation with family and friends
• A systematic and prayerful review of ministry to date and a setting of priorities for the coming years
• A course of theological / spiritual reading, and / or writing under guidance
• New experiences which could be gained through travel or by other means.
An opportunity for this should be possible for a three month period in every ten years of ministry. Some funding (currently £1100) is available to support it and information of other possible sources of funding can be provided.
For further information contact the Continuing Learning for Ministry Adviser.
WORK CONSULTANCY
The Work Consultancy Scheme offers regular, confidential peer support in the day to day work of ministry. It is available to all in licensed ministry in the diocese, ordained and lay.
Work Consultancy has the following specific aims:
1. To provide an opportunity to reflect upon your ministry
2. To provide encouragement and support
3. To help you plan, implement and evaluate your aims and objectives
4. To help you identify your needs for further learning and development.
Work consultancy is thus a tool available to ministers. No one is compelled to use it, but all are encouraged to. The initiative rests with each minister. Guidelines for using a work consultant are available in a leaflet from the Co-ordinator of the scheme:
Revd Brian Hurst.
VACANCY IN A PARISH
The Area Dean is in overall charge of a parish during a vacancy, but there will be a number of extra duties for Churchwardens. These include maintaining services, pastoral care, covering emergencies and the security of the vicarage.
"What to do in a Vacancy" - leaflet for Area Deans and Churchwardens
"What happens when the vicar leaves?" - a leaflet about filling a vacancy