Policy For Working With And Safeguarding Children And Young People

Trinity Mar Thoma Church Belfast

Terminologies used in this Policy (Glossary)

• Mar Thoma Church: of or relating to the Mar Thoma Syrian Church of India formed in the early 19th century as an offshoot of the Syrian Orthodox Church of Malabar.
• The Executive Committee (EC): A board of church members elected by General Body of the church who shall have general supervision of the affairs of the church between meetings of the church Council, make recommendation on behalf of the congregation members to the Congregation Council, and perform other duties as assigned by the Congregation Council.
• Safeguarding: It means protecting children and young people (as in policy) from any kind of abuse and maltreatment.
• Nominated child protection lead (mentioned as NL in rest of the policy): The nominated child protection lead is the point of contact for anyone in an organisation who is concerned about a child. The role is also responsible for leading on safeguarding policies and procedures. training and development, receiving concerns about a child.
• Child: ‘A child’ means anyone who is under 18 years of age- so this includes young people.
• Resource Leaders: Sunday School Teachers, Choir master, Youth leaders/ representatives, Prayer Group representatives/VBS leaders.
• Church premises: Venue where the church service, event or activities takes place.
• Sunday school: Regular classes held for children to have sound knowledge of the scriptures and the doctrines of Mar Thoma church.
• Youth Fellowship: The organized youth group of the church. Youth fellowship consists of registered youths between the age 12- 35 years from the church. 
• Parsonage: a church house provided for a member of the clergy.
  
  

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Table of Contents

1. Introduction
2. Policy Statement
3. Scope Of Policy
4. Legal And Policy Framework
5. Definitions And Terminology
6. Safeguarding Principles 
7. Roles And Responsibilities
8. Safeguarding Structure 
9. Safer Recruitment (AccessNI) 
10. Safeguarding Training And Awareness 
11. Code Of Conduct While With Children And Young People
12. Recognising Abuse (Types And Signs) 
13. Responding To Safeguarding Concerns 
14. Reporting Procedures 
15. Confidentiality And Information Sharing 
16. Record Keeping And Data Protection (UK GDPR) 
17. Communication With Children And Young People 
18. Online Safety And Digital Communication
19. Health And Safety 
20. First Aid Arrangements
21. Managing Church Activities And Events
22. Whistleblowing Policy 
23. Complaints Procedure 
24. Parental/Guardian Responsibilities 
25. Monitoring And Review Policy 
26. Useful Resources 

Appendix 1 Incident Reporting Form

 

1. Introduction

Trinity Mar Thoma Church, Belfast is committed to providing a safe and supportive environment for all children and young people involved in church activities.

All individuals who work with children and young people within the Church are members of the Church community who volunteer their time and service. As they are in positions of trust, the Church ensures they are appropriately supported, guided, and aware of safeguarding responsibilities.

This policy outlines the procedures and responsibilities required to safeguard children and young people and to ensure their wellbeing at all times. Safeguarding is a shared responsibility of all Church members.

2. Policy Statement

Trinity Mar Thoma Church, Belfast is fully committed to safeguarding and promoting the welfare of children and young people.

We will achieve this by:

• Providing a safe and welcoming environment for all children and young people 
• Ensuring that all volunteers working with children are suitable, supported, and aware of safeguarding responsibilities 
• Responding promptly and appropriately to all safeguarding concerns or allegations 
• Working in partnership with parents, carers, and relevant statutory authorities 
• Maintaining confidentiality and handling information in line with legal requirements 
• All safeguarding concerns will be taken seriously and responded to in accordance with Northern Ireland safeguarding legislation and guidance.

3. Scope Of Policy

This policy applies to all activities organised or approved by Trinity Mar Thoma Church, Belfast that involve children and young people.

It applies to:

• All clergy, Church Council members, and safeguarding leads 
• All volunteers and Church members working with children and young people 
• All Church-run activities, including Sunday School, Youth Fellowship, choir, and special events 
• Activities held on Church premises as well as those conducted off-site under the Church’s responsibility 

This policy covers all children and young people under the age of 18 who participate in Church activities.

All individuals involved in Church activities have a responsibility to follow this policy and to act in the best interests of children and young people at all times.

4. Legal And Policy Framework

This Safeguarding Policy is guided by relevant legislation and safeguarding guidance in Northern Ireland to ensure the protection and welfare of children and young people.

• The Children (Northern Ireland) Order 1995 – establishes the legal framework for the care, protection, and welfare of children and defines parental responsibility and duties of authorities. 
• The Safeguarding Board Act (Northern Ireland) 2011 – established the Safeguarding Board for Northern Ireland (SBNI), which oversees child protection arrangements across the region. 
• Co-operating to Safeguard Children and Young People in Northern Ireland (2017) – provides guidance on how organisations and professionals should work together to safeguard children. 
• United Nations Convention on the Rights of the Child (UNCRC) – sets out the fundamental rights of children, including their right to protection from harm and abuse. 
• The Criminal Law Act (Northern Ireland) 1967 – places a legal obligation on individuals to report certain serious offences, including those involving harm to children. 
• Data Protection Act 2018 and UK GDPR – govern how personal and sensitive information, including safeguarding records, must be stored and shared securely. 

Trinity Mar Thoma Church, Belfast is committed to complying with these legal requirements and to following best practice guidance to ensure the safety and wellbeing of all children and young people.

5. Definitions And Terminology

For the purpose of this policy, the following terms are used:

• Church: Trinity Mar Thoma Church, Belfast, including all its services, activities, and events.
• Child / Young Person: Any individual under the age of 18 years.
• Safeguarding: The actions taken to promote the welfare of children and young people and protect them from harm, abuse, and neglect.
• Nominated Lead (NL): The person appointed by the Church to take lead responsibility for safeguarding. The NL receives and records concerns, makes referrals to statutory agencies where necessary, and supports the implementation of this policy.
• Executive Committee: The group of elected members responsible for the governance and administration of the Church.
• Volunteers / Resource Leaders: Church members who work with children and young people in activities such as Sunday School, Youth Fellowship, choir, and other Church programmes.
• Church Premises: Any location where Church activities take place, including buildings and external venues used for Church events.
• Sunday School: Regular classes conducted by the Church to teach children about Christian faith, scripture, and values.
• Youth Fellowship: The organised youth group within the Church for young people, typically aged 12–35, supporting spiritual and social development.
• Safeguarding Concern: Any suspicion, disclosure, allegation, or observation that indicates a child or young person may be at risk of harm or abuse.
• Abuse: Any action or failure to act that results in harm to a child or young person, including physical, emotional, sexual abuse, and neglect.
• Statutory Agencies: Official organisations responsible for child protection, including Health and Social Care Trusts and the Police Service of Northern Ireland (PSNI).

6. Safeguarding Principles

Trinity Mar Thoma Church, Belfast is committed to the following safeguarding principles:

• Welfare First: The safety and wellbeing of children and young people is the primary concern in all decisions and actions.
• Right to Protection: All children and young people have an equal right to protection from harm, regardless of age, gender, disability, race, religion, or background.
• Shared Responsibility: Safeguarding is the responsibility of all Church members, not just the Nominated Leads.
• Prevention and Awareness: The Church will promote a culture of awareness, vigilance, and prevention through guidance and training.
• Listening to Children: Children and young people will be listened to, respected, and taken seriously.
• Timely Action: All safeguarding concerns will be responded to promptly, appropriately, and in line with established procedures.
• Working in Partnership: The Church will work with parents, carers, and statutory agencies to safeguard children and young people.
• Confidentiality: Information will be handled sensitively and shared only on a need-to-know basis, in line with legal requirements.

7. Roles And Responsibilities

Safeguarding is a shared responsibility across all levels of Trinity Mar Thoma Church, Belfast. Every individual involved in Church life has a duty to safeguard and promote the welfare of children and young people.

7.1 General Body

The General Body consists of all voting members of Trinity Mar Thoma Church, Belfast who are 18 years of age or above. The General Body will:

• Elect Charity Trustees and Executive Committee members annually.
• Approve key Church policies, including the Safeguarding Policy.
• Provide overall accountability for Church governance and direction.
• Ensure safeguarding remains a priority within Church decision-making.
• Hold ultimate authority in major Church administrative matters.

7.2 Charity Trustees

Charity Trustees are elected annually by the General Body and are legally responsible for the governance of the Church. They will:

• Ensure the Church complies with all safeguarding legislation and best practice
• Oversee implementation of this Safeguarding Policy
• Ensure safeguarding risks are appropriately managed
• Support the Nominated Lead(s) in safeguarding matters

7.3 Executive Committee (EC)

EC supports the day-to-day governance of Church activities and will:

• Implement safeguarding policies and procedures in practice
• Ensure all Church activities involving children and young people are safely organised
• Ensure safeguarding is embedded in all Church programmes

7.4 Vicar

The Vicar holds a leadership role within the Church and is also one of the Nominated Leads (NL). The Vicar will:

• Support implementation of safeguarding policy across Church activities
• Work closely with other Nominated Leads in receiving and managing concerns
• Ensure safeguarding concerns are taken seriously and acted upon appropriately
• Provide spiritual and pastoral leadership in safeguarding matters

7.5 Nominated Leads (NC)

The Church will appoint multiple Nominated Leads, one of whom is the Vicar. The NLs will:

• Receive and record all safeguarding concerns or disclosures
• Make referrals to statutory agencies (Social Services / PSNI) when required
• Maintain confidential safeguarding records securely
• Provide safeguarding advice to Church members and leaders
• Ensure at least one NL is available or contactable for safeguarding matters

7.6 Church member, volunteers and resource leaders

All individuals working with children and young people will:

• Follow this Safeguarding Policy at all times.
• Treat children and young people with dignity, respect, and care.
• Avoid being alone with children where possible.
• Report any safeguarding concerns immediately to the Nominated Lead

7.7 Safeguarding Panel

Where established, the Safeguarding Panel will:

• Support decision-making in safeguarding cases
• Review serious concerns and ensure appropriate action is taken
• Liaise with statutory agencies where required
• Ensure safeguarding procedures are correctly followed

7.8 Parents and Guardians

Parents and guardians will:

• Retain primary responsibility for their children’s welfare
• Provide relevant information to support safe participation
• Work in partnership with the Church on safeguarding matters
• Be appropriately informed about Church activities involving their children

 

8. Safeguarding Structure

The Nominated Leads are:

• Vicar (Panel Member): Rev. Stanley Mathew John
• Nominated Lead (Belfast): Dr. Nebu Mathew Suresh
• Nominated Lead (Belfast): Ms. Jeslin Joseph
• Nominated Lead (Gilgal Prayer Group): Dr. Sally Philip

The Safeguarding Panel is normally chaired by the vicar of Trinity Mar Thoma Church, Belfast. However, in situations where there is a conflict of interest, concern, or any matter involving the Vicar, the role of Chair will be temporarily assigned to an alternative member of the Safeguarding Panel, as agreed by the Charity Trustees.

In such cases, the alternate Chair may be:

• A nominated Trustee, or
• A designated member of the Safeguarding Panel appointed by the Trustees

 

9. Safer Recruitment (AccessNI)

• All volunteers and teachers working with children and young people will be required to complete an AccessNI check before taking up their role
• AccessNI checks will be renewed every 3 years as part of the Church’s safeguarding practice
• Individuals will not take up or continue in roles involving children unless a satisfactory AccessNI check is in place
• The Church will keep a confidential record of all completed AccessNI checks

10. Safeguarding Training And Awareness

All Resource Leaders (including Sunday School teachers and volunteers working with children and young people) are required to complete Church Safeguarding Awareness Training before or during their involvement in children’s activities. Refresher training will be provided on as required by Church review.

11. Code Of Conduct While With Children And Young People

• Treat all children and young people with respect, dignity, and fairness
• Ensure they are never alone with a child where possible (maintain visibility and openness)
• Ensure appropriate supervision is always maintained
• Report any safeguarding concerns immediately to the Nominated Lead (NL)
• Inappropriate behaviour is not acceptable under any circumstances. This includes any form of physical punishment, inappropriate physical contact, the use of offensive, abusive, or sexually suggestive language, or any behaviour that could humiliate, intimidate, or harm a child or young person.
• Physical contact should only occur where it is appropriate, necessary, and in the best interest of the child

12. Recognising Abuse (Types And Signs)

Trinity Mar Thoma Church, Belfast recognises that abuse of children and young people can take many forms and may occur in person or online.

• Physical abuse refers to any deliberate physical harm or injury caused to a child or the failure to prevent such harm. Signs may include unexplained bruises, burns, fractures, or injuries with inconsistent explanations, as well as a child who appears fearful of certain adults, withdrawn, or reluctant to go home.
• Emotional abuse involves persistent emotional ill-treatment that may affect a child’s emotional development and wellbeing. This may include intimidation, humiliation, rejection, or unrealistic expectations placed on a child.
• Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening.
• Neglect is the persistent failure to meet a child’s basic physical, emotional, educational, or medical needs.

In addition to these categories, other forms of harm may include bullying (including cyberbullying), domestic abuse, grooming, online abuse, and exposure to substance misuse.

13. Responding To Safeguarding Concerns

Once a disclosure or concern has been raised, the individual must reassure the child that they have done the right thing in speaking up but must not promise confidentiality, as information may need to be shared with appropriate authorities in order to protect the child or others. The concern must then be reported immediately to the (NL), providing clear and accurate information as soon as possible after the concern is raised. The Nominated Lead (NL) is responsible for recording the concern in detail, maintaining confidentiality, and determining the appropriate course of action, which may include referral to statutory agencies such as Social Services ( Gateway )or PSNI. Where there is immediate risk of harm, emergency services/ PSNI must be contacted without delay. All concerns will be handled on a strict need-to-know basis to ensure confidentiality is maintained. All individuals involved must cooperate fully with safeguarding procedures and any follow-up actions required by the Church or statutory agencies. No one should attempt to handle safeguarding concerns independently or discuss them with others who are not directly involved in safeguarding processes. 

14. Reporting Procedures

Where a safeguarding concern arises, the individual must first ensure the immediate safety and wellbeing of the child or young person. They should listen carefully if a disclosure is made, remain calm, and avoid asking leading questions or attempting to investigate the matter. The information should be recorded as soon as possible using the child’s own words. Once the initial response has been made, the concern must be reported immediately to the Nominated Lead (NL). If the concern involves the NL, it must be reported to an alternative NL or directly to the Church Vicar or Church Trustees. In situations where a child is at immediate risk of harm, emergency services (PSNI or Social Services) must be contacted without delay.

The Nominated Lead is responsible for receiving all reports, maintaining secure and confidential safeguarding records, and assessing the appropriate next steps. This may include seeking advice from statutory agencies or making a formal referral to Social Services or PSNI. All decisions will be made in line with safeguarding best practice and in the best interests of the child.

All reports and actions taken will be documented and stored securely in accordance with data protection requirements.

15. Confidentiality And Information Sharing

All safeguarding concerns will be treated with strict confidentiality and shared only on a need-to-know basis with those directly involved in safeguarding decision-making or statutory agencies where required. All Resource Leaders, volunteers, and Church members must understand that confidentiality does not mean secrecy. Information relating to safeguarding concerns must not be discussed informally, shared with unauthorised individuals, or circulated within the Church community. Concerns must only be shared with (NL), Church Vicar, or Trustees where appropriate, or with statutory agencies such as Social Services or PSNI when necessary to protect a child or young person. All safeguarding records will be stored securely and access will be strictly limited to authorised safeguarding personnel only.

16. Record Keeping And Data Protection (UK GDPR)

All safeguarding records will be treated as highly sensitive information and handled with strict confidentiality. All safeguarding concerns, disclosures, and actions taken must be recorded promptly by NLs. Safeguarding records will be stored securely, either in locked physical storage or on password-protected digital systems with restricted access in the Parsonage. Access will be limited strictly to the NLs, Vicar (where acting as NL), and authorised Church Trustees involved in safeguarding oversight. 

The Church recognises that safeguarding information may need to be shared with external agencies such as Social Services or PSNI where there is a risk of harm to a child or young person. 

Safeguarding records will be retained for an appropriate period in line with safeguarding guidance and Church policy, after which they will be securely disposed of. Any disposal of records will be carried out in a secure manner to prevent unauthorised access or disclosure.

17. Communication With Children And Young People

All communication with children and young people must be appropriate in tone, language, and content, and must always relate to Church activities or approved pastoral support. Leaders and volunteers must always be mindful that they are in a position of trust and must avoid any communication that could be misinterpreted or that could place either the child or adult at risk.

Where individual communication is necessary, it should be transparent, time-limited, and, where appropriate, known to parents or guardians and/or other Church leaders. Any digital communication should be carried out through approved Church channels where possible and should always remain professional and visible to appropriate oversight. Communication must never include inappropriate, suggestive, offensive, or personal content unrelated to Church activities.

18. Online Safety And Digital Communication

All digital communication with children and young people must be for Church-related purposes only, such as sharing information about Sunday School classes, schedules, resources, or general updates. Sunday School WhatsApp groups should be structured primarily as group communication channels involving leaders and parents/guardians, rather than private or direct communication with children. Where children are included in any group setting, it must be clearly supervised, appropriate to their age, and approved by Church leadership. All group administrators must be approved Resource Leaders, and the groups must be created and managed in a way that ensures visibility and accountability. Content shared in these groups must be relevant to church activities only and must not include inappropriate, personal, or unrelated material.

Photographs or videos of children may only be taken or shared where prior written consent has been obtained from parents or guardians. Images must only be used for approved Church purposes, such as Sunday School updates or internal communication, and must never be shared publicly or on open social media platforms (Other than the church social media / webpages) without explicit additional consent. 

19. Health And Safety

All activities involving children and young people will be planned with due consideration of health and safety requirements, including appropriate supervision, safe use of equipment, and suitable venues. Leaders and volunteers must ensure that spaces used for activities are safe, clean, and appropriate for the age group involved, and that any hazards are identified and addressed promptly.

Any accidents, injuries, or incidents occurring during Church activities must be recorded and reported promptly to the appropriate NLs. First aid provisions should be available during activities where necessary, and at least one responsible adult should be aware of basic emergency procedures.

20. First Aid Arrangements

At least one appointed and suitably aware adult will be present during Sunday School sessions and other children’s activities who has knowledge of basic first aid procedures or is familiar with how to access emergency assistance.

A first aid kit will be maintained and kept in an accessible location during Church activities. Appropriate first aid should be administered where necessary, and emergency services must be contacted without delay if the situation requires urgent medical attention.

21. Managing Church Activities And Events

All activities will be appropriately supervised by approved Resource Leaders and volunteers who have completed Access NÍ checks and safeguarding training. Adequate adult-to-child ratios-

• 0–2 years: 1 adult to 3 children
• 2–3 years: 1 adult to 4 children
• 4–8 years: 1 adult to 6 children
• 9–12 years: 1 adult to 8 children
• 13–18 years: 1 adult to 10 children

will be maintained at all times, and children must never be left unsupervised during Church activities. 

Risk assessments will be carried out where appropriate, particularly for off-site activities, special events, or situations involving travel. These assessments will identify potential risks and outline measures to reduce or manage them effectively.

22. Whistleblowing Policy

Whistleblowing refers to the reporting of concerns about unsafe, unethical, or inappropriate behaviour within the Church. Any individual who becomes aware of poor practice, misconduct, or a failure to follow safeguarding procedures has a responsibility to report their concerns. Concerns should normally be raised with the NL. However, if the concern relates to the NL, it should be reported to the Vicar or Church Trustees.

Where individuals feel unable to report concerns internally, or where concerns are not appropriately addressed, they may escalate the matter to external agencies such as Social Services, PSNI, or relevant safeguarding authorities.

23. Complaints Procedure

A complaint may relate to the conduct of a volunteer, leader, or Church process, including safeguarding-related concerns. In the first instance, complaints should be raised informally with the relevant Church leader or Resource Leader where appropriate. If the issue is not resolved, it should be escalated to the Executive Committee or Safeguarding Panel. All complaints will be recorded, reviewed, and addressed in a timely manner. Confidentiality will be maintained, and all parties will be treated with respect and fairness throughout the process.

24. Parental/Guardian Responsibilities

They retain primary responsibility for the care, welfare, and behaviour of their children outside Church activities. Parents and guardians are expected to provide accurate and relevant information to the Church regarding their child’s health, needs, or any circumstances that may affect their participation in activities. Parents and guardians are encouraged to work in partnership with Church leaders and Resource Leaders to support safe and positive participation in Church life.

25. Monitoring And Review Policy

This policy will be reviewed on a regular basis, at least annually, or sooner if there are changes in legislation, Church structure, or safeguarding guidance. The review process will be overseen by the NL(s) in consultation with the Vicar, Church Council, and Charity Trustees. Any updates or amendments to the policy will be approved through the appropriate Church governance structures and communicated to all relevant leaders, volunteers, and members involved in children’s and youth work.

Continuous monitoring will be undertaken to ensure that safeguarding procedures are being followed in practice and that the Church maintains a safe environment for all children and young people.

26. Useful Resources

Appendix 1

Incident Reporting Form

Date: ___________________________
Event / Meeting: _________________________________________________
Venue where the incident took place:

 

Details of the incident:

 

Action taken:

 

 

Other present / potential witnesses (Name and contact details):

 

 

Nominated Lead

Name: ___________________________
Date: ____________________________
Signature: ________________________

Parish Priest

Name: ___________________________
Date: ____________________________
Signature: ________________________

Details of the person completing the form

Name: _____________________________________________________
Contact number: ____________________________________________
Email: _____________________________________________________

Details of the person affected

Name: _____________________________________________________
Contact number: ____________________________________________
Email: _____________________________________________________

 

 

Signed 

Name: Mrs. Jeslin Joseph
Position: Nominated Lead for Child Safeguarding
Date: 22/04/2026