Safe Ministry Records System – How to use

Keeping Safe Ministry Records

Safe Ministry Records Online is a database designed for any church to use as a safe, secure easy to use system for maintaining the electronic aspect of parish Safe ministry records.

You can read about the Safe Ministry Records Online system here, and if your church would like to use the system, email Neil Atwood

This is a guide to the basic functions of the system, but if you have any questions not covered here, please contact us directly.
This guide assumes that you already have the basic details of your church members set up in the system (something we assist with)

Basic Functions

Assuming you are logged in, and you have located the record of the person concerned:

  • Click ‘edit’ to begin adding information to the person’s record.
  • Scroll down the persons record until you see the WWCC section.
  • Enter the person’s Date Of Birth (DOB)
  • Enter their WWCC number. This must be entered in a particular pattern – see help text by clicking the ‘?’ net to the field for details.
  • Enter the date that the WWCC was verified by your church.
  • Enter the name of the person verifying the WWCC.
  • Enter the Expiry date.

Note that ALL these fields are required for proper WWCC records.

Tags: SMRO, WWCC

Listing all people in your church in the system.

Go to the ‘Person’ menu and select ‘List All’ from the drop down.
That will display a list of everyone in the system in your church.
Using the links to the right of each persons entry, you can View that persons record, Edit that persons record, or create a note about that person.

list_all

List all persons from your church


Go to the login page, and simply enter the provided username and password to give you access to your church records.

For the best of security reasons, we do not have an automatic ‘I’ve forgotten my password’ function, so if you forget or misplace your username or password, please email us for those details or to request a new password.

 

Using the system

Adding a person/family.

The system is based around family units, and so even a single person needs to belong to a family (of one).
Under the ‘Family’ menu, choose ‘Add’ and the following screen allows you to enter basic information for a new family.
Note that you can enter multiple family members on this one screen.
Once filled in, click the ‘Create’ button at the bottom of the screen to save the details. Individual family members can then be edited to add or change details.

Safe Ministry Records - Add a family

Here’s a list of all the currently used fields in the system:

  • Name and Gender fields should be self explanatory.
  • Safe Ministry Role‘ = One of several options to describe why they are in the system –
    • Adult Leader‘ – Anyone 18 years old or over working with children in almost any capacity.
    • Junior Leader‘ – A leader <18 years old working as a helper in children's or youth ministry.
    • External Leader‘ – A leader coming from another church to assist in a holiday kids club or similar.
    • External SRE teacher‘ -An SRE teacher from a nearby church, teaching in a local school under your church’s banner.
  • Church/Parish‘ – the name of your church or parish in the system. eg: Riverwood or Kingswood.
  • Church Status’ – One of the following:
    • Member‘ – Almost everyone has this status – a regular person in your church (including ministers)
    • SMR‘ – Only used for the Safe Ministry Representative in your church.
    • Archived‘ – When a person moves away from your church or dies, you change this field to ‘Archived’. This removes them from appearing in almost all functions in the system, but you can easily view them and retrieve their information via the pre-defined report: ‘Archived persons’.
    • Contact‘ – Please ignore this option, it is not used in our system.
  • Email, Mobile Phone and Work Phone are all self-explanatory.

WWCC

  • DOB‘ – Date of birth. You can add a note to the side of this field if you wish
  • WWCC Number‘ – What it says! The number must be entered EXACTLY as ‘WWCxxxxxxxV or E’, ‘wwcxxxxxxxv or e’, or ‘APPxxxxxxxV or E’ or ‘appxxxxxxxv or e’
  • WWCC Verification Date’ – The date the person’s WWCC was verified by someone in your church.
  • ‘WWCC Result’ – This is the result you receive from the Office of the Children’s Guardian verfication website. It must be one of the following:
    • Cleared – Worker is cleared to work with children until their Working With Children Check expires (date shown in result).
    • Application in progress – Worker has completed the application process and may begin working with children. If he or she becomes barred, the employer will receive notification.
    • Barred – Worker has been barred and cannot work with children, paid or unpaid. It is an offence to hire a barred worker for child-related work.
    • Interim bar – Worker has been barred and cannot work with children, paid or unpaid, pending the outcome of a risk assessment. It is an offence to hire a barred worker for child-related work.
    • Not found –The database cannot find a matching result because the:
      • data entered for online verification (name, date of birth and Working With Children Check number or application number) has errors
      • application has been withdrawn or terminated without an outcome
      • application process has not been completed
        It is an offence to hire this worker for child-related work, paid or unpaid.
  • Verification Made By‘ – The name of the person in your church who verified this person.
  • WWCC Expiry Date‘ – The date that this person’s WWCC expires.

Safe Ministry Training

  • Last SM Training Date‘ – The date of the most recent Safe ministry Training Course that the person attended.
  • SM Training Expiry Date‘ – The date of the expiry of this person’s Safe Ministry Training (ie: 3 years after the date above).
  • Last SM Training Type (E or R)‘ – The type of the last training (‘E’ssentials or ‘R’efresher)
  • Last SM Trainer‘ – The name of the trainer at the last course attended.
  • Last SM Training Location‘ – The church or other facility where the last Safe Ministry Training was attended.

Current Ministry Position

  • Ministry Position‘ – The role the person has. eg: Kids Club Leader, Junior high youth group leader, etc. Can be whatever you like.
  • Date Started‘ – The date the person commenced this role.
Tags: fields, labels

A key part of the Safe Ministry Records system is that you cannot delete a person from the system.
This is because records of people must be retained for an indefinite period. This allows historical records of people’s WWCC and Safe Ministry Training details to be recovered if a complaint should be made against someone in the future.

However, it is not efficient to have your church’s records to be cluttered with people who no longer attend there.
So if a person moves away from your church or dies, you should simply edit their record, and change the ‘status’ field to ‘archived’.
Then, they will not appear in your day-to-day lists or reports, but their record can be accessed if required, by running the report set up under the menu ‘Persons’ > ‘Reports’

See this entry for more details

With the Safe Ministry Records system, every person in the database also belongs to a family.
So when you add person to the system, it also creates a family for that person.
That means that when you add another member of an existing family to the system, you should edit that family in order to add the record for that individual.

 

 

More Advanced

Reports

Reports are one of the most useful features of the system.
If you go to the ‘Person’ menu and select ‘Reports’ from the drop down, you will see a number of pre-defined reports.
To see any of these, click on ‘view‘.
To change the report click on ‘configure‘ (warning: this may change the way the report works.  Contact us if you need help to change a report).
Click on ‘email‘ to email every person listed in the report.
Click on ‘delete‘ to delete the report (not recommended)

  • Archived people. This lists all people in your church whose status has been set to ‘archived’
  • [Parish Name] – All. This list all people in your church by name, along with their WWCC number and expiry date, and Safe Ministry Training expiry date.
  • SM Training Expiry – 90 days. This lists all people whose Safe Ministry Training expires within 90 days of the day the report is run.
  • WWCC Expiry 90days.  This lists all people whose WWCC expires within 90 days of the day the report is run.

Using ‘Create a new report‘ link at the top of the list, you can build any report that you wish. For assistance, please contact us by email

Reports

Reports


Tag: reports

Archiving people.

Because we are required to keep Safe Ministry Records almost indefinitely, we need a way to deal with people who leave your church or who die.
We cannot simply delete their records, because we may need to provide information from their record at some point into the future. So our system is set up so you can’t delete people, but you can Edit their record and change the ‘Status’ field to ‘Archived’.
This removes that person from most day-to-day functions, but they can be easily retrieved should they be needed (see information under ‘Reports’)

Change status of person

Change status of person

Automatic Reminders of WWCC expiry and Safe Ministry Training coming due.

These operate entirely invisibly, and will send emails (and soon, an SMS) to the Safe Ministry Rep in your church and the individual concerned when:

  • The persons WWCC is six months and then three months away from expiry.
  • The persons Safe Ministry Training is six months and then three months away from expiry.

This assumes that the correct expiry dates are in the system for each person in your church.