Parish Safeguarding Hub and thirtyone:eight registration guides

Please download and complete both forms listed below, then return them either:

By email to: safeguardingforms@salisbury.anglican.org
Or by post to: Safeguarding Team, Emmaus House, The Avenue, Wilton, Salisbury, SP2 0FG

Registration Forms:

Before completing the forms, please read the instructions below carefully to ensure everything is filled out correctly.

FAQs:

[Section 3 – Hub Form] If only one person is nominated as an owner on the form, how can my incumbent access it?

While the form asks for a single nominated owner, this does not mean only one person can have ownership. Multiple owners are allowed. The reason we request details for just one individual is so that we can send the initial invitation to access the Hub. Once they receive access, they can then invite others, including your incumbent, to be owners as well. For more information about different types of users, please refer to Clearly Simpler’s descriptions here.

[Thirtyone:Eight Registration Form] What is a subunit, and what should I enter as my subunit?

A subunit refers to the name under which your parish will be registered with Thirtyone:Eight. In most cases, this should simply be your parish name.

If you selected Section 5C in your Hub form, it means you’ve chosen to use one shared subunit to represent multiple parishes, including the one you're submitting the form for. In that case, use the name of the representative parish as the subunit name on the Thirtyone:Eight registration form.

Please also ensure that all the parishes covered under this shared subunit are clearly listed in Section 5C of your Hub form.

Can we have one merged Hub for our five parishes within a benefice, similar to how we currently use Microsite?

Our recommendation is to have one Hub per PCC, so creating a single merged Hub to manage five individual PCCs is not advised.

If there is one PSO (e.g. a recruiter) overseeing all five parishes, that person can be made an owner of each individual Hub. This allows them to access all five Hubs using a single login.

Setting up separate Hubs for each PCC or governing body makes ongoing management much easier – especially in cases of role changes, such as a new PSO / CSO, or if the benefice structure is reorganised in the future.

How can I see what my completed Hub will look like?

Because each parish or church has different roles and settings, it's not possible to provide a single example of what a completed Hub will look like. However, Clearly Simpler’s tutorial videos offer a helpful overview of how the Hub works and what to expect once it's set up. You can access the videos here.

What will happen to the records we currently hold in our Microsite?

The records in your Microsite will remain available for your reference only. Once your Hub and Thirtyone:Eight (31:8) account are fully set up, your APCS account will be closed. Please note that data in the Microsite may not always be reliable, so we strongly recommend using this transition as an opportunity to audit your volunteer records and enter new, accurate information into your Hub. However, if you have a large volume of data and are concerned about how to manage it, please contact us: safeguardingforms@salisbury.anglican.org

Can we continue using the Microsite and our APCS DBS account after our Hub and 31:8 account are set up?

Once your Hub and Thirtyone:Eight (31:8) account are set up, we kindly ask that you stop using the Microsite and APCS for processing DBS checks.

There will be a grace period before your APCS account is officially closed, giving you time to complete any remaining tasks and transition smoothly.

Can you provide an example of how to complete the forms correctly?

Below is an example scenario involving four individual parishes within one benefice, but with only two recruiters handling DBS checks for all of them. [Example Setup]

· The benefice is called "England" and includes four parishes: Parish A, B, C, and D.

· Each parish has its own PCC.

· There are two recruiters, Recruiter Y and Recruiter Z, overseeing DBS checks for all four parishes.

Here’s how to complete the forms for this setting:

· Submit four separate Hub forms, one for each parish (A, B, C, and D).

· Decide who will be the Hub owner for each parish for Section 3 of each form. Y and Z can both be owners of all four Hubs or split the responsibility between them. On each form, only one owner needs to be listed (refer to Q1 for more on this). That person will receive the initial invitation and can later add the other as a co-owner.

· When it comes to Section 5 in the Hub form, choose option C in Section 5 for Parish A, and list Parishes B, C, and D as part of the shared subunit. Parishes B, C, and D should select Option B, giving Parish A permission to process DBS checks on their behalf.

· Only Parish A needs to complete the 31:8 registration form, as it will act as the lead subunit. In this form, list Recruiters Y and Z – one of them must be marked as the Lead Recruiter. Use “Parish A” as the subunit name in the 31:8 form.