Child-safety officer: intake, training, and compliance

Open Manage → Settings and find the child safety section. Here you decide:

• Who can see a check number — numbers are stored encrypted and shown masked (••••• and the last few characters); revealing the full number is limited to the people you choose and can require a fresh identity check, and every reveal is logged.
• The officer qualification — the catalogue code that marks your child-safety officers.
• The reminder schedule — how many days before expiry holders (and you) are nudged.
• Check purposes — the reasons a submitter can pick when supplying a check (e.g. Sunday School teaching). Leave the list empty to let people type their own.

CDRoster needs to know which positions are child-facing. There are two ways to flag them:

• On a role — in the role editor, tick “Only people with a current child-safety check can be rostered”. Sunday School teachers are covered through their class automatically.
• On a person — on anyone’s profile, turn on “Needs a current child-safety check” for committee or youth-work positions that aren’t a roster role.

Once a role is flagged, the scheduler never picks someone without a current check, and every manual assignment (direct assign, override, swap, volunteer, upload) is refused with a clear reason until the check is on file.

The child-safety training is tracked as a credential type, alongside the WWCC itself. If your ecclesia has Sunday School switched on, a Child-safety online training type is set up for you automatically, already flagged as required for teachers. So in most cases there’s nothing to create — you just need to add your training link: open the type under Sunday School → Credential types and fill in the renewal page URL (the page itself nudges you while it’s blank), so expiry reminders can point teachers to the course.

If you do create or adjust a training type by hand, three switches matter here:

• Required for all Sunday School teachers — every teacher must hold a current one; a teacher who’s missing it is badged on the class and teacher lists.
• No reference number — for training that has no card/number, the number field is simply hidden when it’s recorded.
• Send expiry reminders — nudge holders and officers as it approaches expiry.

There are three ways a check or completion reaches the register:

• Members supply their own — from My child-safety checks a member enters their number, expiry and the purpose, and types their name against a short declaration. It arrives in your queue as pending.
• You record one — on a person’s profile, add a check directly (handy when you’re holding the card).
• Bulk import a spreadsheet — Import credentials reads a CSV or XLSX of checks.

For the online training specifically, you don’t need a spreadsheet at all: paste the results table straight from the training portal into the import’s text box, pick the training type and point at the portal’s Result column. CDRoster records the latest pass per person and skips anyone who hasn’t passed — they’re the people the weekly reminder then chases.

Not everyone who works with children has a CDRoster login. For them, share the “Working With Children Check details” public form (a ready-made template) — they fill in their details and sign it without an account.

When one comes in, open the record and click Add to register. Match it to an existing person, or create a visiting non-member (their name is pre-filled from the form). CDRoster reads the sealed answers, files it as a pending check on that person, and from there it behaves like any other submission. Once it’s filed, the record shows “In the register” so you can’t add it twice.

A pending check waits for you to verify it against the issuing authority. On the person’s record, open Verify: you’ll see the purpose, the declaration (the name they typed and the statement they agreed to), and you can record the outcome, the date, and attach a receipt PDF.

The full register lives on the Child-safety compliance page — search by name or the last few digits, filter by status or verification state, and export it. Numbers stay masked; revealing one needs a fresh identity check and is recorded in the audit log.

The Child-safety compliance page answers “who is covered?” two ways:

• Register — every recorded check, with Valid / Expiring / Expired and verification state, and the people who need a check but have none.
• By position — one card per child-facing position (each flagged role, the Sunday School teachers, and anyone explicitly flagged). A green Fully compliant badge, or the names of those missing, expiring, or still to supply their training.

Members see their own side of this too: a “What you need” checklist on their profile with a one-tap way to complete the training or supply a check, and a weekly reminder while anything is outstanding.

At the start of a year, collect each teacher’s registration in one go. Start the Sunday School teacher registration form from the template picker, edit the age groups, and send it to the Adult members audience — everyone sees it once under My forms.

The form’s Who has registered panel tracks who has completed it and who hasn’t. Tick the ones still outstanding and Remind selected with a short message; a record of every reminder sent is kept beside it.