Diocesan Handbook

D) Appointments

Terminology and Symbols

This section of the Handbook has been organized differently from many others in that it acts not only as a description but also as a check-list for the various different 'routes' that may be taken in the appointment of a chaplain to a particular chaplaincy (parish) or congregation of the Diocese.

Throughout, the term 'chaplain' should be taken to mean either chaplain or priest-in-charge. However, it is important to be aware of the provisions of §C10 above – Forms of Licence and Permissions to Officiate. Except where the diocesan Bishop is specified, ‘Bishop’ should be taken to mean either the (diocesan) Bishop or the suffragan bishop (depending on who is acting in a particular case).

As an aid to church officers or appointed chaplaincy representatives, who will have cause to refer to this section often during the period either anticipating or proceeding with an appointment, certain sigla are used as an aide memoire:

† Indicates items that should, must or may be done.

§ Indicates items that should not, must not or may not be done.

D1 Procedure for the Appointment of a Chaplain

This procedure applies within the Diocese in Europe the principles of the Patronage (Benefices) Measure 1986, while allowing for the differences in our situation. Essential to those principles are the responsibilities of the congregation, the Bishop and any Patron involved.

D2 Overview of procedure for Appointments

The flow chart displayed on the following page gives an overview and refers at different stages to the procedures within this section where detailed regulations and best practice are set out.

D3 Legend

The pages within this section form part of the vacancy package, which is sent to the Chaplaincy Council secretary with the Formal Notice of Vacancy.

D4 Chaplaincy Council

(a) It should be understood by the Chaplaincy Council in electing its representatives, and be remembered at all times in the process towards an appointment, that the task of selecting a new chaplain concerns the discernment of the future course of a person's priestly vocation as well as the development of the mission of a chaplaincy community and its spiritual care. Many of the concerns may be practical, but the purpose of the appointment, and the ministry it will inaugurate, is spiritual. This consideration applies whichever means of appointment is chosen: the full Procedure (Option A), or Bishop's Nomination (Option B), or Patron's Nomination (Option C).

(b) It is for Chaplaincy Council to make the decision as to which of the appointment procedures available is to be followed. Normally —

Option A (Full Procedure) applies to the appointment of chaplains in the legal sense as set out in §C10 (b).
Option B (Bishop's Nomination) applies for most other appointments (e.g., priest-in-charge).
Option C applies where there is a Patron involved.

The Chaplaincy Council must take into account its responsibilities for the cost of the procedure chosen, which is set out later in this section.

D5 Vacancy

(a) A vacancy will occur and the vacancy procedure will begin when a chaplain —

† resigns (eg an appointment to another post outside the Diocese or retires) by writing a formal letter to the diocesan Bishop giving notice of his/her intention to resign and the date the resignation is effective. If no date is given, it will be assumed that the date of leaving is three months from the date of the letter; or

† is re-appointed to another post within the Diocese and the date of the institution/licensing is arranged; or

† dies in office; or

† has licence revoked by the diocesan Bishop.

(b) In cases where the resigning priest holds an appointment as an apokrisiarios or other representative of the Archbishop of Canterbury, a similar formal letter should simultaneously be sent to Lambeth Palace, copied to the Bishop in Europe, giving the Archbishop notice of resignation from the representative role.

D6 Formal notice to the Chaplaincy Council

The assistant diocesan secretary will write to the secretary of the Chaplaincy Council (with a copy to the churchwardens, the archdeacon and Patron, if any):

† giving formal notice of the date on which the vacancy begins; and

† enclosing a Vacancy Pack, which includes a Financial Questionnaire, Country Entry Requirements Questionnaire and Checklists.

D7 Archdeacon's Report

The archdeacon will normally prepare a report for the diocesan Bishop (copy to the suffragan bishop) describing the needs of the chaplaincy, the Diocese, and the wider interests of the Church.

D8 Statement by the Bishop

The Bishop may, in addition, prepare a written statement, describing, in relation to the chaplaincy, the needs of the Diocese and the wider interests of the Church. The Bishop will send any such statement to the secretary of the Chaplaincy Council, the archdeacon, the patron and the assistant diocesan secretary

D9 Meeting of Chaplaincy Council

See Table 1 at the end of this section.

(a) Neither the outgoing Chaplain, his/her spouse (even if the latter is a member of the Chaplaincy Council) nor the Patron (nor the Patron's representative) may attend this meeting.

(b) As soon as possible after receiving the Notice of Vacancy the Secretary of the Chaplaincy Council, in consultation with the Churchwardens, should convene one or more meetings of the Chaplaincy Council for the purposes of —

† Preparing a Statement describing the conditions, needs and traditions of the Chaplaincy, a Chaplaincy Profile and general information on living and working in that particular area and country. If a Chaplaincy Council has passed Resolution A and/or B set out in the Handbook Section on the Ministry of Women Priests, the Statement must record this decision.

† Completing (Treasurer and Churchwardens) the Financial Questionnaire concerning the stipend and other terms and Conditions of Service for the next Chaplain.

† Completing the Country Entry Requirements Questionnaire.

† Agreeing the process for the appointment of a new Chaplain ie Option A, B or C (if Patron). (For Option Guidance see tables at the end of this section.)

† Preparing a draft advertisement if Option A has been chosen.

† Appointing two lay members of the Chaplaincy (who may, but need not, be members of the Chaplaincy Council but must be on the electoral roll of the Chaplaincy) to act as the appointed representatives of the Chaplaincy in connection with the selection of the new Chaplain.

§ Neither the chaplain's spouse, any deaconess or lay worker licensed to the chaplaincy, nor the representative of the Patron, is qualified to beone of the lay representatives appointedto act as representatives of the chaplaincy in connection with the selection of the new chaplain.

† A reader is qualified to be a lay representative.

D10 Responses to the Formal Notice

(a) As soon as possible after the meeting(s) the secretary of the Chaplaincy Council must send to the assistant diocesan secretary and the archdeacon:

† the Chaplaincy Statement, Chaplaincy Profile and information on living and working in that particular area and country.

† the completed Financial Questionnaire.

† The completed Country Entry Requirements Questionnaire.

† a copy of the Chaplaincy Council minute recording the appointment of the two lay members of the Chaplaincy Council to act as its appointed chaplaincy representatives in connection with the selection of the new chaplain.

† a copy of the Chaplaincy Council minute recording the decision made on the procedure to be followed ie Option A, B or C.

† a draft advertisement if Option A has been chosen.

(b) Members of the Chaplaincy Council should note that the appointment process will not begin – and neither advertising nor interviews take place – until the assistant diocesan secretary has received all these documents.

D11 The role of the Archdeacon

In addition to preparing the archdeacon's Report, the archdeacon may visit the chaplaincy during the course of the vacancy to support the churchwardens in the exercise of their responsibilities.

† He will inspect the books and property of the chaplaincy and will take especial care over the accommodation provided or proposed for the next chaplain. This will include a check on the inventory described in Section J relating to chaplaincy Accommodation.

† The archdeacon may also advise the Chaplaincy Council or the appointed chaplaincy representatives on the procedure for appointments.

A summary of the Options is given in Table 2 at the end of this section.

D12 Option A: full procedure

Following the advertisement, the Bishop will produce a shortlist of suitable candidates, taking into account the Chaplaincy Statement, the Chaplaincy Profile and the archdeacon's report as well as the needs of the Diocese.

All candidates who are selected for the short list will, in accordance with the policy of the Church of England on the protection of children, be required to complete and return the Child Protection Declaration together with the supporting document(s). The assistant diocesan secretary will vet through the appropriate authorities the Declaration of a candidate appointed. (See N)
If only one candidate is selected for the shortlist the Bishop may, after consultation with the appointed chaplaincy representatives, invite him or her to pay a formal visit to the chaplaincy (with spouse if married). The procedure will continue as for Option B (Bishop's Nomination).
Interviews will be held at a time convenient both to the Bishop and the appointed chaplaincy representatives, either or both of whom are entitled to be members of the Appointment Panel, and share in the interviewing with the Bishop or his representative. Such interviews will normally be held in London.

D13 Option B: Bishop’s nomination

By whatever means the Bishop deems appropriate, which may or may not include advertising, the Bishop will interview and nominate a candidate for appointment.

D14 Option C: where a patron other than the Bishop is involved

Different arrangements apply at this stage of the procedure where a Patron or Patronage Society has the right to nominate a candidate to the diocesan Bishop. In this case the Patron is responsible for advertising and interviewing.

The requirements relating to the completion of the Child Protection Declaration and the vetting procedure apply.
The Bishop and the diocesan staff are happy to be involved at the interview stage if a Patron so desires.
The Patron will formally, in writing, nominate the chosen candidate to the diocesan Bishop (copy to the suffragan bishop) and arrangements will be made for the Bishop or his representative to meet the nominee. Ideally, this meeting should take place before any arrangements are made for the candidate to make a formal visit to the chaplaincy.
The Bishop will confirm in writing to the Patron whether this appointment is acceptable.

D15 Formal Visit

(a) Option A

Following the interviews, the successful candidate will be invited to pay a formal visit to the chaplaincy (with spouse if married).
It is the responsibility of the two appointed chaplaincy representatives alone to advise the Bishop as to whether the candidate is appropriate or not.
As the appointed chaplaincy representatives will have participated in the interviewing, only new and exceptional reasons should subsequently lead them to advise the Bishop not to appoint.

§ The candidate is not to be re-interviewed by the appointed chaplaincy representatives.

§ The candidate is not to conduct worship or to preach during the visit.

§ No meeting of the Chaplaincy Council should be held in conjunction with the visit.

§ No testing of opinion, formal or informal, should be carried out.

† The appointed chaplaincy representatives should arrange for the candidate to have private meetings with the existing chaplain (if still in post), and with any other ministers who hold the Bishop's Licence to serve in the chaplaincy.

† They may also arrange for the candidate to meet informally members of the Chaplaincy Council or the congregation, and/or appropriate representatives of the local community, and priests living locally who hold the Bishop's Permission to Officiate in the chaplaincy.

† During the visit the churchwardens, with the presence and advice of the treasurer of the Chaplaincy Council, must agree with the nominated candidate his/her Conditions of Service based on the Remuneration Information prepared from the Financial Questionnaire.

† The completed 'Conditions of Service' form must be signed by the nominated candidate and by the churchwardens on behalf of the Chaplaincy Council.

(b) Option B

In any case in which there is no appointing interview, the Bishop will invite his nominated candidate to visit the chaplaincy (with spouse if married).
The appointed chaplaincy representatives should meet the candidate formally during the visit.
In all other respects the same principles apply as for Option A.

When the chaplaincy has a Patron, that Patron is responsible with the Chaplaincy Council for arranging the visit.
The assistant diocesan secretary should be informed.

D16 Response to the Bishop

As soon as possible after the visit —
the candidate should write to the Bishop, indicating willingness to be appointed.
the appointed chaplaincy representatives should confirm their agreement to the appointment by completing the Confirmation of Agreement to Appointment form, which will have been sent to them by the assistant diocesan secretary.
the completed form should be returned to the assistant diocesan secretary.
where the chaplaincy has a Patron, the Patron must have made a formal nomination to the Bishop before he will consider the responses from the candidate and the appointed chaplaincy representatives.

D17 Formal agreement of 'Conditions of Service'

(a) The 'Conditions of Service' form, signed by the nominated candidate and the churchwardens, must be forwarded to the archdeacon for signature. The archdeacon will return the form to the assistant diocesan secretary. The diocesan secretary will countersign the Conditions of Service form on behalf of the diocesan Bishop.

(b) The financial elements – ie stipend, expenses etc – are to be reviewed annually and the Annual Review of Stipend form completed, taking account of changes in any grants that are to be received. It is worth at this stage being reminded of the provisions of §J7 - Annual Review of Stipend

D18 Medical requirements

The candidate must obtain a doctor's letter or certificate, which states that he/she is fit to work in the country where he/she is intending to live and work. Any cost involved will be charged to the chaplaincy. Different arrangements apply where the chaplaincy has a Patron.

D19 Formal Letter of Appointment

When the formalities (Child Protection vetting procedure; Formal Visit; Confirmation of Agreement to the Appointment; Conditions of Service) have been completed, and the doctor's letter or certificate has been received, a formal letter offering the post will be sent by the suffragan bishop on behalf of the diocesan Bishop.

D20 Licensing or Institution of a Chaplain

The archdeacon will normally perform the licensing/institution; but, if this is not possible, the diocesan Bishop or suffragan bishop, a vicar general or an Assistant Bishop will perform it.

Any Patron involved will normally present the candidate for licensing / institution. If the visit of the archdeacon for licensing has to be delayed a temporary Permission to Officiate (PTO) will be issued by the suffragan bishop.

D21 Costs of the Appointments Procedure

See Table 3 at the end of this section.

(a) Option A

If the Chaplaincy Council chooses Option A the costs of advertising are borne by the Chaplaincy Council
The costs of attendance of the appointed chaplaincy representatives at interview are borne by the Chaplaincy Council.
The costs of the candidates at interview are borne by the Chaplaincy Council.
The costs of a visit by a prospective chaplain (and spouse) are borne by the Chaplaincy Council.

(b) Option B

If the Chaplaincy Council chooses Option B, the administrative costs, including the archdeacon's expenses, the cost of any advertising the Bishop may deem necessary, and the expenses of any candidate(s) invited for interview by the Bishop are borne by the Common Fund.

The costs of a visit by a prospective chaplain (and spouse) are borne by the Chaplaincy Council.

As agreed by the Patron and Chaplaincy Council

D22 Travel costs of the Institution / Licensing Service

The travel costs of the instituting Bishop or Bishop's commissary (who may be a bishop or priest appointed for the task) are borne by the Church Commissioners or the Common Fund.

D23 Assistant Chaplains

(a) Procedure for appointments

This section of the handbook has been updated. The revised text is contained in this PDF file.

(b) Procedure for Resignations

All licences to assistant chaplains lapse at the age of seventy. Thereafter the Bishop may renew them for a term of years.
A fixed term appointment will terminate either when the term has been completed or on the date agreed and given on an assistant chaplain's diocesan Conditions of Service form. Three months before the date of termination, the chaplain should discuss with the assistant chaplain their precise date of departure. The chaplain has the responsibility of informing diocesan Bishop of the intended date of departure. A copy should be sent to the suffragan bishop, the archdeacon, and assistant diocesan secretary.
An assistant chaplain may resign from office by giving three months' notice in writing to the chaplain. Copies of this notice must be sent to the diocesan Bishop, the suffragan bishop, the archdeacon, and assistant diocesan secretary
Apart from the cases of retirement and resignation with due notice, and the provision made in Canon C12 (5) for the revocation of a licence, the appointment of an assistant chaplain who has been licensed by the Bishop can be terminated only in the following manner:
† The chaplain ('incumbent') requests the Bishop for permission in writing to dismiss the assistant chaplain ('assistant curate'). If the Bishop gives his permission the chaplain gives the assistant chaplain six months' notice in writing. If the Bishop refuses his permission, the chaplain may appeal to the Archbishop. (cf, Pluralities Act 1838)

Note: The provisions in this section also apply to licensed lay workers.

D24 Consultation over Senior Appointments

In addition to the consultation required by the Diocesan Constitution on the appointment of a suffragan bishop, the diocesan Bishop will consult on the appointment of the dean of Gibraltar, the vicars general, the archdeacons and the chancellors of the pro-cathedrals.
To assist in the consultation the diocesan Bishop will prepare a statement of the diocesan role of the person to be appointed.
The advisory body for this purpose will be the Standing Committee of the Diocesan Synod.
The diocesan Bishop will also consult the archbishops' appointments secretary.
When an archdeacon is to be appointed the diocesan Bishop will also ask for advice from the chaplains and chaplaincy councils of the archdeaconry.

Table 1: MEETING OF CHAPLAINCY COUNCIL

This table sets out the tasks and responsibilities to be completed

in the key Church Council meeting explained in D9.

No	Task	Responsibility
1.	To convene meeting of Chaplaincy Council	Chaplaincy Council secretary (in consultation with churchwardens)
2.	To prepare Agenda	Lay vice-chairman / Churchwarden
3.	To chair Meeting	Lay vice-chairman / churchwardens
4.	To appoint two lay representatives of the chaplaincy to act as the appointed chaplaincy representatives in connection with the selection of a new chaplain	Chaplaincy Council
5.	To record in Minutes the above appointment	Chaplaincy Council secretary
6.	To agree process for the appointment of a new chaplain ie Option A, B, C (if Patron) or D (see Option Guidance Table)	Chaplaincy Council
7.	To record in Minutes the Option agreed	Chaplaincy Council secretary
8.	To take account of the financial responsibilities for Option agreed (see Option Guidance - Financial Responsibilities Table)	Chaplaincy Council / treasurer
9.	To initiate, and agree, process and timetable for preparation of Chaplaincy Statement and Profile	Chaplaincy Council
10.	To initiate, and agree, process and timetable for completion of Financial Questionnaire	Chaplaincy Council / treasurer
11.	To initiate completion of the Country Entry requirements Questionnaire	Chaplaincy Council
12.	To discuss, and agree, locum cover requirements	Chaplaincy Council / churchwardens
13.	To take account of financial responsibilities for locum priests	Chaplaincy Council / treasurer
14.	To complete Formal Response to Notification of Vacancy	Churchwardens

Table 2: OPTION GUIDANCE

This table summarizes D12-15.

No	Criteria		A, B or C
1.	(a)	Formally designated chaplaincy (see Diocesan Constitution)	Option A or B
	(b)	The post is full-time
	(c)	A full stipend at a rate agreed with the archdeacon is paid
	(d)	The chaplaincy Council have agreed to pay any pension contributions
	(e)	The chaplaincy Council is not receiving an annual grant approved by the Diocesan Board of Finance of more than one fifth of the stipend
2.	(a)	A congregation (not formally designated as a chaplaincy)	Option B is recommended.Option A may be chosen but the council should bear in mind the cost of this process.
	(b)	The post is part-time
	(c)	A reduced or half stipend is paid
	(d)	Pension contributions are not paid by the chaplaincy Council
	(e)	The chaplaincy is in receipt of a grant approved by the Diocesan Board of Finance which constitutes four fifths of the stipend
3.	(a)	The chaplaincy or congregation has a Patron	Option C

Table 3: OPTION GUIDANCE - Financial Responsibilities

See especially D22

Option	Item	Responsibility
A	Advertising	Chaplaincy Council
	Travel of candidates (and spouses) to interview in London	Chaplaincy Council
	Travel of the appointed chaplaincy representatives to attend interviews	Chaplaincy Council
	Formal visit to chaplaincy of successful candidate (and spouse) ie travel, insurance, accommodation etc	Chaplaincy Council
B	Advertising (if necessary)	Common Fund
	Travel of candidate(s) to London for interview with the Bishop	Common Fund
	Formal visit to chaplaincy of nominated candidate (and spouse) ie travel, insurance, accommodation etc	Chaplaincy Council
C	Advertising	Agreed with Patron
	Travel of candidates (and spouses) to interview with Patron	Agreed with Patron
	Travel of the appointed chaplaincy representatives to attend interviews	Agreed with Patron
	Travel of nominated candidate to attend interview with Bishop	Common Fund
	Formal visit to chaplaincy of successful candidate (and spouse) – travel, insurance, accommodation etc	Agreed with Patron