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.
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.
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.
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.
(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 —
The Chaplaincy Council must take into account its responsibilities for the cost of the procedure chosen, which is set out later in this section.
(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.
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.
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.
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
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.
(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.
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.
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.
By whatever means the Bishop deems appropriate, which may or may not include advertising, the Bishop will interview and nominate a candidate for appointment.
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.
(a) Option A
§ 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
(c) Option C
(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
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.
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.
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.
See Table 3 at the end of this section.
(a) Option A
(b) Option B
The costs of a visit by a prospective chaplain (and spouse) are borne by the Chaplaincy Council.
(c) Option C
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.
(a) Procedure for appointments
(b) Procedure for Resignations
† 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.
This table sets out the tasks and responsibilities to be completed
in the key Church Council meeting explained in D9.
|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|
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|
See especially D22
|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|
|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|
|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|
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