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1. It is the responsibility of the Safeguarding Co-ordinator to manage and service the review. This includes:
   • Receiving notification of a request for a review from the Bishop/Congregation Leader,  accused or complainant. 
   • Notifying the Bishop/Congregation Leader if accused has sought or complainant has requested the review.
   • Agreeing a panel meeting date, venue (this should usually be within the Diocese) and any accommodation or administrative requirements, with the Review Panel Chair at the outset.
   • Providing review panel members with expense claim forms and details of how to claim at the outset.
   • Provide Review Panel Chair with all the relevant documentation in order that they can determine whether the case falls within the remit of the Protocol ensuring compliance with data protection and seeking legal advice where necessary.
   • Once agreed case falls within Protocol remit, circulate all documentation to panel members and accused.
   • Act as main point for liaison with review panel via the Review Panel Chair, Safeguarding Commission via the Commission Chair and Bishop/Congregation Leader.
   • Arrange legal advice for the panel where requested.
   • Receive review panel’s report outlining its recommendation and reasons and circulate to all parties (accused, Bishop/Congregation Leader, Safeguarding Commission).
2. It is the responsibility of CSAS to respond to requests for a review by:
   • Identify an appropriate review panel.
   • Nominate a Review Panel Chair.
   • Once the panel and Chair are agreed by the Bishop/Congregation Leader, provide Chair of the review panel with full contact details of all panel members.
   • Notify panel members and provide contact details of Review Panel Chair.
   • Ensure the Review Panel Chair has contact details for the Safeguarding Coordinator.
   • Provide SC with contact details of panel.
   • Provide the Review Panel Chair with templates for monitoring the review process and recording the panel recommendations and reasons for them.
   • Receive a copy of the panel’s report from the Review Panel Chair.
   • After 28 days of the report being circulated, request from Bishop/Congregation Leader details of decision.
   • Notify all Review Panel members of outcome.
3. It is the Review Panel Chair’s responsibility to:
   • Receive documentation from the Safeguarding Co-ordinator.
   • Determine whether case falls within the scope of the Protocol.
   • Agree a panel meeting date with the Safeguarding Co-ordinator in consultation with the other panel members.
   • Ensure the accused and the victim/complainant are notified of the appointment of the review panel, the date of its meeting and how they can make written representations.  This will be via the Safeguarding Coordinator.
   • Ensure that the accused has all the relevant documentation.
   • Ensure that the review panel’s recommendation and reasons for them are recorded.
   • Ensure this is signed by all panel members and sent to the Safeguarding Co-ordinator for circulation, copied to CSAS.
   • Ensure that the template monitoring form is completed and returned to CSAS.
4. Documentation should be bound and properly paginated. It should include a chronology and be presented in chronological order.  It should include a front sheet listing all the documents attached. The required documentation will include all papers presented to the Safeguarding Commission when they made their recommendations as well as all documents utilised by the Safeguarding Co-ordinator in formulating his/her  report to the Safeguarding Commission. Any relevant material received subsequent to the Safeguarding commission reaching its decision should also be included. The panel may request further documentation if required.
5. On receipt of the documentation, should any panel member discover that they know the accused or any other relevant person involved in the case in a way that causes potential conflict of interest, this must be notified to CSAS at the earliest opportunity. All documentation should be forwarded to CSAS. CSAS will appoint a replacement panel member and notify the Safeguarding Co-ordinator and Review Panel Chair accordingly. CSAS will also notify the Bishop/Congregation Leader in the event of a Review Panel Chair being replaced.
6. Documents must always be double wrapped and sent by recorded delivery. Where information is sent electronically it should be anonymised by either redaction or replacing names with initials or case number. Encryption should be considered at all times.
7. All representations received by the review panel become part of the record of the review. Where representations provide new evidence as to findings of fact not previously seen by the Safeguarding Commission and which might materially impact on the original recommendation the case should be referred back to the Commission. There is no requirement to respond to representations other than to acknowledge receipt.
8. All documentation must be stored in a secure place for the duration of the review with restricted access. On completion of the review all documentation is either returned to the Safeguarding Co-ordinator or destroyed through shredding or burning and an email acknowledging that this has been done should be sent by each member of the review panel to the SC.

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