DDO Handbook Section 1

Roles, Responsibilities and Resources

Contents of this Section:

• The term 'DDO'
• The DDO and other officers
• The purpose of this handbook
• Advice, regulations and guidelines
• Selection as a national process
• Team work and sharing the role:-
  • with the Bishop
  • with Ministry Division
  • with the Parishes
  • with Theological Colleges, Courses and Diocesan OLM Schemes
  • with Diocesan Colleagues
• Team building
• Job description for DDOs
• The DDO network
• Appendix 1A - Constitution and Structure of the Ministry Division
• Appendix 1B - Job Description for a Full-time DDO
• Appendix 1C - Job Description for a Part-time DDO

The term ‘DDO’

In this handbook the term ‘DDO’ is used to cover all those who exercise responsibility for the sponsorship and care of candidates on behalf of the Diocesan Bishop, and therefore includes Diocesan Directors of Ordinands, Assistant DDOs,  Deans of Women’s Ministry and Vocations Advisers in respect of their duties in this area.

The DDO and other officers

The variety of titles indicates the different ways in which dioceses structure the tasks.  It is important that those engaged in this work have a clear brief to work to, both within the diocese, and as part of the national selection and training process.  The more these responsibilities are shared among a number of people within the diocese, the more important it is that there are agreed ways of developing and testing vocations and that all concerned understand their responsibilities and have sufficient resources to fulfil them.  Those taking up these appointments or invited to share in this work will therefore need to clarify the specific procedures and guidelines established in their own diocese.  They will need to assess their own training needs in relation to all that this work entails. 

The purpose of this handbook

This handbook is designed to be a specific help with regard to the national selection processes, and the way the national process relates to diocesan procedures, including initial training.  It aims to set out the basic matters about which those newly appointed need to be informed.   The handbook will also be a continuing resource for further reference on many detailed points. 

Advice, regulations and guidelines  

This handbook contains a variety of types of material: advice on a range of issues relating to vocation, selection and training; regulations agreed by the House of Bishops which are binding; and guidelines agreed by the House which determine policy in the relevant area and which will normally apply but which may be waived by individual Bishops in exceptional circumstances.

Selection as a national process

The handbook is able to serve the functions outlined above because the selection process is a national one and the regulations about selection and training are agreed corporately by the House of Bishops.  The system of central selection reflects the point that ordination is within the Church of God for ministry in the Church of England.  Consequently, advice is offered to the Bishop as the focus of the unity of the whole Church.  In addition, it offers the candidate the confidence that the Church as a whole supports them in training and ordination. Ministry Division staff and diocesan officers together share in responsibility for implementing and monitoring the selection process, and for working for consistency and fairness between candidates and between dioceses.

Team work and sharing the role:

If one person is to be responsible for the development and assessment of potential candidates prior to sponsorship as well as for caring for them before and after the Bishops’ Advisory Panel (including during their training) the job will be a very demanding one, even in a small diocese.  There may well be others who assist in this work in addition to those listed above.  (See The Care of Candidates before and After Selection Conferences).   Officers should ensure that they have a clear understanding of their own responsibilities and of how they relate to those who share in this work.  The officer who has primary responsibility in the diocese as DDO should ensure that the information in this handbook is made available to those who need it.  In his/her role the DDO will need to work with a range of colleagues:

i)    with the Bishop

It remains the responsibility of the Bishop to decide whom he will sponsor for training for ordained and accredited lay ministry and whom he will ordain/license after training.  DDOs and the Ministry Division exist to advise the Bishops.  DDOs derive their authority from the Bishop and will know from consultation with him what kinds of decision they should make themselves, which questions must be referred for him to decide, which need the advice of the Ministry Division, and at what stage the Bishop should be asked to see each candidate himself.

ii)    with Ministry Division

It is vital that DDOs and the Ministry Division are in regular contact.  To this end consultations for DDOs are arranged regularly and these opportunities for sharing experiences with each other and with the Ministry Division staff have proved to be of great value.  The Ministry Division staff welcome visits from DDOs. Those newly appointed are encouraged to make an introductory visit to the Ministry Division to meet members of staff and review their own induction needs.  Attendance at a Bishops’ Advisory Panel as an observer can be arranged for the designated DDO for each diocese if he or she is not also an Adviser.  If DDOs have any particular queries they should not hesitate to contact the staff member concerned either by letter, e-mail or telephone. Members of staff are happy to visit dioceses either to help run training events or speak on matters related to ministry issues.

The Ministry Division structure, its Committees and  terms of reference, and members of staff will be found in Appendix 1A.  DDOs are represented on the following  Ministry Division Committees and Panels: The Vocations, Recruitment and Selection Committee, the Pre-Theological Education Panel, the Finance Panel, the Deployment, Remuneration and Conditions of Service Committee and the Theological Education and Training Committee.  It has not been the practice to have a current DDO or Principal on the Candidates Panel because of the possible conflict of interests involved.

iii)    with the Parishes

It is within his/her own parish that a person will usually be most helped to recognise a call to ministry and respond to it.  DDOs will share the parish clergy’s responsibility in this without wishing to encroach on their ground.  DDOs should therefore be known and trusted by the parish clergy so that they can help them in their vital task of looking and caring for suitable people.  They should be encouraged to be in contact with the DDO at an early stage.  In the case of good potential candidates appropriate preparation can be made before they are sponsored for a Bishops’ Advisory Panel.  With less suitable candidates parish clergy and DDOs should be encouraged to say ‘no’ early in the process to avoid building up false expectations on the part of the candidate.

Meetings with Deanery Synods, Chapters, Parochial Church Councils and other groups of clergy or laity can be most fruitful and can ensure that concern for fostering vocations forms a normal part of any parish strategy.  Parishes with recommended candidates should be encouraged to consider what should be an appropriate support for them, including finance.  This is particularly valuable in the case of the married candidates though the needs of mature single students also merit attention.

iv)    with Theological Colleges and Courses and Diocesan OLM Schemes

DDOs will need to be informed about the changing nature of theological education, and make contact with colleges and courses.  The diocesan OLM officer should endeavour to visit regularly those centres where candidates are prepared for ordination.  Further matters relating to training are dealt with in Section 7 of the handbook.

v)    with Diocesan Colleagues

As indicated above, in many dioceses DDOs will share responsibility for candidates with other colleagues, such as Vocations Advisers, Bishop’s Examining Chaplains and Diocesan Secretaries.

Team building

It is important that from time to time all those involved in pre-Panel procedures within a given diocese have the opportunity to meet and discuss their distinctive but related roles and their views on ministry.  Such a meeting should build up mutual trust and understanding and a common sense of purpose amongst a group of people who invariably will do much of their work on their own and will be an example of the collaborative ministry that we wish to encourage.

Job descriptions for DDOs

DDOs will be helped in their role and in their working relationships with colleagues in the diocese and nationally if they have an up-to-date job description.  Two sample job descriptions are included here as examples of good practice, one for a full-time appointment (Appendix 1B) and one for a part-time appointment (Appendix 1C).

The DDO network

There is a DDO mailing from the Ministry Division three or four times a year which goes to DDOs and diocesan OLM officers and is copied to Sponsoring Bishops and Principals of colleges and courses and schemes.  In addition, a full list of DDOs and of the Ministry Division staff will be circulated annually and a copy posted on the Ministry Division Website.

A biennial national consultation is organised by DDOs and for DDOs in consultation with staff of the Ministry Division and College, Course and Ordained Local Ministry Scheme Principals.  The aim of the consultation is to reflect on current issues in ministry, to discuss matters of business, and share good practice.  Regional meetings or other events are organised by the Ministry Division working with the DDO networks in the intervening year.

A number of regional meetings of DDOs have developed. Some are well established, others are only beginning to develop and some only meet when there is a focal issue or a central need for a discussion.  The Ministry Division staff welcome visits to the regional meetings of DDOs.  The regions with their contact numbers are as follows:

SOUTH CENTRAL

for the dioceses of Oxford, Portsmouth, Salisbury, Winchester and The Forces.

Contact:    The Revd Canon Caroline Baston

                   Tel No:01962 853777

                   e-mail: caroline.baston@ukgateway.net

SOUTH WEST

for the dioceses of  Bath and Wells, Bristol, Exeter, and Truro.

Contact:    The Revd Malcolm Herbert

                    Tel: 01249 765827

                    e-mail: ddo.bristol@btopenworld.com

EAST MIDLANDS

for the dioceses of  Derby,  Leicester, Lincoln and Southwell & Nottingham. 

Contact:    The Revd Angela Pavey

                   The Vicarage

                   Jasmin Road

                   Birchwood

                   Lincoln LN6 0YR

                   Tel: 01522 683507

                   e-mail: angela.pavey@virgin.net

 NORTH

for the dioceses of Blackburn, Bradford, Carlisle, Chester, Durham, Liverpool, Manchester, Newcastle, Ripon & Leeds, Sheffield, Wakefield, York, Sodor & Man, and the Scottish Episcopal Church.

Contact:       The Revd Robert Lawrence

                    Tel: 0191 374 6015

                    e-mail: ddo@durham.anglican.org

SOUTH EAST

for the dioceses of Canterbury, Chelmsford, Chichester, Europe, Guildford, London, Rochester, St Albans, and Southwark. 

Contact:     The Revd Ian Aveyard

                    Tel: 01227 464516

                    e-mail:ian@aveyard.freeserve.co.uk

WEST MIDLANDS

for the dioceses of Birmingham, Coventry, Gloucester, Hereford, Lichfield, Peterborough and Worcester

Contact:     The Revd John Green

                    The Old Palace

                    Deansway

                    Worcester WR1 2JE

                    Tel: 01905 20537/8

                    e-mail: jgreen@cofe-worcester.org.uk

Appendix 1A

CONSTITUTION AND STRUCTURE OF

THE MINISTRY DIVISION

Ministry Division Committee Structure

The Ministry Division is one of the Divisions of the Archbishops’ Council and advises Bishops, the House of Bishops and the General Synod on all matters concerning the ministry of the Church. The Ministry Division consists of four main Committees:

    Vocation, Recruitment and Selection

    Theological Education and Training

    Deployment, Remuneration and Conditions of Service

    Ministry of and among Deaf and Disabled people.

The Central Readers Council is also an integral part of the Ministry Division.

A Ministry Division Co-ordinating Group oversees the work of the Division and General Synod members are represented on all the Committees. 

Vocation, Recruitment and Selection Committee

The Vocation, Recruitment and Selection Committee (VRSC) oversees matters of policy about the selection of candidates for ordained and accredited lay ministry on behalf of the Ministry Division of the Archbishops' Council and the House of Bishops.  The Committee meets three times a year.  It is assisted by three Panels:

    The Vocations Advisory Panel

    The Pre-Theological Education Panel

    The Candidates Panel.

Membership of VRSC

The VRSC consists of the Chairman and eight members appointed by the Archbishops' Council. These include at least two clergy and two lay persons and the chairs of the Panels.  Four members are elected by General Synod and they include one clergy person and one lay person.  Two members are appointed by the Central Readers Council.

Terms of Reference and membership of the Vocations, Recruitment and Selection Committee:

To advise the Archbishops’ Council and the House of Bishops on a strategy for the development of vocation to ministry.

To encourage those in education and careers work throughout the Church in the provision of sustained programmes of vocational development and recruitment for the accredited ministry, both lay and ordained.

To advise the House of Bishops on policy for the selection of candidates for the accredited ministry, ordained and lay.

To oversee and advise the work of staff in the arrangement and facilitation of Bishops’ Advisory Panels.

To oversee the training of Bishop’ Advisers.

To report regularly through the Ministry Co-ordinating Group to the Archbishops’ Council on the work of the Committee.

To work in collaboration with DDOs and others as appropriate on policy and practice related to the selection and care of candidates for ministry.

To work in collaboration with ecumenical partners on matters within the Committee’s terms of reference.

The Vocations Advisory Panel

The Vocations Panel advises the VRSC on vocation policy and initiatives, organises vocations conferences and consultations and acts as a co-ordinating body for diocesan Vocations Advisers. 

The Pre-Theological Education Panel

The Pre-Theological Education Panel advises on policy relating to candidates who have a Pre-Theological Education condition attached to their recommendation for training, monitors the progress and moderation of these candidates, and advises dioceses in the delivery of Pre-Theological Education programmes.

The Candidates Panel

The Candidates Panel comprises twelve Bishops’ Advisers plus the 5.5 Selection Secretaries, and it is advised by the Secretary to the Theological Education and Training Committee and the Grants Secretary.  The Panel is responsible for advising Bishops concerning candidates who wish to train outside Bishops’ Regulations.   Such casework includes approval of shortened or tailor made courses, transfer of categories of sponsorship, and supervision of transfer of ministers from other churches.  Once a year it considers, as a gathered field, candidates requesting permission to undertake a first degree in theology outside Bishops’ Regulations. The Panel regularly considers about 100 such cases a year, and a great deal of the Panel members’ time is taken in interviewing candidates prior to reporting to the Panel.

Terms of Reference of the Candidates Panel:

To respond to requests from Sponsoring Bishops to review the cases of individual candidates and advise on questions relating to their assessment and training in light of Bishops’ Regulations.  Such cases will include reduction or extension of training, and any other requests outside Bishops’ Regulations.

To assess the annual gathered field of candidates for first degrees outside Bishops’ Regulations.

To advise Sponsoring Bishops on the suitability of candidates for transfer of category of sponsorship or change of focus of ministry.

To advise Sponsoring Bishops about requests for the transfer of Ordained Local Ministers to other forms of ministry.

To advise Sponsoring Bishops about the suitability for ordaining or transfer of ministers of other Churches.

To undertake such work as is requested by the Vocation, Recruitment and Selection Committee.

Ministry Division Staff

A total of 31 people work in the Ministry Division.  There are 5.5 Selection Secretaries with shared support staff.  Some of the Selection Secretaries have responsibilities for particular areas of the Division’s work, such as Vocations,  Pre-Theological Education Programme, Continuing Ministerial Education, whilst others work solely with Bishops’ Advisory Panels.  The Senior Selection Secretary and staff team are responsible for administering about 54 Selection Conferences each year.

Names of the Staff of the Ministry Division, their telephone numbers and e-mail addresses:

The Venerable Christopher Lowson - Director of Ministry

Telephone: 020 7898 1390

e-mail:christopher.lowson@c-of-e.org.uk

Dr David Way - Theological Education Secretary

Telephone: 020 7898 1405

e-mail:david.way@c-of-e.org.uk

The Revd Chris Terry - Finance and Administrative Secretary

Telephone: 020 7898 1392

e-mail:chris.terry@c-of-e.org.uk

Mrs Sarah Smith - Deployment, Remuneration and Conditions of Service

Telephone:020 7898 1411

e-mail:sarah.smith@c-of-e.org.uk

Dr Mark Hodge - Grants Officer

Telephone: 020 7898 1396

e-mail:mark.hodge@c-of-e.org.uk

Dr Ronnie Williams - Senior Medical Adviser

Telephone: 020 7898 1401

c/o e-mail: stephen.ferns@c-of-e.org.uk

The Revd Stephen Ferns - Senior Selection Secretary

Telephone: 020 7898 1399

e-mail:stephen.ferns@c-of-e.org.uk

The Revd Jules Cave Bergquist – Vocations Officer

Telephone: 020 7898 1395

e-mail: jules.cavebergquist@c-of-e.org.uk

Mr Kevin Diamond - Selection Secretary

Telephone: 020 7898 1402

e-mail:kevin.diamond@c-of-e.org.uk

The Revd David Mann - National Adviser on Pre-Theological Education

Telephone: 020 7898 1593

e-mail: david.mann@c-of-e.org.uk

The Revd Jane Rawling - CME Officer

Telephone: 020 7898 1424

e-mail: jane.rawling@c-of-e.org.uk

17.   To share in general decision-making about matters affecting ministry within the diocese.

NOTES

18.   The DDO is accountable to the Bishop of X.

19.   The appointment will be subject to review after five years.

20.   Full working expenses and secretarial support will be given, the details to be finalised prior to appointment.

21.   It is hoped that there is openness to a review of the diocesan procedures for encouraging vocations and the enquiry process.

22.   There are X number of Vocations Advisers in post (list usually organised by archdeaconry).

Appendix 1C

JOB DESCRIPTION FOR A PART-TIME DDO

Note       

A part-time DDO will be called on to perform the same range of tasks as a full-time officer, particularly where a part-time or associate officer is the Bishop’s officer, and not an assistant DDO.  However, the amount of work involved will vary from diocese to diocese depending on the number of candidates involved and the amount of assistance given by other diocesan officers.  In the cases of part-time DDOs it will be particularly important that realism is exercised by the diocese and officer in determining the workload of the DDO and, where applicable, the weight of duties in other roles.  The sample job description which follows should be interpreted in this light.

Job Description

The Director of Ordinands acts for the Bishop in the preliminary assessment and oversight during training of all candidates for the ordained and nationally accredited lay ministry.  The DDO also plays a part in the assessment of candidates for the Church Army.  The DDO works with the Vocations Advisors in encouraging young vocations to the stipendiary ministry.  The post is currently seen as a half-time commitment with the parish of Y.

The work can be divided into five stages:

1.        Assessment

The preliminary interviewing of candidates and guiding them through the various stages of assessment will take the main part of his/her time.  Reports have to be written, references taken up and the DDO's assessment evenings and Bishops’ Advisory Panels booked. Advice has to be given about appropriate patterns of training - the right college or course and the possible shape of the candidate’s future ministry will need to be explored.  Particular care has to be taken with the candidate’s spouse and children.  There will be home visits, consultation with incumbents, Wardens and PCCs if the ministry is to have a local base.

2.        Oversight in training

When the candidate begins training he/she is under the primary pastoral care of the Principal and staff of the course or college, but the DDO acts for the Bishop in exercising a continuing pastoral oversight.  The DDO may attend Staff Meetings of the local part-time Course and attends seminars and residential weekends at regular intervals.  The DDO will visit the residential colleges which students attend and discuss their progress with staff members.  The DDO works closely with the Diocesan Secretary to ensure that proper financial provision is made for the students, according to the Ministry Division's guidelines covering diocesan financial support to married and single ordinands in training.

3.        Working agreements and first titles

The DDO has a particular responsibility with candidates who will be working in their home parish on ordination.  The DDO also advises the Bishop on appropriate first titles for those deployable candidates from the diocese coming to the end of their ordination training and acts as a link person in negotiating with those coming into the diocese from elsewhere for their title.

4.        Ordination 

The DDO is responsible for liaising with the Bishop, the Diocesan Registrars and the Ministry Division in the preparation for the ordination.  He/she prepares a timetable in consultation with the Bishop and the retreat conductor and keeps informed those who have different responsibilities at the ordination.  During the retreat the DDO acts as retreat chaplain.

5.        Archbishop’s Faculties under Canon C4.3A & other requirements

The DDO is the Bishop’s officer delegated to work with candidates for ordination training who would otherwise be debarred from Holy Orders by reason of being a remarried divorced person or by being married to such a person.  The DDO is therefore responsible for ensuring that procedures are followed for those candidates for whom an Archbishops’ Faculty under Canon C.4.3 is required.   The DDO may also be asked to ensure that Criminal Record Bureau checks are obtained before a candidate attends an Advisory Panel.

The DDO is directly responsible to the Bishop, to whom he/she reports on individual candidates; the DDO is a member of the Bishop’s staff.  On matters of policy and in the general direction of his/her work, he/she reports either directly to the Bishop or to the Ministerial Sub-committee of the Bishop’s Council and to the Bishop’s Council itself when it sits as the Council for Ministry.  He/she maintains close links with the Director for Ministry and Training and his/her team, with the Principals of Colleges and Courses as far as possible.  He/she is part of the regional network of DDOs and will also make contact with other DDOs and with the staff of the Ministry Division through national conferences and consultations.