Coronavirus FAQs

These are FAQs for church leaders and those who would like clarity about the phased re-opening of church buildings. For resources such as posters and advice on staying connected with your congregation, visit our resources page.

Following indications that the number of people permitted to take part in social gatherings is to be reduced from 30 to 6  (from 14 September), we understand the new regulations will not apply to public worship or individual prayer in church buildings.

Click here to view the latest guidance from the Church of England

Further legal advice, from the Registrar, regarding re-opening church building can be downloaded here. There is also information from the Registrar on matters of law and applying for a dispensation here.

If you have any questions regarding the information or guidance please contact your Archdeacon.


Pastoral Care for Clergy and Readers

The pastoral care of the clergy and Readers is vital at this time of national crisis.  Please make sure you look after yourselves and your family.  If you have any symptoms please make sure you self-isolate as per the Government Advice.  If you do need to self-isolate or have underlying health conditions, please inform your Rural Dean and Archdeacon.

Please make sure you keep in touch with your Chapter colleagues, perhaps having regular phone contact, or virtual meetings using platforms such as https://zoom.us/

We are in the middle of unprecedented times for our country and our churches and the communities in which they serve. The most important thing to remember is that we are a people of prayer, and that we need to remember to love our neighbour and to do everything that we can to avoid the spread of the virus.

Advice for Clergy and Readers about taking services

Clergy and Readers who are fit and well can take services.  Any pastoral visits in person must be in line with the Church of England’s current guidance.

Clergy and Readers of any age who are either “clinically vulnerable” or “clinically extremely vulnerable” (as defined by the government) should follow the advice here about whether they should take services or not.

All Clergy and Readers who do take services must follow current government social distancing and hygiene advice and guidance on the Church of England website.

If any Clergy and Readers (or anyone in their household) shows coronavirus symptoms, they should stop taking services and follow the government guidance on self-isolation.

Clergy and Readers with Permission to Officiate are under no obligation to officiate at any service and must not be put under any pressure to do so.  We strongly urge those over 70 to take extra care, but it is now up to each individual to decide whether to take services or not, always at the invitation of the incumbent.


Building Insurance whilst churches are empty

Read guidance from Ecclesiastical Insurance in regards to temporarily closed or unoccupied churches.

Securing and caring for church buildings during the crisis

Read guidance from the Church of England for incumbents, churchwardens and PCC members.

Notice for clergy living in diocesan housing

Please read the latest guidance regarding what to do if any repairs are needed in diocesan housing.


Services

Churches are now allowed to hold services in their church buildings, with restrictions in place.

See full guidance here.

Test and Trace
Churches who open for services need to use the Test and Trace system.  This could simply be a signing in form which asks for individual’s name, email address and telephone number. It is worth considering taking a postcode where individuals have travelled a distance to the location (particularly for weddings, baptisms and funerals) as a local lockdown in the future may result in the need to identify where previous visitors have come from. Read the CofE guidance.

What about Test and Trace and data protection?

Test and Trace involves processing personal data relating to individuals, and only the following information should be collected:

Staff and Volunteers

• the names of the people who work at the premises

• contact details for each of the people who work there

• the dates and times that people are at work

Worshippers and Visitors

• the name of the worshipper or visitor. If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group

• contact details for each customer or visitor, or for the lead member of a group of people

• date of visit, arrival time and, where possible, departure time

In collecting individuals’ data, you must let them know what you are intending to do with their details, when these might be accessed by NHS Test and Trace and clearly get their consent for this purpose. You will need consent from them to collect the data. You will need to display a copy of your COVID-19 Privacy Notice. If someone does not wish to give information they may choose to opt out. They should not be barred from worship.

You can download an editable Privacy Notice template here.

A sample consent form is available here.

Data must be stored securely, should not be used for any other purpose than to comply with the Test and Trace system. If you have any questions relating to Data Protection, please email us or call 01392 294901.

Read the Test and Trace guidance


If you decide not to open your church building

If you decide that now is not the right time to open your church building, please think of creative ways you can encourage people to pray and worship at home. For example:

  • Video recording reflective services and circulating an online link.
  • Running a prayer meeting or service using phone or video conferencing technology like Zoom.
  • Live-streaming an act of worship via social media or on your church website using a smart phone, tablet or computer led by an ordained or lay minister on their own or with others in their household. There is clear guidance about how to do this and information about music copyright on our resources page.
  • Please consider joining our diocese Comms and Digital Facebook group where you can get technical advice and share ideas for creative worship.

Remember that communion may only be celebrated by a priest at home provided another member of their family is present.


Weddings

The government have announced that weddings, with a maximum of 30 people attending, will be able to take place. Read the latest guidance here

See the most up to date information on the Church of England Website here

Funerals 

The government have announced that funerals, with a maximum of 30 people attending, will be able to take place. Read the latest guidance here

For the most up to date information, it is vital you read the funerals section on the Church of England website here

It is really important to continue to support the work of your local Funeral Directors by regularly checking in with them during this Crisis.

Baptisms

The government have announced that baptisms, with a maximum of 30 people attending, will be able to take place. Read the latest guidance here

Please see the most up to date information on the Church of England Website here

Confirmations

Please read the latest guidance on Confirmation services.

Holy Communion

Please read the latest advice here.


Annual Parochial Church Meetings and Meetings of Parishioners for Election of Churchwardens

All Annual Meetings of Parishioners to elect churchwardens and Annual Parochial Church Council Meetings must take place by 31 October 2020.

The Bishop of Exeter has issued new directions so that such meetings can take place physically, virtually, or by a mixture of both methods. The Registrar has issued updated FAQs to assist parishes and Mission Communities prepare for such meetings:

Read the latest FAQs on holding virtual APCMs

Please note the requirements in respect of Electoral Rolls.

Arrangements for Archdeacons’ Visitations will be announced in due course.

Details of previously issued instructions and FAQs can be found here:

At the beginning of the Covid-19 Pandemic, APCMs which had not taken place were postponed. On 25 March the Bishop of Exeter issued formal instructions to be implemented in every parish concerning APCMs, and the elections of Churchwardens, lay representatives on PCCs and lay representatives on deanery synods. A set of FAQs was also prepared to help explain the implications.  An additional formal instruction regarding the election to deanery synods of clergy with permission to officiate has been issued.

PCC meetings and Standing Committees 

PCC Meetings may be held in person, online or a mixture of both (for example using zoom). Any physical meeting should be held in the church building or church hall following a risk assessment, and should carefully follow the latest Covid-19 guidance including requirements around cleaning and social distancing. People should bring their own refreshments.  Particular consideration should be given to the risks to PCC members over 70 and others who might be vulnerable, which is why an online meeting or hybrid meeting may be preferable for the time being.

Click here for guidance on holding remote online PCC meetings. If you have concerns or questions about how PCCs should operate during this period please contact your archdeacon.  On 9 July 2020 the Bishop of Exeter made legal provision for PCCs to meet remotely for a period of 1 year. Read the document here

End of Year Accounts

The deadline for holding the APCM has now been extended from 31st May to 31st October 2020. This means that now the accounts will not be due until 28 days after each PCC has held its APCM. So the deadline will vary for each PCC depending upon their APCM date. Read more


Use of church halls

There will be guidance to follow on this. In the meantime please refer to the Church of England advice.

Communications 

  • Please make sure your website home pages are up to date with current information & contact details. Download an online checklist
  • Check your entry on A Church Near You
  • Please make sure there is a notice on the Church door with contact details and information about whether you are open for private prayer, if you will be opening your building for services or if you are offering online services (a downloadable poster can be found here )

Maintaining contact with vulnerable and isolated people

We are encouraging churches to find creative ways of staying in touch with those who are isolated and vulnerable and to give them spiritual support and also practical support as far as possible. We have published a list of digital and print resources and we are also developing new content. Read more on the digital resources section of the coronavirus page on the CofE website or on our own Diocese of Exeter website.

Should we still hand deliver our Parish Magazine?

Preparing to ring again

Our church bells have not been rung for many months so it is very important that ringers arrange to undertake appropriate maintenance checks and any necessary remedial work. Read the guidance.

Digital Giving

Please encourage people to continue giving during the crisis perhaps making the most of digital opportunities.

For more support and advice on digital giving click here

Web Links

Church of England Advice

Government Advice

Public Health England – for advice about contact with those with coronavirus:  030036 916473

Please contact your local archdeacon if you have any more questions

The Ven. Andrew Beane, Archdeacon of Exeter email Andrew

01392 425577

 

The Ven. Douglas Dettmer, Archdeacon of Totnes email Douglas

01626 832064 / 07898932654

 

The Ven. Nick Shutt, Archdeacon of Plymouth email Nick

01752 858382 / 07736 916473

 

Rev Preb Giles King-Smith, Acting Archdeacon of Barnstaple email Giles

01271 375475

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