Contracts and agreements
When working with someone who may pose a risk, an organisation should set and document the expectations for behaviour including what activities the person may take part in, and the support they will be offered.
Those involved in the activities of the organisation need to know that there is a process in place for managing those who may pose a risk, but it might not be appropriate for them to be told who that person is or details of the arrangements in place.
Two important components of a healthy culture are to communicate and listen well. That remains true in safeguarding activities, including managing the involvement of those who may pose a risk, so drawing up a contract or agreement should be done in collaboration with the person who it concerns.
A contract or agreement should be proportional to the risk the person poses, reflect the pattern of their behaviour, and their needs in terms of pastoral support.
The process should include these five stages:
Stage 1 - Set up a support and accountability group.
A small group of people should be formed (ideally including people with some professional expertise e.g. with the police or social work) who have the skills, capacity and time to commit to supporting but also monitoring the person of concern.
Stage 2 - Assess the risk for each activity
Make a list of all activities which the organisation runs and has responsibility for and note which are open to all and who attends or takes part e.g. is it an activity where children or adults at risk are present? The risk for each activity should be assessed and documented.
Stage 3 – Meet with the person who may pose a risk
The person should be invited to attend a meeting with the group. If they are on the Sex Offenders or Violent and Sex Offenders Register, their police/criminal justice liaison officer should also be invited.
Go through all the activities listed and state which the person may and may not attend or take part in, set the boundaries around expected behaviour and conduct, and the supervision arrangements for each activity.
You should also explain the help and support you are able to offer them.
Stage 4 – Sign the contract or agreement
If the person is willing to accept these conditions, then they should be written up as a contract or agreement and signed by the person and all members of the group. A copy should be securely kept on file by the organisation and also given to the individual as a record of what they have agreed to.
Stage 5 – Regular review meetings
A regular meeting should be set up with the person and members of the group to review how the terms of the contract or agreement have been kept to, whether there have been any breaches (if so any statutory authorities must be informed), and whether the terms of the contract need to be changed.
These should be weekly for the first month, then at least bi-monthly after that unless the offence was committed a long time ago and the contract is working smoothly.
Things to consider
Where an organisation cannot support the person to attend or take part in its open activities because of the risk, it may choose to offer some closed activities specifically for that person.
If the person refuses to sign an agreement or continually breaches the agreement after it is signed, the organisation will need to ask the person to leave. If it is then discovered that they have joined another organisation the group chair will need to contact the other organisation and advise them to contact the police and probation service for further information e.g. if they move to a different church.
Any contract, agreement, or records relating to an offender or someone who may pose risk, needs to be stored and processed carefully in line with data protection legislation.
Page last updated: 12 November 2025