Revising the Electoral Roll and Preparation of a New Electoral Roll: a brief guide

This brief guide from the Diocese of Diocese aims to help you through the steps to revise / prepare your Electoral Roll.

Full guidance and the forms you will need can be found on this page and in the APCMs section.

Additional information can also be found at the Church of England Parish Resources website: https://www.parishresources.org.uk/pccs/apcms/

Annual Meetings, Accounts and Church Electoral Rolls Guidance on New Church Representation Rules (which came into effect 01/01/2020) and subsequent amendments.

About the Electoral Roll:

• Each Parish should have one Electoral Roll, even if there is more than one place of worship within the Parish
• At least 14 days before the proposed revision takes places, a notice must remain on display
• Revision of the Roll is completed not less than 15 days or more than 28 days before the APCM
• After the Roll is revised, no names to be added or removed until after the APCM
• The APCM must be held in the period 1 January and 31 May
• Number certified includes members of daughter or district churches

To be on the Electoral Roll a person must be baptised, at least 16 years old and either:

• living in the parish and a member of the Church of England (or a church in communion with the Church of England)
• not resident in the parish but a member of the Church of England (or a Church in communion with the Church of England) and has regularly attended worship in the Parish during the six months prior to enrolment or
• a member in good standing of a Church which subscribes to the doctrine of the Holy Trinity and they are prepared to declare themselves a member of the Church of England, having regularly attended worship during the six months prior to enrolment.

Revising the Electoral Roll:

At least two weeks before the APCM, display a notice that the roll will be revised

People will need to fill in an application if:

• Each Parish must display the revised roll (every name - no other personal data), electronic or otherwise, for at least 14 days
• make a copy of the roll available for inspection (on a reasonable request)

• Each Parish should have one Electoral Roll, even if there is more than one place of worship within the parish
• When someone leaves the Parish and the name is removed from the Electoral Roll, a notice should be sent to their new parish
• When someone applies to be added to the Electoral Roll, a notice should be sent to their former Parish Electoral Roll Officer.
• Announcements made in church on each of the Sundays while the notice is displayed
• Revision of the Roll completed not less than 15 days or more than 28 days before the APCM, which must be by 30 June 2021 (originally 31st May, but extended because of lockdown).
• After the Roll is revised, no names to be added or removed until after the APCM
• Number certified includes members of daughter or district churches.

Preparing a New Electoral Roll (next due 2025):

• Must be done every six years (last completed 2019)
• Notice displayed near the main door of every church in the parish
• At least two months before the APCM
• Notice must stay up for at least 14 days
• Announcements made in church during the 14 days that the notice is up to say that the roll is being prepared
• PCC must ensure that reasonable efforts are made to let everyone on the old roll know that a new Roll is being prepared
• Exception is anyone no longer qualified to be on the roll (e.g. someone who no longer worships regularly in the parish and lives outside the parish)
• Members of the previous roll need to fill in applications (no one is automatically included)
• New people may also apply by filling in an application  for enrolment
• New roll must be complete on a fixed date between 15 and 28 days before the APCM
• Completed new roll is posted near the main church door at least 14 days  before the APCM
• During this time corrections may be made (e.g. correcting a misspelling) but no new names added or removed

Annually after the APCM:

• Result of Elections completed
• Electoral Roll Certificate (SG7) completed and signed
• Copy sent to Diocesan Secretary (Church House, Full Street, Derby DE1 3DR or enquiries@derby.anglican.org) no later than 31 May 2024 
• Copy of Electoral Roll Certificate posted near the principal door of the church for 14 days (and also posted at doors of any daughter churches for 14 days).

Timetable for Revising  the Electoral Roll:

Timetable for Preparing the New Electoral Roll:

Electoral Roll & GDPR:

The Church Representation Rules (CRR) require publication of the Electoral Roll, so the publication of the roll will be considered a legitimate activity of a not-for-profit body under the General Data Protection Regulation. 

The CRR prescribes the relevant forms for PCC administrative matters, so the Electoral Roll forms should not be altered.   

The forms state that the names of individuals will be published on or near the church door, so if they do not object by applying to have their name entered on the roll they are consenting to the publication of their name in the manner set out.

For further guidance regarding GDPR, visit the Church of England Parish Resources website: https://www.parishresources.org.uk/gdpr/

>> Download these guidance notes as a PDF

The Diocese of Derby consists of most of Derbyshire and a couple of parishes in Staffordshire.

The cathedral is in Derby itself.

The diocese serves a population of around one million people and has more than 300 churches.

It works in communities, schools, prisons and hospitals as well being represented in various other aspects of city and county life.

Under three archdeacons, the Archdeaconries of Derby City and South Derbyshire, Derbyshire Peak and Dales, and East Derbyshire consist of deaneries and parishes all of which work alongside Christians of other denominations.

The diocese began life as the Archdeaconry of Derby and was originally part of the Diocese of Lichfield.

It was moved to form part of the Diocese of Southwell, when that diocese was created in 1884.

In 1927 the Archdeaconries of Derby and Chesterfield became the new Diocese of Derby, as a response to population growth. 

All Saints Derby was hallowed as the Cathedral on the 28th October 1927 and the next day the first Bishop of Derby, Edmund Pearce, was installed.   

Although only founded as a separate diocese in 1927, the county has a long and rich Christian history.

Here are some facts and figures about the Diocese of Derby.

• All the Anglican (Church of England) churches in the UK fall into either the province of Canterbury, or the province of York. The Diocese of Derby is in the Canterbury province. Read more about the Church of England and how it is structured on www.cofe.anglican.org
• The geographical boundaries of the Diocese of Derby and the County of Derbyshire are virtually identical.
• The geographical area of the Diocese is around 997 square miles.
• Its population is around 1,056,000 (the City of Derby is around 261,400).
  (Source- Population of local authorities from Census date 2021)
• There are 255 parishes.
• There are 330 Church of England churches in the diocese.
• There are 220 licensed clergy (150 stipendiary 70 NSM).
• There are 70+ licensed lay readers.
• Derby was founded as a city in 1977.
• The Collegiate and Parish Church of All Saints became a Cathedral on Thursday, 7 July, 1927, although not hallowed until Friday, 27 October, 1927. It cost £10,000 to adapt the church into a Cathedral.
• The Diocese is divided into three Archdeaconries: Derbyshire Peak and Dales, East Derbyshire and Derby City and South Derbyshire.
• The Diocese is divided further into eight Deaneries: Peak, Carsington, and Dove and Derwent in Derbyshire Peak and Dales; North East, Hardwick, and South East in East Derbyshire; Derby City and Mercia in the Archdeaconry of Derby City and South Derbyshire. 
• Since the Diocese was legally inaugurated in 1927, there have been eight diocesan bishops
  • Edmund Pearce - 1927 - 1936
  • Alfred Rawlinson - 1936- 1959
  • Geoffrey Allen - 1959 - 1969
  • Cyril Bowles - 1969 - 1988
  • Peter Dawes - 1988 - 1995
  • Jonathan Bailey - 1995 - 2005
  • Alastair Redfern - 2005 - 2018
  • Libby Lane - 2019 - present
• There have been two suffragan (or assistant) Bishops of Derby (when Derby was part of the Southwell Diocese before 1927):
  • Edward Ash Were - appointed 1889
  • Charles Thomas Abraham - appointed 1909
• There have been seven Bishops of Repton:
  • William Warren Hunt - 1965 - 1977
  • Stephen Edmund Verney - 1977 - 1985
  • Francis Henry Arthur Richmond -1986 - 1999
  • David Christopher Hawtin - 1999 - 2007
  • Humphrey Southern -  2007 - 2015
  • Jan McFarlane -  2016 - 2020
  • Malcolm Macnaughton -  2021 - present

The Revd Paul Sandford has made available his presentation from the Diocesan Synod on Saturday 4 February.

Attachments:

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What is the Diocesan Synod?

It is the Church's main decision making body within the Diocese.

Who are the members?

Clergy and lay people are elected to serve on the Synod from all parts of the Diocese. Both Bishops are members of the Synod and the Bishop of Derby is its President.

How does the Synod participate in leadership?

It is the main forum for debating issues of policy, finance and doctrine.

It receives proposals from the General Synod (The Church's national 'parliament') and offers a more local view.

It receives proposals originated within the Diocese, from parishes and deaneries, and can promote them on the wider (national) stage.

It gives a further opportunity for development of strategies initiated by the Bishop's Council.

It is the place where the Bishop's leadership themes (see 'The role of a Bishop') can be explained, tested, supported or challenged.

In some ways it is comparable with the House of Commons, as elected representatives engage in public debate. However, those who have experienced Synod debate will know that it is a more sympathetic process, even where issues are debated from strongly held positions.

Who is the main contact for Diocesan Synod?

Secretary: 
Derby Church House
Full Street
Derby DE1 3DR
Tel: (01332) 388650
Fax (01332) 292969

Click the map to see a larger image (in a new window)

Parishes are at the heart of the life and work of the Church of England in the Diocese of Derby.

A parish consists of the baptised people of God in a certain geographical location.

Parishes have a combination of clergy and laity who work together to ensure that local resource are used to make words and work of Jesus known locally.

There are regular services, opportunities for baptism, weddings, funerals and blessings.

To find your local parish church – please use our search facility below.

Parish Focus - stories from individual parishes

Find a Parish:

Use our Search facility below to find your local parish church.

Key to symbols:

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Please note that all details are based on information provided by parishes, and maybe subject to change without notice. If in doubt, please contact the parish concerned.

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