State Street United Methodist Church Safe Sanctuaries Policy (Approved by Administrative Council – August 22, 2005; revised June 18, 2007)
I. Safe Sanctuaries Policy
In April 1996, The General Conference of The United Methodist Church adopted a resolution aimed at reducing the risk of sexual abuse of youth and children in the church. In 2004, the Holston Annual Conference also adopted a resolution requiring each congregation to develop a Child Abuse Prevention Policy. These resolutions are grounded in scripture.
Jesus said, “Whoever welcomes a child…welcomes me” (Matthew 18:5). Children are our present and our future, our hope, our teachers, our inspiration. They are full participants in the life of the church and in the realm of God. Jesus also said, “If any of you put a stumbling block before one of these little ones… it would be better for you if a great millstone were fastened around your neck and you were drowned in the depth of the sea” (Matthew 18:6). Our Christian faith calls us to offer both hospitality and protection to the most vulnerable among us.
God calls us to make our church a safe place, protecting our children and other vulnerable individuals from sexual, ritual and other forms of abuse. God calls us to create a community of faith where children and youth grow safe and strong.
(From the Book of Resolutions of The United Methodist Church, pages 180-181, 2000, United Methodist Publishing House, 2000.)
State Street United Methodist Church has decided to consider child safety and abuse in a single policy and establishes this Safe Sanctuaries policy to demonstrate our absolute and unwavering commitment to the physical safety, mental well-being and spiritual growth of all our children and youth.
Therefore, as a Christian community of faith and a United Methodist congregation, we pledge to Two
Spring Garden Preschool and scout groups chartered by State Street United Methodist Church shall follow their own children and youth protection policies. Other outside groups using church facilities shall be furnished a copy of this Safe Sanctuaries Policy and encouraged to follow it unless they have their own children and youth protection policies.
II. Recruitment, Screening and Selection of Workers
The following forms are included in State Street United Methodist Church Recruitment, Screening and Selection process for volunteer and hired workers with children and youth:
- Position Descriptions –Volunteer coordinator positions will be developed within one year of adoption of this Safe Sanctuaries Policy. Ministry areas are encouraged to develop specific responsibility guidelines and distribute these to parents and workers.
- Participation Covenant Statement – Appendix C (volunteers) and Appendix D (employees)
- Consent to Criminal Background Check (employees only) –Appendix A
- Reference Interview Summary Form Reference Check (employees only) –Appendix B
Once a volunteer or paid worker is selected, he/she must complete and sign the Participation Covenant Statement. All completed Participation Covenant Statements and any accompanying records will be maintained by the Senior Minister or the DCE in a locked, fireproof file cabinet. Criminal background checks and reference checks should be done on employed workers. Any criminal background check information that raises concerns of Staff-Parish Relations Committee chairperson will be discussed with the Senior Minister and the appropriate program staff. It is the intent of this policy that any actions will err on the side of protecting our children and youth.
Prior to beginning work as a volunteer or paid staff with children or youth, each volunteer or staff member should complete Safe Sanctuary training as described in Section IVof this policy. Completion of this training will be documented and records of this training will be kept in the Senior Minister’s office.
III. Procedures and Rules for Working with Children and Youth
The following procedures should be a part of the prevention strategy in this Safe Sanctuaries Policy:
1. The Two Adult Rule
No fewer than two adults shall be present with each group of children for any church sponsored program, event, or ministry. For the purpose of this rule, married couples working with the same group are considered one adult. If a second adult is not available during times of major use at the church (Sunday school, Wednesday nights), the classroom door should remain open and an adult may supervise the groups by “floating” in the area. Youth groups meeting at the church should have two adults present. In the event two adults are not available, parents should be notified that only one adult is present. Two adults, one of whom must be 21 years or older, are required on all trips and outings. Only one adult, who has undergone a background check, is required for watching (“babysitting”) infants and children while parents attend other functions at the church.
2. No One-on-One Contact
One-on-one contact between adults and children or youth is not permitted. In situations that require personal conferences, the meeting is to be conducted in view of other adults, children or youth (“open door” policy).
3. The 18-Age Limit Rule
Persons hired to work with children and youth must be at least eighteen years of age. At least one volunteer or paid worker in each nursery, preschool or children’s area must be age eighteen or older. Teen helpers who are in senior high or older may substitute as one adult required under Rule 1. No elementary children will be allowed in the nursery or preschool areas unless they are children of the volunteer or worker.
4. Five Year Older Rule
Any worker, youth or adult, volunteer or paid, must be at least five years older than the group with which they are to work, except for workers with senior high youth who must be at least 20 years old. This rule shall not prevent persons who do not meet this criterion from participating in events, trips and outings with younger persons.
5 Van Rule
There shall be two adults at least eighteen years of age and with valid driver’s licenses in church-owned vans transporting children or youth for any church-sponsored event, program or ministry. Drivers must be 21 years of age with a good driving history and shall submit their name, date of birth, license number and state for an MVR check (See Appendix K). For each van trip, a complete list of riders should be recorded. A copy of this list should be left at the church.
When using contracted transportation that includes a hired driver, a minimum of two adults, 18 years or older must chaperone. All other van requirements shall apply.
6. Four-Month Rule
In order to be eligible to work with children and youth, volunteers should have regularly attended State Street United Methodist Church for four months. Regular attendance means attending worship or Sunday school at least once per month for fourmonths. This rule shall not prevent parents from visiting and participating in activities of their children.
7. Advance Notice Rule
Children and Youth ministry leaders shall always give the parents advance notice and full information regarding the event(s) in which their children will participate.
8. Parental Permissions
For off-site events, overnight events or those that require transportation, parents must give written permission for their child’s participation. Generally, personal information forms serve as written permission and shall be completed annually and updated as needed. These forms should be maintained by the staff or volunteer person responsible for age-level ministries. When traveling off-site for events outside of Bristol Tennessee/Virginia, the leader of the event should carry copies of permission slips and forms with them.
9. State Reporting Rule
Any suspected cases of child abuse must be reported to the proper authorities. State Street United Methodist Church will use the Report of Suspected Incident of Child Abuse form (Appendix H) to capture necessary information regarding allegations of abuse. See details in Section V.
10. Photographing Children
Parents may give permission for their children to be photographed or videotaped when they fill out annual Program Participation forms. No identifying names shall be displayed on the church website. Parents are not required to give permission for their children to be photographed or videotaped in order to participate in programs.
IV. Implementation of the Safe Sanctuaries Policies and Procedures
The following procedures will be used as a part of the implementation strategy of this Safe Sanctuaries Policy:
- There will be an annual orientation for hired and volunteer workers, staff and parents regarding the Safe Sanctuaries procedures. This orientation should occur at the beginning of each new school year. Parents of youth and children should receive a brief statement of the policy, including guidelines (including check-in procedures, information forms, discipline policy, and other parent handouts). This information should be a part of visitor packets, ministry handbooks and information given to new members. A videotape of the training may be used to train hired and volunteer workers who cannot participate in the annual orientation. All children and youth ministry workers (volunteer or paid) must read the Safe Sanctuaries Policy and sign the appropriate Participation Covenant (Appendix C or Appendix D). The Director of Christian Education shall be responsible for ensuring the annual orientation takes place.
- Information about annual First Aid/CPR training for Spring Garden Preschool staff shall be given to all volunteers and hired workers and, if space is available, they shall be invited to participate at their own cost. First aid kits should be available in each ministry area. Program staff shall maintain First Aid and CPR certification. Such training shall be paid for by the church. Participation in First Aid and CPR classes shall be encouraged and may be offered as a program by the church to volunteers and congregation.
- When an accident involving a child or youth occurs resulting in an injury or which has the potential for serious injury, the lead person should complete the Accident Report Form (See Appendix E). An accident review should be convened by one of the ministers as soon after the accident as possible. The review should focus on developing steps that would prevent a similar accident from reoccurring. The Accident Report Form and the minutes from the Accident Review meeting should be filed with the senior minister. Blank copies of the Accident Report forms will be kept in the offices of the Director of Christian Education, the parish nurse and other ministry areas. Extra forms should also be kept in the vans.
- Other serious incidents, excluding abuse (which shall be documented according to directions in Section V of this policy) should be documented on the Incident Report form (Appendix F). (Examples of such incidents might include fighting, stealing, alcohol or drug use.) Incident reports shall be maintained in a confidential file in the Senior Minister’s office. Records of incidents shall be destroyed after a period of 18 months after an incident takes place. Blank copies of the Incident Report forms shall be kept in the same manner as Accident Report forms.
- There should be windows on all classroom doors where children or youth are actively in class. Door windows should remain uncovered. If the door does not have a window, the door should remain open while the room is in use. In the event of counseling or one-on-one sessions with youth or children, an “open door” policy should be maintained. Another staff or volunteer should remain in the vicinity even if they are not within actual listening distance.
- At no point in time should a single youth or child be in a staff member or volunteer’s home without an adult non-family member present regardless of the nature of the church-sponsored event, program or ministry. This is not intended to prevent youth group meetings at a staff member or volunteer’s home.
- This Safe Sanctuaries policy, including reporting procedures and the plan of action in the event of an allegation and procedures and rules for implementation, should be reviewed each spring/summer by a Task Force comprised of Children’s Council, Youth Council and the Director of Christian Education. Changes should be approved by the Administrative Council no later than August.
V. Responding to Allegations of Abuse
Every volunteer and paid worker with children and youth should be trained regarding Virginia and Tennessee requirements for reporting abuse to law enforcement authorities and child protection services. With any incident at the Church, the Virginia authorities shall be notified at 1-800-552-7096 or 804-786-8536. (See Appendix G). If an alleged incident of abuse involving church activities happens away from the church, then the incident must be reported in that jurisdiction. (See Appendix G) Volunteers or staff members who suspect abuse of a child or youth in a non-church situation are also obligated to report the alleged incident to the appropriate authorities.
How an adult responds to a child when he or she tries to disclose abuse can influence the outcome of the child’s victimization. By maintaining an apparent calm, the adult can help assure the child that everything is going to be okay. By not criticizing the child, any statements the abuser made to the victim about the child getting into trouble can be counteracted. The adult should reassure the child of concern about what happened and tell the child that help will be sought. Allegations must be reported to the proper authorities, and the child or youth should be told that the proper authorities will be advised but no one else will be told. It is very important that no one except child protective services (and if applicable one of the persons listed below) be told about allegations of abuse – if the allegations cannot be substantiated, one can be sued for defamation of character.
When reporting to law enforcement authorities, one is not required to know for certain that a child has been abused, only to have a reasonable suspicion and make the report in “good faith”. When these requirements are met, all states provide immunity from civil and criminal liability for reporting child abuse. However, it is important to understand that no immunity is afforded for reporting or mentioning the suspicion or allegation to other persons.
Allegations by a child concerning abuse in a church-related activity must also be reported to one of the individuals listed below. This occurs immediately following the notification of state authorities of an allegation of abuse. A committee will be immediately convened to investigate the allegation. The Committee will be composed of the following people:
- Senior or Associate Minister
- Director of Christian Education
- Lay Leader and/or Administrative Council Chair
This committee will not wait for a time when everyone can be present, but will initiate its meeting as soon after the alleged incident as possible, but no more than 24 hours after the initial report. Proceedings shall be conducted confidentially in a way that protects the rights of the alleged victim, the family and the accused, including their privacy. Legal immunity only exists Afor initial reporting directly to a child abuse hotline, law enforcement or child protective services.
The committee will first assure the alleged abuser has been removed from contact with the alleged child or youth victim. The committee will next assure that all reporting requirements have been met. The Report of Suspected Incident of Child Abuse (See Appendix H) shall be used to record action taken. It is imperative that the person filling out this report be familiar with Virginia and Tennessee law, as well as legal liability for defamation of character and invasion of privacy, before taking any action or completing the report. The committee will take action to gather all necessary information regarding the incident, while taking all necessary precautions not to interfere with any official investigation.
The Senior Minister, or his/her designee will contact the Holston Conference Crisis Team who will be responsible for dealing with the media. The Senior Pastor or his/her designee will be the spokesperson within the congregation. If the alleged abuser is a pastor, the Holston Conference Reporting Procedure shall be followed. (See Appendix I) With guidance from a legal professional, the Senior Minister shall initiate appropriate ministries and actions over a long period to enable healing by all affected persons. Our goal is to always strive to protect the rights of the victim and the accused.
Appendix A - Authorization and Request for Criminal Records Check (employees only)
Appendix B - Reference Interview Summary Form
Appendix C - Participation Covenant Statement - Volunteers
Appendix D - Participation Covenant Statement - Employees
Appendix E - Accident Reporting Form
Appendix F - Incident Reporting Form
Appendix G - Reporting Child Abuse
Appendix H - Report of Suspected Incident of Child Abuse
Appendix I - Holston Conference Abuse Report Form
Appendix J - Types and Indicators of Child Abuse
Appendix K - Application Form for Van Drivers