Safe Sanctuary Procedures
East Orrington Congregational Church
Policies & Procedures For the Prevention of Child Abuse
Adopted 7 April 2005
Introduction
Churches need to be prepared! This is the legal reason for creating safety policies, but there's a deeper, more significant reason – to protect the children. Policies are only printed expressions of the value placed on children. If the only reason for safety policies is to protect the organization, the church has missed God's love for children.
Some people may think that our church is too small or that our church "knows" everyone to worry about these safety problems. Remember it's much easier to make plans and develop safety policies as a means of prevention, rather than wait until they are needed as a reaction to an abuse case.
Some churches tend to take the biblical concept of trusting God to an extreme. They think nothing bad can happen to Christians. We must not be unwise regarding children's safety. There is no automatic protection from evil for the faithful. We're to watch and be ready. Accidents will always happen. There will always be unforeseen circumstances that need to be handled. But the church should build into its organization sturdy safety-policy fire blocks into the walls of its ministry to protect children.
Purpose
It is the purpose of the members and staff of East Orrington Congregational Church (EOCC) to provide a safe and secure environment for preschoolers, children, and youth entrusted to our care. We do this to encourage those preschoolers, children, and youth and their families to grow in their relationship with God and one another.
A safe and secure environment includes a formal, written policy to help prevent the occurrence of child abuse. The following policy and procedures are for the protection of our preschoolers, children, youth, employees, volunteers and our entire church family at EOCC.
Scope
This policy shall apply to all current and future workers, compensated and/or volunteer, who will have the responsibility of supervising the activities of preschoolers, children, and youth. It shall apply to all events sanctioned by EOCC. It does not apply to the transportation of youth to and from these events. Transportation to and from these events is the responsibility of the child's parent or legal guardian. When conflicting interpretations exist requiring immediate action the pastor on call will be contacted for final resolution.
Definitions
For the purpose of this policy the following definitions shall apply:
- "Preschooler," "child," "children," "youth," and "minor" shall be defined as any individual under the age of eighteen (18).
- "Adult" shall be defined as any individual at least eighteen (18) years of age.
- "Worker" shall be defined as any adult who serves as a volunteer and/or paid person given the responsibility of working with or caring for minors.
- "Teenage Worker" shall be defined as any worker at least fourteen (14) years old or older, but under the age of eighteen (18) enlisted to assist with the care of minors.
- "Child Abuse" shall be defined as verbal, physical, emotional, or sexual abuse of a preschooler, child, youth, or minor. Child abuse may be violent or non-violent. All child abuse is an exploitation of a child's vulnerability and powerlessness in which the abuser is fully responsible for the action.
- A National Criminal Background Check (CBC) is the procedure used by EOCC or other qualified agency to check the background of all workers (as defined above) for criminal activity.
Worker Enlistment
- All workers of EOCC desiring to work with minors will be required to complete a Working with Minors screening form.
- After a screening form is received, volunteer service and personal references will be checked. It is suggested that, at a minimum, personal references be telephoned and a written memorandum be made of the contents of those telephone conversations.
- Any prospective worker that has prior incidents of sexual misconduct or child abuse will not be allowed to serve in any capacity where they would have contact with minors.
- National criminal background checks will be performed on each applicant after the applicant has signed the authorization/waiver/indemnity form, and prior to being enlisted as a worker. Subsequent background checks will be performed on workers, as deemed necessary by EOCC.
- A separate file will be maintained permanently on each worker, whether paid or a volunteer.
- At the applicant's request, EOCC shall allow the applicant to review his/her criminal history record transcript at the church, but in no event shall the church allow the applicant to retain and/or copy his/her transcript.
Worker Training
Each new worker will be given the legal definition of child abuse in writing, as well as the policy and procedures of the church on reporting of child abuse. New workers will also be required to view child abuse prevention video(s) and read the written materials available on this subject to help them gain an appreciation for the reality of the concern. This will help workers identify child abuse in the future if they see signs of it.
Worker Information
Employees, teachers of minors, and volunteers of activities or programs for minors of EOCC will be required to complete a Working With Minors screening form providing personal and confidential information necessary to perform security background checks and reference checks on each individual worker. All personal information voluntarily disclosed, the results of all security background and reference checks or the refusal of any person to participate in a program or activity in lieu of such disclosure requirements will be maintained in the strictest of confidence.
Whether disclosed voluntarily or by result of the security background check, the following items will automatically disqualify a worker from participating in any activities or programs with minors:
Any conviction or finding for:
- Criminal homicide;
- Aggravated assault;
- Crimes related to the possession, use or sale of drugs or controlled substances;
- Sexual abuse;
- Gross sexual misconduct;
- Sexual assault (rape);
- Aggravated sexual assault;
- Injury to a child;
- Incest;
- Indecency with a child;
- Inducing sexual conduct or sexual performance of a child;
- Possession or promotion of child pornography;
- The sale, distribution, or display of harmful material to a minor;
- Employment harmful to children;
- Abandonment or endangerment of a child;
- Kidnapping or unlawful restraint;
- Public lewdness or indecent exposure;
- Enticing a child.
Background Checks
East Orrington Congregational Church will conduct a national criminal background search of all employees and volunteers desiring to work with minors. The administration and review of these background checks is the responsibility of the Senior Pastor. If an applicant is not automatically disqualified according to the paragraph above, the Paid and volunteer child worker enlistment checklist will be initialed to indicate the background check was performed and did not contain any disqualifying information. The actual background check report will then be destroyed within 30 days of receipt. If an applicant is automatically disqualified, the Paid and volunteer child worker enlistment checklist will be initialed to indicate the background check was performed and the applicant has been disqualified from working with minors. The applicant will then be informed of the results of the check and given the chance to dispute any of the information contained in the report. The background check will then be destroyed in accordance with the Criminal records check authorization form.
Specific Acts and Omissions in Violation of the Policy
The following acts and/or failure to report them are violations of this Policy and will not be tolerated or accepted during any activity or program and are to be immediately reported to the designated program staff after the safety of the child, children, youth, or minor involved has been assured.
- Any direct observations or evidence of sexual activity in the presence of or in association with a minor.
- Any display or demonstration of sexual activity, abuse, insinuation of abuse, or evidence of abusive conduct towards a minor.
- Sexual advances or sexual activity of any kind between any person and a minor.
- Infliction or physically abusive behavior or bodily injury to a minor.
- Physical neglect of a minor, including failure to provide adequate supervision in relation to the activities of East Orrington Congregational Church.
- The presence or possession of obscene or pornographic materials at any function of East Orrington Congregational Church.
- The presence, possession, or being under the influence of any illegal or illicit drugs.
- The consumption of or being under the influence of illegal or illicit drugs or alcohol while leading or participating in a function for minors at EOCC.
Worker Supervision
- The church will adopt the "two adult" rule, which means no adult shall be left alone with a child unless in a counseling session as described in paragraph 3 below. Both adults must be qualified in accordance with this policy and not be from the same family unit (husband/wife, mother/son, brother/sister, etc.)
- Church staff and volunteer directors will supervise on an ongoing basis and make unannounced visits into classes or other program sites from time to time.
- In counseling sessions with minors, parental permission shall be obtained prior to a pastor meeting privately with a minor, or the two adult rule shall be used in that instance. Prior permission may be granted by parents to cover a particular time period (i.e., a school year) for their child to receive counseling from a particular pastor.
Occasional Volunteer Workers
- No policy can be written to address all instances when volunteer assistance may be required. Although EOCC will endeavor to use only those volunteers that have been qualified in accordance with this policy there may be occasions when volunteers are needed on an impromptu basis. These volunteers may serve only if directly supervised by another qualified employee.
- Teenagers under eighteen (18) wanting to serve as teen workers in any capacity with activities, studies, or programs for preschoolers or children will need to fill in a Teen Volunteer Information Form and go through the training. Persons under the age of (18) will not be permitted to work one-on-one with youth. The only step in the process they are exempt from is the criminal background check.
Child Abuse Prevention Reporting
Any person having cause to believe that a child's physical or mental health or welfare has been or may have been adversely affected by abuse or neglect associated with activities of EOCC shall report the person's belief in accordance with this procedure. Church legal counsel should assist in all of the following actions.
Upon the first suspicion of an instance of child abuse, the following steps should be taken immediately:
- Do not treat the suspicion as frivolous.
Commence the investigation immediately, and conclude it as soon as possible.
- If a worker suspects a case of child abuse, he or she must report it immediately to one of the pastoral staff members of the church. If a pastoral staff member is not available then the report may be made to the moderator.
- The pastor receiving the initial report will be responsible for confirming the facts reported and the condition of the child, on the same day on which the first report was made. The "Abuse Reporting Checklist" will be used to complete the church/staff responsibilities involved with the occurrence.
- Data concerning the child, name, address and other pertinent information will be obtained through discussions with the initial reporter and other staff members. The name and address of the person responsible for the care of the child, if available, will be obtained.
- After the information is secured, the pastor will contact DHHS.
Maintain confidentiality of the investigation as much as possible. Emphasize confidentiality of the victim and any accused.
- On the same day that the case is first reported verbally to DHHS, the report will be documented on a Child Abuse Report Form. A copy of this form must be sent within five (5) days to DHHS.
- Cooperate fully with law enforcement officials.
- Suspend any accused from the performance of duties involving children until the investigation has been completed.
- The Senior Pastor or moderator will inform the victim and the victim's family of the steps that are being taken, and continue to keep them advised of the status of the investigations. If child abuse is confirmed, ask the victim and the victim's family what action they would like to take in the matter, and fully cooperate to address their request within the bounds of a legal and prudent response.
- In instances where child abuse is confirmed, the church should immediately dismiss the worker from that position. Termination of Church membership should be considered, as appropriate in the circumstances.
- The Senior Pastor or moderator will keep the congregation informed of the investigation with respect to matters, which are not confidential, so that the congregation will hear about the investigation from within the church rather than from the news media.
- Promptly take steps to plan for a response to the media and attempt to speak to the media only through one contact person so that the church can emphasize through the media to the public the church's position on child abuse, its concern for the victim, and the extensive steps the church is taking to address the present occurrence and to reduce the risk and provide a safe environment for other children.
Insurance
The church shall maintain liability insurance coverage that would cover child abuse and sexual misconduct claims. The Board of Trustees will determine the appropriate level of coverage.
Conclusion
East Orrington Congregational Church desires to be "a church that cares" through the implementation of the above policy. Adoption of these provisions will enable EOCC to provide a more safe and secure environment for each individual of our church family and its guests.
Abuse Reporting Checklist
In the case of an allegation of child/youth sexual abuse, the worker or pastoral staff person who observes or to whom the information is given is required by EOCC and by the state law to complete the tasks listed below. Date and initial as each step is completed.
| Date: ______ Initial: ______ | 1. For clergy and paid professional staff: remove the accused from the situation and suspend the accused from duties involving children/youth. |
| Date: ______ Initial: ______ | For volunteers: Remove the accused from the situation and immediately notify the closest available clergy/professional staff person who will suspend the accused. If the clergy/professional staff person to whom the allegation is reported is not the department director, the person reporting will inform the director as soon as possible. |
| Date: ______ Initial: ______ | 2. Make written documentation of everything done and said. If the person reporting the allegation is a volunteer, both the volunteer and the clergy/professional staff to whom the volunteer has reported will document the procedures taken. |
The procedures after this point will be administered by pastoral staff persons only:
| Date: ______ Initial: ______ | 3. Immediately notify the parents/guardians of the alleged victim and the accused (if a minor) and respond to their questions and concerns. |
| Date: ______ Initial: ______ | 4. Immediately notify state authorities. Failure to report any suspected, alleged or witnessed abuse is a crime. |
| Date: ______ Initial: ______ | 5. Immediately notify the pastor in charge. |
| Date: ______ Initial: ______ | 6. Make written documentation of persons contacted and action taken to this point. |
| Date: ______ Initial: ______ | 7. The clergy/professional staff person will immediately notify a member of the EOCC response team, which consists of the pastoral staff, moderator and a legal representative to begin the internal and pastoral care process. |
| Date: ______ Initial: ______ | a. notify the insurance carrier of the incident immediately and comply with its investigation, if any; |
| Date: ______ Initial: ______ | b. cooperate with legal and state authorities in their investigations, if any; |
| Date: ______ Initial: ______ | c. prepare a written statement and designate a spokesperson to respond to media inquiries; |
| Date: ______ Initial: ______ | d. provide assistance to the alleged victim and his/her family in obtaining counseling or referral to a mental health professional, if needed; |
| Date: ______ Initial: ______ | e. respond to the needs of the families of the alleged victim and the accused to seek a redemptive solution for all involved; |
| Date: ______ Initial: ______ | f. inform the affected volunteer(s) and paid staff members of the need for confidentiality, and; |
| Date: ______ Initial: ______ | g. consider and respond to the concerns of other parents. |
| Date: ______ Initial: ______ | 8. The director of the affected ministerial area will respond to the pastoral care concerns of persons within the department. |
| Date: ______ Initial: ______ | 9. Within five (5) days of the alleged abuse, the clergy/professional staff person who made the original report will prepare a written report and send one copy to the state agency and will give one copy to the senior pastor. |
| Date: ______ Initial: ______ | 10. Make written documentation of persons contacted and action taken. |
Incident Report Form
Reason for report ____________________________________________
Date of incident ______________________ Location ______________________ Time ______________________
Name(s) and Age(s) of Minor(s) ____________________________________________
Quote the child's first words verbatim: ____________________________________________
Briefly describe what happened: ____________________________________________
What action did you take? ____________________________________________
Has the incident been resolved? ____ yes ____ no Explain: ____________________________________________
Were there any witnesses? ____ yes ____ no Names: ____________________________________________
Signatures of witnesses (if possible): ____________________________________________
Report submitted to: ______________________ Date __________ Time __________
Report submitted by: ____________________________________________
Paid and Volunteer Worker Enlistment Checklist
Task to complete — Completed by (initials)
- Working with minors screening form — ______
- Receive Copy of EOCC Policy & Procedures — ______
- Worker's Statement — ______
- Criminal Records Check Authorization — ______
- Criminal Records Check Information Form — ______
- References Checked — ______
- Criminal Background Check Performed — ______
- CBC Reviewed by Approved Staff
- Pastoral Staff Member — Qualified/Disqualified — ______
- Moderator — Qualified/Disqualified — ______
- Interview After Checks Are Made — ______
- Review Background Transcripts with Applicant — ______
- Photograph — ______
- Sponsor/Volunteer Code of Ethics and Rules — ______
- Worker Training
- Definition of Child Abuse — ______
- Procedure on Reporting Abuse — ______
- View Video(s) — ______
- Written Material(s) — ______
Working With Minors Screening Form
This form is to be completed for any position (paid or volunteer) involving the supervision or care of minors.
Name ____________________________________________
Last First Middle Maiden
ID or DL# ______________________ Date of Birth ______________________
(Identity MUST be confirmed with a driver's license or DPS identification card.)
Present Address ____________________________________________
City ______________________ State __________ Zip Code __________
Phone ______________________ Email ______________________
Occupation ______________________ Work Phone ______________________
If less than one year:
Previous Address ____________________________________________
City ______________________ State __________ Zip Code __________
Phone ______________________ Email ______________________
Occupation ______________________ Work Phone ______________________
Have you ever been arrested for, charged with, under probation for, or convicted of either sexual or physical abuse? ____ yes ____ no. If yes, please explain ____________________________________________
Personal References (3) — Name / Address / Telephone
____________________________________________
____________________________________________
____________________________________________
Previous Volunteer Experience (if any)
____________________________________________
____________________________________________
An attachment of a photograph of the applicant will be made to this document if approved as a volunteer or paid staff member of EOCC. Photograph shall be updated every 2 years or as needed.
Teens Working With Minors Screening Form
This form is to be completed for any position (paid or volunteer) involving the supervision or care of minors.
Name ____________________________________________
Last First Middle
ID or DL# ______________________ Date of Birth ______________________
Present Address ____________________________________________
City ______________________ State __________ Zip Code __________
Phone ______________________ Email ______________________
School ______________________ Grade __________
If less than one year:
Previous Address ____________________________________________
City ______________________ State __________ Zip Code __________
Phone ______________________ Email ______________________
School ______________________ Grades __________
Previous Volunteer Experience — Name / Contact name / Telephone
____________________________________________
____________________________________________
I understand that in serving as a volunteer or in a paid position for EOCC that I am willing to abide by the EOCC Policies & Procedures For The Prevention Of Child Abuse. I understand that child abuse is a serious matter and will do my part in the prevention of child abuse while serving EOCC.
____________________________________________
Signature of Teen Worker Date
I do not know of any reason why my child should not serve as a Teen Worker with Minors. They do not demonstrate any signs of being a potential risk to the church. I grant permission to take a photograph of my child.
____________________________________________
Signature of Parent/Guardian Date
Worker's Statement
The information contained in this screening form is correct to the best of my knowledge. I authorize any references to give you any information, including opinions, which they may have regarding my character and fitness for work with minors. In consideration of the receipt and evaluation of this application by EOCC, I hereby release any individual, church, youth organization, charity, employer, reference, or any other person or organization, including record custodians, both collectively and individually, from any and all liability for damages of whatever kind or nature which may at any time result to me, my heirs, or family, on account of compliance or any attempts to comply with this authorization. I waive any right that I may have to inspect any information provided about me by any person or organization identified by me or my references in this screening form.
Should my application be accepted, I agree to be bound by the Policies, Procedures and Code of Ethics of EOCC and to refrain from unscriptural conduct in the performance of my services on behalf of EOCC.
I further state that I have carefully read the foregoing release and know the contents thereof, and sign this release as my own free act. This is a legally binding agreement which I have read and understand.
Print Name ______________________________ Date ______________
Applicant's Signature ____________________________________________
Print Witness Name ______________________________ Date ______________
Witnesses' Signature ____________________________________________
Criminal Records Check Authorization
I hereby give my permission for East Orrington Congregational Church to obtain information relating to my criminal history record. The criminal history record, as received from the reporting agencies, may include arrest and conviction data as well as plea bargains and deferred adjudication's. I understand that this information will be used, in part, to determine my eligibility for working with minors on behalf of EOCC. I also understand that as long as I remain an employee or volunteer here, the criminal history records check may be repeated at any time. I understand that I will have the opportunity to review the criminal history and a procedure is available for clarification, if I dispute the record as received. I also understand that, by law, I may see a copy of the transcript, for its review, but may not receive a copy of the document in any fashion or form.
I, the undersigned, do for myself, my heirs, executors and administrators, hereby remise, release and forever discharge and agree to indemnify EOCC and each of their officers, directors, employees, and agents harmless from and against any and all causes of actions, suits, liabilities, costs, debts, and sums of money, claims, demands, whatsoever, and any and all related attorney's fees, court costs, and other expenses resulting from the investigation of my background in connection with my application to become a volunteer or employee of EOCC.
Full Name ____________________________________________
Last First Middle Maiden
Sex: (please indicate) Male ______ Female ______
Social Security # ______ - ______ - ________
(helpful in correctly identifying volunteer applicants)
The signature represents my current legal name and any previously used names are listed below:
Additional names: ______________________ ______________________
______________________ ______________________
Applicant's Signature ____________________________________________
Print Witness Name ______________________________ Date ______________
Witnesses' Signature ____________________________________________
Worker Code of Ethics and Rules
While acting in my capacity as a Youth/Children/Preschool worker or volunteer of EOCC, the following rules shall apply.
- Smoking or using tobacco products in the presence of minors is prohibited.
- Using, possessing, or being under the influence of alcohol, illegal, or illicit drugs will not be tolerated.
- Those working with minors shall not abuse such minors, including:
- Any direct observations or evidence of sexual activity in the presence of or in association with a minor;
- Any display or demonstration of sexual activity, abuse, insinuation of abuse, or evidence of abusive conduct towards a minor;
- Sexual advances or sexual activity of any kind between any person and a minor;
- Sexual advances or sexual activity of any kind to a minor(s);
- Infliction or physically abusive behavior or bodily injury to a minor;
- Physical neglect of a minor, including failure to provide adequate supervision in relation to the activities of EOCC.
- Mental or emotional injury to a minor;
- The presence or possession of obscene or pornographic materials at any function of EOCC.
- Providing them with alcohol, illegal, or illicit drugs;
- Allowing the consumption of or being under the influence of alcohol, illegal, or illicit drugs while leading or participating in a function for minors of EOCC.
- Limit access to the locked records to the Moderator or Senior Pastor.
- Periodically update Worker Forms as needed.
- Workers must treat all people of all races, religions, and cultures with respect and consideration.
- Workers shall not use or tolerate the use of profanity in the presence of minors.
- Workers will portray a positive role model for minors by maintaining an attitude of respect, loyalty, patience, courtesy, and maturity.
- Workers will be expected to act and react with Christian love and understanding in all situations.
- Workers will do everything in their power to avoid being put in a situation where they are alone with a minor other than their own.
- I understand when working with minors for EOCC I will be subject to a background check, including criminal history.
- I understand that any violation of this code may be grounds for removal as a worker with minors.
Print Name ______________________________ Date ______________
Applicant's Signature ____________________________________________