Light of Christ Lutheran Church
Children and Youth Ministry Safe Sanctuary
Policies and Procedures
Table of Contents
MISSION STATEMENT
POLICIES
Youth Safety
Forms
Youth Covenant
Supervision
Adult
to Minor Communications and Contact
Social
Media
Drugs and Alcohol
Overnight
Events
Outings Away from
Church Property
Transportation
IMPLEMENTATION
Volunteer
Standards
Background Checks
Training
Mandated
Reporting
Volunteer
Database and Procedures for Approval
APPENDIX
A.
Universal
Permission Form
B.
One-Time
Permission Form/Medical Release/Liability Release
C.
Event
Registration Form
D.
Background
Screening Consent Form
E.
Volunteer
Training Packet
F.
Youth Ministry
Covenant
MISSION
STATEMENT
Light of Christ takes seriously its
responsibility to provide a safe and nurturing environment for children, youth,
and vulnerable adults who participate in our ministries. Every volunteer and
church worker plays a key role in fostering the spiritual development of
individuals and families in our church community. This Safe Sanctuary Policy,
which includes guidelines, procedural directions, and implementation practices,
was created in an effort to provide a safe community for all.
POLICIES
The following policies are meant to
protect and safeguard the children, youth, and volunteers of Light of Christ,
and to help us model safe, healthy, and appropriate behaviors in our
ministries.
Youth Safety Forms
All youth (7th through 12th grade)
participating in a Light of Christ sponsored event (including Confirmation,
retreats, lock-ins, off-site trips) must have a Universal Permission form
(Appendix A) on file filled out by their parents or guardians at the beginning
of each program year. This form will be kept on file and valid for one year at
the church, and will be stored in a secure place. For visitors, friends of
youth, or anybody who has not signed the Universal Permission Slip, the
One-Time Permission Form/Medical Release/Liability Release form (Appendix B)
must be filled out before he/she can participate. An Event Registration Form (Appendix C) will be
filled out and handed in for any off-site or overnight trips, assuming he/she
has completed the Universal Permission form or the One-Time Permission form.
Youth Covenant
In additional to the Universal Permission
Form, all youth participating in Confirmation and High School programs will be
asked to complete a Youth Ministry Covenant (appendix F) that outlines Light of
Christ’s expectations of their behavior and their respect of themselves,
others, and church property.
Supervision
●
There should
always be at least two adults in the church building when there are children or
youth present for a church-related activity.
●
There should
never be a situation in which one adult is alone with one child or youth, with
the exception of a program such as Confirmation Mentoring. Mentoring shall take
place in a public space, where the mentor and student can always been seen
without being heard.
●
Whenever
possible, teachers will be assigned in teams of two or more per Sunday School
hour to every class. Concerted effort will be made to recruit sufficient
numbers of volunteer teachers/leaders to permit such team teaching.
●
Some classes
(such as in Sunday School or Confirmation) may have only one adult in
attendance as the teacher while the class is in session. In these instances, a
“roaming” adult present in a supervisory role, making unscheduled visits into
class and meeting rooms, serves as a second adult.
●
Planned
individual contact outside the church building should occur only in public
places and with the prior consent of the minor and parent or guardian.
●
Open door policy: When youth or
children ask to meet privately with staff members, staff will meet with them in
open areas or in offices with an open door.
Adult to Minor Communications and Contact
●
All youth and
adults should be informed that any communication that is sent via digital means
(email, social networking site posts, texts, etc.) is not confidential and may
be reported or shared with others.
●
Adults should archive or save all email
correspondence with youth.
●
Church staff and adult volunteers who work
directly with youth are required to use church sponsored digital communications
groups to maintain contact with youth members regarding church-sponsored
activities. Church-approved digital communication methods are methods that
maintain the youth’s privacy, while also allowing content such as transcripts
and pictures to be saved in case of a need arises for future reference.
●
Text messaging
between church staff and youth must be done in a group text messaging system
where other youth and/or parents receive a copy of the message being sent. Apps
that allow mass messages to be sent to a large group of people to spread word
of announcements or events are encouraged to maintain contact with youth, but
must be conducted in a safe, researched application that maintains privacy of
all recipients of messages. Current smartphone apps that allow this type of
communication is GroupMe and Remind.
●
Permission to
contact youth via email and text should be given by parents or guardians in the
Universal Permission Form (Appendix A).
Social Media
Light of Christ recognizes the potential
positive impacts of social media. Yet,
we also believe it is important to create guidelines when posting on social
media as it relates to Light of Christ or any church sponsored offsite event. These guidelines will continue to evolve as
new social networking technologies emerge.
Light of Christ’s overarching policy
regarding social media is best described by Martin Luther’s explanation of the
8th Commandment, which is as follows: “We are to fear and love God, so that we
do not tell lies about our neighbors, betray or slander them, or destroy their
reputations. Instead we are to come to their defense, speak well of them, and
interpret everything they do in the best possible light.”
Light of Christ staff and volunteers will
adhere to these above principles, and will encourage youth to be mindful of
what they post on social media as representatives of Light of Christ.
Drugs and Alcohol
There is a zero tolerance policy of drugs and alcohol on Light of Christ premises and
at any church sponsored offsite event. A promise to adhere to this policy is
included in the Youth Ministry Covenant (Appendix F).
Overnight Events
●
A minimum of two
adult leaders must be present at any overnight activity. If youth participants
include males and females, there must be at least one male and one female adult
present. Separate sleeping spaces will be provided for male and female youth
and adult leaders at events. When minors
and adults must share a tent, bedroom, or hotel room for the sake of safety
and/or cost-efficiency, parents will be informed ahead of time. An adult should
not occupy the same bed as a minor, with the exception of a parent/child
combination.
●
Any
over-the-counter or prescribed medications that a youth is to take during the
event must be checked in with and dispensed by an adult leader.
All children and youth participating in
out-of-town and overnight outings must have written consent and completion of
the required forms. There must be access to a phone when groups are away from
the church property.
Transportation
●
Adult volunteers
who will be driving during an event or volunteering for an overnight event will
submit to and pass a background check and motor vehicle report. Blemishes on
the background check regarding traffic violations will be subject to inquiry
and may be dismissed at the discretion of the review panel.
●
It is permissible
to have one adult per car carrying youth to an off-site event, but at no time
should an adult be alone with a child other than his/her own. Two children and
one adult in a vehicle is appropriate.
●
As a last resort,
only high school seniors are permitted to drive to off-site events, but seniors
are not permitted to transport themselves or others to or from off-site
events unless they have written permission of their parents and the
parents of any passengers.
●
Parents are
expected to notify adult leaders if their youth/child(ren)
will be leaving an event at a time other than the event’s designated ending
time.
IMPLEMENTATION
Volunteer Standards
All volunteers over 18 who have any
contact with youth and children must submit to a background check and go
through volunteer training. Volunteers should generally be at least four years
older than the youth or children they work with and have been part of the
church community for six months, subject to the discretion of the pastor.
Background Checks
Background checks must be conducted on
all staff and volunteers that are involved in the leading/supervising of church
programs and activities involving children, youth, or vulnerable adults both on
and off church property, or are acting on behalf of the congregation or church.
In addition, Federal, State, and County background checks will be completed for
all staff members for every place that he/she has lived since 18 years of age.
A Background Screening Consent form
(Appendix D) will be filled out by all persons subject to a background check,
and will be submitted to the review panel responsible for conducting the check.
All volunteers and staff will submit to a background check every two years. Background
checks will be conducted by the MN Bureau of Criminal Apprehension, or a third
party organization, with signed consent
releases by all volunteers. A
review panel of five persons consisting of a Light of Christ Council
representative, the Pastor, the CYF Director, a Children’s Education Committee
designee, and a Youth Education Committee designee will review the background
checks, and at the discretion of the review team, volunteers and staff members
will be determined eligible or ineligible based upon the results of the
background check, length of time since offense, relevancy of offense, and other
salient factors. All material and information that comes before this review
panel will remain strictly confidential.
All background reviews will normally be
completed within one month of receiving background reports and a notation of
accept or decline will be made in that person’s file. Shredding of the
documents will take place after a minimum of a ten day hold period, after final
determinations have been completed. Volunteer files will be kept on Light of
Christ property in a locked and secured area of the church with strict
limitations on access.
The Review panel will have a meeting with
the volunteer if he/she has been convicted, arrested, or charged of any
offense, including but not limited to the following offenses: murder; assault
(1st-4th degree); domestic assault; kidnapping; criminal sexual conduct;
manslaughter; arson; any assault crime against a minor/vulnerable adult;
criminal sexual misconduct (any degree); sexual solicitation; malicious
punishment or neglect or endangerment of a child; exploitation of a vulnerable
adult, and fraud related crimes involving a vulnerable adult; hate crimes, as
determined by local, state and federal statutes; violations of
harassment/restraining orders, orders for protection; controlled substance
crime (any degree); transmission, solicitation, possession, production or
receipt of child pornography. After meeting with the volunteer, the Review
panel will determine the eligibility of the volunteer and his/her capacity to
serve the children and youth ministries. A review of the decision will take
place if an offense is committed after the submission of the background check.
Training
All staff members, teachers, and
volunteers who work with youth and children will receive training on safe
church policies and procedures. Training and education about child abuse
awareness, mandated reporting, emergency procedures, and basic safety
instruction will be offered regularly, and every volunteer must complete this
training every two years he/she is involved in children/youth programs at Light
of Christ.
Training will be focused on the basics of
reporting to child protection when there is a concern of neglect or abuse. Volunteers
are not expected to know what statute defines as abuse or neglect, rather when
to make a report and how to make a report. Training will cover a basic
understanding of physical abuse, sexual abuse, and neglect but will focus on
child safety and reporting when there are questions.
Training will also include an overview of
what is appropriate behavior and what is inappropriate behavior between adults
and children/youth in order to maintain physical, spiritual, and emotional
safety for all involved.
Some positive and appropriate forms of
affection by adults to children and youth are as listed below:
○
Brief hugs
○
Pats on the head,
shoulder, or back
○
Handshakes
○
High-fives
○
Verbal praise
○
Touching hands,
shoulders and arms
○
Arms around
shoulders
○
Holding hands
with young children while walking
○
Sitting beside
small children
○
Kneeling or
bending down for hugs with small children
○
Holding hands
during prayer
Below are examples of inappropriate forms
of affection that may be reported if deemed necessary:
○
Lengthy embraces
○
Kisses on the
mouth
○
Holding children
over 5 years old on the lap
○
Touching bottoms,
chests, or genital areas other than for toileting of preschoolers
○
Touching knees or
legs
○
Tickling
○
Piggyback rides
○
Massage
○
Comments or
compliments as they relate to physique or body development
Mandated Reporting
Per statute, volunteers are NOT mandated
reporters (mandated reporters are defined in statute 626.556). By definition,
clergy ARE mandated reporters.
Any person who suspects or knows of abuse
or neglect can make a report. It should be expected that any person who goes
through the formal process of volunteering for the church will agree to report
if abuse or neglect is suspected. Calls
can be made on their own or with the support of Pastor, or the CYF Director.
The parents do not need to be notified that a report was made and in some
cases, shouldn’t be notified.
Training on what statute says about
mandated reporting, abuse, and neglect will be provided on a yearly basis, or
as needed or requested by staff or council. Training should be provided by a
qualified professional (e.g. a Child Protection Social Worker).
Volunteer Database and Procedures for Approval
The volunteer database contains all
information regarding the volunteer and his/her training requirements. An Excel
spreadsheet that is stored on the church’s network drive contains an updated
list of all volunteers and their dates of training completion. Individual
information is kept on file and managed. A yearly update of all files takes
place at the beginning of the school year, and is regularly updated as
volunteers sign up throughout the year.
Volunteers are given the Volunteer
Training Packet (appendix E) which includes a checklist of all required steps
to take in order to be approved to work with children and/or youth. In the
Volunteer Training packet is a version of this document, the Safe Sanctuary
Policies and Procedures, that volunteers will be required to read through.
The checklist is as follows:
❏
Submit to and
pass a Background Screening test
❏
Complete online
training
❏
Read through Safe
Sanctuary policy
Once all steps on the checklist are
completed and turned in, the individual will be deemed qualified and allowed to
work with our children and youth at Light of Christ.