Hopeful Baptist Church
Child, Youth, and Worker Protection Policy
Purpose
{Hopeful Baptist Church] (“Church”) desires to be a safe place for all children and adults who attend any activity or ministry. Each year children are victimized by individuals they know and trust. The church is not immune to the potential for such abuse or neglect of children, either by its members or by those in leadership positions. Incidents of child abuse or neglect cut across every racial, social, economic, and religious boundary. This Child, Youth, and Worker Protection Policy reflects the Church’s commitment to protect children from harm. The policy applies to all Church volunteers and compensated children and youth workers.
Hopeful Baptist Church will not tolerate child abuse or neglect. Your cooperation with this policy not only reflects your concern about children’s safety in this society, but also your willingness to take steps toward halting child abuse and its detrimental effects.
For the safety and protection of our children and workers, all people who participate in Church-sponsored activities will be required to comply with this policy.
Definitions
In this policy, the following definitions will apply:
1. Child/Children: Any person under the age of 18.
2. Special Needs Person: Any child or adult requiring direct adult supervision as a result of mental or physical limitations.
3. Adult: Any person age 18 and over.
4. Child Abuse or Neglect: Physical abuse, sexual abuse, emotional abuse, or
neglect of a child by anyone including but not limited to, an adult or adolescent caregiver responsible for the child’s welfare.
5. Physical Abuse: Maltreatment which results in physical injury, including but not limited to bruises, cuts, welts, fractures, and intentional injuries.
6. Emotional Abuse: Maltreatment which results in impaired psychological growth and development, including but not limited to, belittling, rejection, constant unequal treatment, verbal assaults and excessive demands on a child’s performance, or ongoing isolation from normal social activities.
7. Sexual Abuse: Maltreatment which consists of sexual contact or interactions with a child, including but not limited to, physical contact (fondling, genital/oral stimulation, sexual intercourse) and non-physical contact (exhibitionism, child prostitution, pornography, and voyeurism).
8. Neglect: Failure or inattention on the part of a caregiver to provide for a child’s basic needs such as food, clothing, shelter, medical care, and supervision.
9. Staff: Hourly, salaried, part-time, or full-time employees who work with children at any church-sponsored activity.
10. Volunteer workers: Any non-compensated individual who works with children at any church-sponsored activity.
11. Church- And Member, Regular Attender, Trustee, Staff and Volunteer workers.
12. Caregiver: Any compensated or volunteer worker, 16 years of age or older.
13. Mandated reporter: Any person with responsibility for the care of children is a mandated reporter for purposes of this policy. If a caregiver has reasonable cause to suspect that a child has been or may be subjected to abuse or neglect, or observes a child being subjected to conditions or circumstances which would reasonably result in abuse or neglect, that person shall immediately report or cause a report to be made to any pastor or trustee member.
SCREENING FOR VOLUNTEER AND COMPENSATED WORKERS
The following procedures reflect our commitment to provide protective care for all children and caregivers who participate in church-sponsored activities.
1. New volunteer workers must be regular attendees of the Church for at least three months unless previously known to the Church’s pastors or children’s workers.
2. All volunteer and staff must complete the following procedures before participating in any church-sponsored children’s activities.
An interview will be conducted by the designated Pastors or staff. It is also recommended that the coordinator for the specific ministry be involved in the interview.
3. Workers and Volunteers must sign a written acknowledgment stating that they have received and reviewed a copy of the Church’s Child, Youth, and Worker Protection Policy.
4. All volunteer workers and staff shall be screened by a background check for the purpose of obtaining information regarding criminal history or abuse findings.
5. Any member of the congregation, volunteer, or staff who has been convicted of a crime against a child or a violent crime against another adult, shall not provide service in any church-sponsored activity or program for children or special needs persons.
Those who have been convicted of either sexual or physical abuse can be forgiven for, and cleansed of their sin. However, behavior has consequences and while such persons may serve in certain other areas of ministry at the Church, they will be prohibited from serving in the children’s and special needs ministries.
6. The results of any screening shall be kept confidential by the Church.
GENERAL POLICIES FOR SUPERVISION OF CAREGIVERS
Appropriate Touch
“Good touch” is a sense that is important to each of us. Children do not grow and thrive without the good touch of others. Touch was important to Jesus as demonstrated when he healed and comforted people in need. Our Christian tradition shares love with each other through hugs, placing an arm around another’s shoulder or squeezing a hand to say in action, “You are loved.”
It is imperative that the Christian community not lose the importance of “good touch.” We need to continue to express Christian love in appropriate ways with children. To touch a child who is upset, a warm hug and kind word can be most comforting. In the midst of our caution, let us not forget that “good touch” is just that – good!
Children’s Ministries (Nursery – Fifth Grade)
1. Caregivers shall not engage in any form of physical abuse, emotional abuse, sexual abuse, or neglect.
2. Every effort will be made to have a minimum of two adults working together with children. In a Bible study or similar teaching environment, it is acceptable to have individual classes/groups with only one adult caregiver provided there are other adults present in the general area. This protects the children and the adults, as well as providing a safer situation in the event of an accident or emergency.
3. The windows of classroom doors shall remain uncovered to allow a clear view of classroom activities.
4. When possible, children are to be encouraged to take care of their own bathroom needs. Should assistance be required, another adult or caregiver should be present.
5. Children shall be released to parents or guardians at the reception counters or doors. Persons other than the child’s parents or guardians must be authorized to pick up the child.
6. A positive approach to discipline shall be practiced. Clear, consistent, age-appropriate limits will be established to help children function appropriately.
7. The Pastor and/or staff member overseeing children’s ministries must approve any activities that are held “off-site” (i.e. away from the Church’s principal meeting place or other normal meeting locations for youth activities). Parent or guardian permission shall be obtained and there shall be a minimum of two adult caregivers present.
8. Organized events on or off-site shall be staffed with a minimum ratio of 1:10, adult caregiver to children. Overnight events that are attended by children of both genders must be chaperoned by adult caregivers of both sexes.
Youth Ministries (Sixth Grade – Twelfth Grade)
1. Caregivers shall not engage in any form of physical abuse, emotional abuse, sexual abuse, or neglect.
2. Every effort will be made to have a minimum of two adults working together with children or students. In a Bible study or similar teaching environment, it is acceptable to have individual classes/groups with only one adult caregiver provided there are other adults present in the general area. This protects the children and the adults, as well as providing a safer situation in the event of an accident or emergency.
3. Organized events on or off-site shall be staffed with a minimum ratio of 1:10, adult caregiver to children.
4. The Pastor and/or Trustee overseeing youth ministries must approve any activities held off-site.
5. Overnight events that are attended by youth of both genders must be chaperoned by adult caregivers of both sexes.
6. A positive approach to discipline shall be practiced. Clear, consistent, age-appropriate limits shall be established.
7. It is recognized that certain counseling and ministerial situations may preclude the presence of two adult caregivers and that the general guidelines for supervision of caregivers should not restrict situations where individual counsel and guidance is necessary. In this case the door must be left open or the window of the door shall remain uncovered
8. For camps, retreats, or similar activities, two adult caregivers shall work as a team when it is not possible to have two adults in the same sleeping room. The team approach shall be encouraged and coordinated by the supervisory staff person.
9. The supervisory staff person shall be aware of and responsible for such activities.
Reporting Suspected Abuse or Neglect
The Church has determined that it is the responsibility of the Pastoral Staff to report all cases of suspected child abuse or neglect to the proper legal authorities within 24 hours or of it being discovered or as soon thereafter as reasonably possible. When it becomes necessary to report suspected child abuse or neglect, the protection of children must be the most important concern.
The Church’s caregivers have a responsibility to report all cases of child abuse or neglect they observe, and further, to report visible signs and alleged or suspected abuse or neglect. The confidentiality of the pastor/attendee relationship is very important. Reporting probable cause of child abuse or neglect has the potential for helping individuals receive help for a previous problem and may prevent further harm to self and others.
What is probable cause? Probable cause means that the available facts when viewed in the light of the surrounding circumstances would cause a reasonable person to believe a child has been or is being abused or neglected. A report based on probable cause does not require proof that abuse or neglect has actually occurred; rather it is a request for an assessment of the condition of a child.
Because we believe children are our most important concern, the Church has adopted the following guidelines for reporting suspected abuse:
Upon observing or suspecting abuse, the caregiver shall immediately do the following:
A. Make sure the child’s safety and comfort are secured; and
B. Make sure the suspected abuser is safely away from the child(ren).
Report the abuse or neglect promptly to the Pastoral staff overseeing children’s/youth ministries. To preserve confidentiality, it is important to discuss the incident initially only with any of these individuals.
Response of the Church
The Church’s primary function in responding to allegations of sexual abuse or neglect is to attempt to provide pastoral care to all who are affected, to attempt to ensure the safety and protection of persons who have been or may be harmed, to seek healing by providing pastoral care and other needed assistance to all who are affected, and, to the extent possible, to respect the privacy and rights of the parties involved and the confidentiality of communications.
If the Church receives an allegation of child abuse or neglect, the pastors will respond with the utmost concern to the victim, parent, or other party making such an allegation. The accused will be treated with dignity and support. Without clear and convincing evidence to the contrary, the Church will assume that such complaints are made in good faith. Persons making such complaints should have no doubt that the Church takes them seriously and will take appropriate action.
If an alleged abuser contacts the church officials about a complaint, the Church personnel may confirm that they have received such a complaint only if they are certain the alleged abuser is already aware of the complaint. Church personnel should avoid discussing the allegations or making any further comments until the proper authorities have an opportunity to conduct their investigation. Church personnel should not disclose the identity of the alleged victim or accused except as necessary to the proper authorities as needed to aid in any investigation.
If the media or other parties contact a church official about a pending allegation of child abuse, they should be referred to the Pastor. Only the Pastor or his designee shall make comments about the allegation.
Responsibilities of the Church Staff
In accordance with the Church’s position that child abuse and neglect shall not be tolerated, the pastoral staff shall do the following:
1. Take all allegations of child abuse and/or neglect seriously.
2. Document all efforts at handling the incident.
3. Convene and emergency meeting of Pastors and Trustees
4. Contact the appropriate supervisor, who will then contact Virginia Child Protective Services (or other appropriate agency) within 24 hours or as soon as practicably possible.
5. Report the incident immediately to the church insurance company and attorney.
6. Do not try to handle this without professional outside assistance.
7. Notify the parents or guardians.
8. Do not confront the accused until the safety of the child or special needs person is secured.
9. Do not prejudge the situation, but take the allegations seriously and reach out to the victim and the victim’s family. Showing care and support will help prevent further hurt. Extend whatever pastoral resources are needed. Remember the care and safety of the victim is the first priority.
10. Treat the accused with dignity and support. If the accused is a caregiver, that person should be relieved temporarily of his or her duties until the investigation is finished. Upon being cleared by the investigation an accused caregiver may be reinstated to their previous duties.
11. Use the text of a prepared public statement to answer the press and to convey news to the congregation. Be careful to safeguard the privacy and confidentiality of all involved.
Commonly Asked Questions
Is a criminal background check really necessary?
Sadly, the culture in which we live dictates that we must take drastic preventive measures to protect the children and youth whose care we’ve been entrusted with. Furthermore, there are litigation issues as well: a church that has not performed background checks faces the risk of catastrophic financial penalties in the event that an allegation of abuse within the church leads to liability or an out-of-court settlement.
Who needs to submit a Children’s and Youth Ministry Background Screening Consent and Releaseform?
Any Church employee or volunteer who will have direct contact with any child or youth (less than 18 years of age), either on or off the church campus (i.e. customary meeting locations), during any church-related ministries or activities must complete both of these forms.
Who do I give the forms to once I complete and sign them?
The Associate Pastor
Who will see my application and more importantly, who will see the results of my background check?
The Senior Pastor and the Associate Pastor. All information will be kept in a secured location in the church’s principal office.
Should I submit and give permission for a background check if I am not presently involved in any church volunteer work that involves children or youth?
As the Church continues to grow, so do our children and youth discipleship ministries. Because the addition of programs to minister to these young people is ongoing, the demand for volunteers is always on the increase. Even though you may not be currently involved in such a ministry, it is a good idea to complete and fill out forms now. In the event that you do volunteer work at some point in the future, we will already have your forms and background check on file.
What is a “US Criminal Record Indicator” database search?
The US Criminal Record Indicator is a comprehensive, current search database available in the United States. The US Criminal Record Indicator database search examines the Department of Public Safety, Department of Corrections, Administrative Office of the Courts, Bureau of Criminal Apprehension, and/or the Department of Criminal Justice files and records, and other applicable government agencies where available.
Why do I have to list my Social Security Number (SSN)?
One reason you must list your SSN is because it is the primary key for all databases affiliated with a background check. Another reason is because your SSN is used to verify the following crucial information:
1. Whether the SSN is validly issued;
2. To whom the SSN belongs;
3. In which year and state the SSN was issued; and
4. The previous, current, and other known addresses to that SSN.
The SSN verification process can reveal that the number belongs to another individual, has more than one name associated with it (i.e., produces other aliases) including maiden and divorced names, is associated with fraud, is not a validly issued SSN, belongs to a deceased person, produces additional addresses not stated by the application/request form, or if that individual has other SSN’s. Anyone can give a false identification by using another person’s Social Security Number. This search ensures that the individual is who he or she claims to be. The Social Security search is provided in the Basic Search along with the National Criminal Indicator Search.
What criteria from the background check will determine whether someone is approved for volunteer work? Who makes that decision?
The background check will cite felony and misdemeanor convictions listed in the National Criminal Database search. The most obvious reason that someone is denied the opportunity to do volunteer work in our church is any prior conviction pertaining to an offense against a child. It is quite unlikely that a person with such a conviction would even submit an application. Misdemeanor convictions, and even some felony convictions, would not necessarily disqualify someone as a church volunteer. Put another way, the determining factor in evaluating someone’s criminal record is the likelihood of him or her posing a threat to our young people.
In the event a felony conviction turns up on the report, the Associate Pastor will report it with the Senior Pastor. If they conclude that the person is not able to work with children or youth they will be made aware.
Final Thoughts
Please know that the intent of the background check is to protect the children and youth in our church. The purpose of the background check is not to cause personal embarrassment by dredging up past mistakes or wrong choices. Regrettably, it is impossible to implement a viable screening plan without at least a minimum level of scrutiny into some personal background information.
Throughout the entire process of developing the Church’s Child, Youth, and Worker Protection Policy, a tremendous amount of concern and sensitivity has been shown in regard to matters of confidentiality. Much effort has been put into implementing screening procedures that limit the number of people who have visible access to private information. Please know that the Board and Pastoral Staff remain committed to the task of administering screening procedures with utmost regard for your privacy.
I have received and read the Church’s Child, Youth, and Worker Protections Policy and will comply with and support the ideals and actions contained within the document.
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