CHILD SAFETY POLICY
The Springfield Baptist Church
Adopted by the Christian Education Board 15 August 2005
Jesus said, "Let the little children come to me, and do not hinder them, for the kingdom of heaven belongs to such as these." Matthew 19:14
The material in this policy is developed exclusively for the Springfield Baptist Church children’s ministries. We post this policy for information purposes only. These policies and procedures are for the restricted use of the Springfield Baptist Church. The congregation of The Springfield Baptist Church, its Christian Education Board, Sunday School and all Student ministries of the church do not make any recommendations to other churches or organizations based on this material
B. Guidelines for Volunteers working in the Nursery
C. Guidelines for Student Program Volunteers Middle and High School
A. We desire that our programs and facilities be safe, nurturing places for all children. We also desire that God grant us the wisdom and foresight to protect children from those who would harm them. Therefore, Springfield Baptist Church will be a safe place for children.
B. Scripture uses the word sanctuary to describe the House of the Lord. This word carries the idea of ‘safety” and “protection.” The church should be a place where we can let down our guard and trust others. This is true not only in a spiritual sense, but also should be true in a physical and emotional sense. The Christian Education Board has been entrusted with the teaching of our children in an environment of safety and protection.
C. We live in a world where there is an increasing risk of our children being exposed to abuse and exploitation. Our church is accountable for the actions of people we allow to work with children. It is for this reason The Springfield Baptist Church has instituted specific policies and procedures to provide for the physical, emotional and spiritual protection of our children.
A. First and foremost, it is our desire that no harm ever come to any child entrusted to our care. Springfield Baptist Church will actively provide for the safety of our children; we will not adopt an “it cannot happen here” attitude. Although nothing we do guarantees that no abuse could occur, SBC has taken reasonable steps to assure that the exploitation of children will not occur at SBC, and to detect and deal with it quickly if it ever does.
B. It is our desire to reduce or eliminate the risk of false accusations against our Paid Staff, Volunteer, Nursery Volunteers and Teenage or Volunteers.
C. We will provide clear guidelines, procedures and training so our church can be prepared to defend those who are falsely accused.
D. Even if we do everything within our power to prevent situations of physical or sexual abuse, it is still possible that an incident of abuse might take place. SBC must set up a procedure to enable us to act swiftly and properly to minimize the church’s exposure to lawsuits and findings of negligence.
1. Nursery: Minors birth through 5 years old
2. Primary: Minors Kindergarten through 2nd Grade
3. Elementary/Intermediate: Minors 3rd Grade through 5th Grade
4. Middle School Minors 6th Grade through 8th Grade
5. High School Minors 9th Grade through 12th Grade
1. Paid Staff - all employees of the church. Excluding cleaners, lawn maintenance and snow removal staff.
2. Program Leader: a non-paid teacher or leader in a Program with teaching (support) or administrative responsibilities.
3. Regular Program Assistant - a non-paid volunteer in a program working to support a teacher or administrator.
4. Occasional Program assistant - helpers in children’s ministries, whose involvement does not exceed twelve times annually, will be considered Event Volunteers. i.e. Volunteers and people who drop in on an irregular basis to help in the Nursery, AWANA (no shirts) or Sunday School classes, etc. due to the rotational nature of the schedule.
5. Event Leader: a non-paid teacher or leader in an Event with teaching or administrative responsibilities.
6. Event Assistant - a non-paid helper in an event that involves children.
a) Parental chaperones - Parents or Legal Guardians of Children / Students participating in an event or program in a supervisory role. They will be considered Event Volunteers for the purposes of training and the requirements of this document.
b) Authorized Drivers - Specifically approved adults (at least 21 years of age) who are insured by the church to drive the church van for activities involving minors. They will be considered Event volunteers for the purposes of training and the requirements of this document.
c) Family Fun Night volunteers
d) Bible School crew leaders or site assistants.
e) Training/requirements for Occasional Program Assistants and Event Assistants will be the same because their involvement does not exceed twelve times annually.
7. Transference Relationships: A relationship where the person counseled desires an inappropriate emotional attachment or relationship to the counselor.
IV. Requirements for Programs Designed for volunteers working with all minors
A. General
1. All Paid Staff, Program and Event Leaders and Program Volunteers must hold the following qualifications:
a. Born again Christians 18 years or older
b. Be in full agreement with the church’s Doctrinal Statement
c. All Paid Staff, Volunteer and Teenage Volunteers are expected to
i. will be living a Christian life that, while not perfect, is growing in grace and obedience to our Lord Jesus Christ.
ii. All Volunteers will be members or regular attenders of SBC for minimum of six months before being invited to minister to minors.
iii. Age requirements Adults working with Students at SBC must be a minimum of 21 years old. Teenage Volunteers must be a minimum of :
1. 12 years old to assist in the Nursery
2. 14 years old to assist in Lower Elementary children’s programming
3. 15 years old to work with Elementary children’s programming.
4. 21 years old to work with programming for middle or high school age
2. Screening: All Paid Staff and volunteers who participate in regularly scheduled, yearlong children and youth ministries and Program Leaders will undergo a criminal and child abuse records check, which will be conducted, paid for, and kept confidential by SBC.
3. Approval: All Volunteer and Teenage Volunteers Program and Event Leaders and Program Volunteers will be approved by the CE Board for ministry before being allowed to work with Children / Students. All Volunteers working with children and teenage may continue working with Children / Students and continue working only as long as they are approved by the CE Board for that ministry.
4. Oversight: Doing ministry to Children / Students minors at SBC is a privilege and is subject to the loving scrutiny, guidance and oversight of the Christian Education Board and the SBC Pastors.
5. Training: All Paid Staff, volunteers involved in long-term children’s and Teenage ministries, Program and Event Leaders and Program Volunteers must be trained annually in the SBC CHILD SAFETY POLICY and in the prevention of harm to Children / Students while at SBC.
6. Reporting: It is always appropriate and REQUIRED at SBC to immediately report instances of Child Abuse whether emotional, physical, sexual, or spiritual to the SBC Ministry Leader or SBC Pastor at the scene. The Ministry Leader must immediately report the instance of Legal Child Abuse both to the Pastor and immediately to the local Police. We make no judgments on guilt or innocence but defer that determination to the proper legal authorities.
· The Springfield Police Department is contacted at (610) 544 1100.
· 24 Hour Child Abuse Hotline: (800) 932-0313
B. Basic Rules and Procedures
1. SBC will not allow any volunteer to work alone with a child without some means of observation.
2. Classroom windows must be free of obstruction.
3. Classrooms must have a source of light when minors are present.
4. Physical Contact: All Paid Staff, and volunteers working with children, are required to use appropriate physical contact at all times, including, but not limited to, touching a child’s hand, side rather than frontal hugging. No touching Avoid private body areas. Appropriate touching takes into account the situation and location. For example, a hug may be appropriate in public, but not in a private location in the church.
5. Classrooms must be staffed appropriately. See section IV.A. 2.
6. Guidelines for specific positions must be followed. See section IV.B thru E
1. Nursery Volunteers are occasional volunteers who do not have a regular ministry assignment with children and serve less than ten hours of volunteer work each year. Nursery Volunteers have a lesser training requirement: they will be given a copy of this policy expectations and verbally briefed by a Pastor, Deacon or CE Board member before serving as a Nursery Volunteer.
2. The church nursery is to be staffed at a minimum level of one adult Nursery Volunteer Program leader (III, C, 2) or two Program Volunteers, (III, C, 3) one of which must be over 21 and an approved Nursery volunteer. (see requirements in section IV.B.1.
3. The ratio for the nursery shall not exceed 1:4.
4. First time / visiting Parents must fill out an information card before leaving their child(ren) in the church nursery. The form will be filed in the Nursery where it is available to workers who need access to food requirements and medical issues.
5. The Nursery is only open for children during Sunday School, regularly scheduled worship, and special events where the Nursery Volunteers have been scheduled. Parents may not leave children in the nursery unattended at any time.
6. In the absence of a Nursery Volunteer, a parent or family member may sit with their own child(ren) during a church service or event if they notify the Ushers of their intent. However, only approved Nursery Volunteers may attend other people’s children.
7. Nursery Volunteers are not required to have a criminal background check. SBC will maintain a volunteer Screening Form on record for each Nursery Volunteer.
C. Guidelines for Children’s Program Primary and Elementary/Intermediate Children Programs
1. All Paid Staff or volunteers workers must never be in a one-on-one situation with a child. Care must be taken to work as a team where another leader can easily observe the Paid Staff and volunteers.
2. Ministry to children at SBC is to be staffed by at a minimum level of one adult Program Leader and one assistant (see section IV.A.2. for age requirements / section III.C.7 for assistant requirements) volunteer or paid staff and one teenage volunteer. Parental chaperones may be a part of a special event leadership team.
3. When taking young children to the rest room, be care should be taken careful to give them as much privacy as possible. Unless unavoidable, only escort children of the same gender, and then the restroom should be entered only if absolutely necessary. Leaders are to direct the child to the nearest restroom, and be in the immediate vicinity so that the child does not have opportunity to wander through the building.
4. The event leader will have, in their possession, a copy of a signed registration / permission slip for each child and leave a copy of the permission slips in the church office before departing
5. Youth volunteers can learn their Christian responsibility to contribute and mentor others in the faith by serving in a supervised context.
6. In order to accomplish this qualify, these students should have demonstrated responsibility and maturity in their demeanor as determined by the observation of paid staff and / or volunteer staff in leadership responsibilities program leaders.
1. All Paid Staff and volunteers workers must never be in a one on one situation with a student. Care must be taken to work as a team where a leader can easily observe the Paid Staff and Volunteer.
2. Ministry to Students at SBC requires a minimum of two adults, one of whom must be a Paid Staff or approved Volunteer Worker. Parental chaperones may be a part of an event leadership team.
3. All verbal and written communication, to include email, BLOGs and IM, and other means of developing technological interaction must always reflect the highest of Christian respect and standards.
4. When involved in counseling a Student, Paid Staff and volunteers must do so at appropriate times and places, in circumstances where they can be easily observed by another adult [i.e. in an office with windows].
5.
Paid
Staff and volunteers must be careful to avoid transference relationships when
counseling Students.
[see Definitions - ( III, C, 7)]
6. The event leader will have, in his or her possession, a copy of a signed permission slip for each student.
V. Guidelines for Specific Aspects of Programs
A. Transportation
1. Transportation to church sponsored activities is to be provided only from the church to the activity and from the activity back to the church.
2. Parents will be notified in advance if private vehicles will be used to provide transportation.
3. Transportation between the home and the church and return is the responsibility of the parents or guardians to arrange.
B. Facility
1. Classroom must have windows that may not be covered or obstructed.
2. They allow observation by the ministry leaders, parents, and other informal observers.
3. Secondly, traffic passing in the church building during activity times provides an informal accountability.
4. Classrooms may not be completely dark at any time while children / students are present.
5. Children / Students may not be in any section of the church without supervision.
C. Conducting programs located at SBC
1. Events on the SBC campus must be approved for inclusion on the church calendar a minimum of two weeks in advance.
2. Full information must be given to parents as to purpose, times, places, costs, and leadership.
3. Written Parental approval is required for participation for all specific events at SBC.
4. A blanket, yearly form covers all programs and events held at the church campus.
5. The adult leadership ratio for the nursery shall not exceed 1:4; for Primary and Elementary intermediate 1:8; for Students Middle and High School it should not exceed 1:10.
D. Conduct of Events Off the SBC Campus
1. Off-campus events must have an Event Permission Form signed by their parent
2. Events off the SBC campus must be approved for inclusion on the church calendar a minimum of two weeks in advance and full information must be given to parents as to purpose, times, places, costs, and leadership.
3. Unless there are two Paid Staff or volunteers in the vehicle, the following rules will be followed:
4. All the vehicles must caravan on trips over 10 miles.
5. They must take rest stops together, and
6. have a common starting point and destination.
7. For local trips less than 10 miles, vehicles do not need to caravan. However, drivers cannot make any side trips or unscheduled stops.
8. The Event Leader will arrange for a cell phone in each vehicle to be available for emergency purposes, and the phone number left with the Pastor / Church Office.
E. Retreats
1. Retreat rules are in full effect. If a Student disobeys the retreat rules then the parent(s) will be notified, and the child immediately sent home at the parent’s expense.
2. Continual attention must be paid to the location of individuals Children /Students while away from the SBC campus.
3. Students may be allowed to participate without direct supervision (ie. at the mall or shore) in groups of three (buddy teams, not boyfriend and girlfriend) or more.
4. A by-name head count will be conducted after every vehicle stop.
VI. Training Program Volunteers:
A. Training will be mandatory for all workers; Paid Staff, Volunteer and Teenage Volunteers, based on their level of involvement.
B. Paid Staff and Program Leaders will:
1. Undergo a criminal and child abuse records check, which will be conducted, paid for, and kept confidential by SBC. (PA Child Abuse History Clearance: (717) 783-6211.)
2. Be given a copy of the CHILD SAFETY POLICY
3. Attend an annual workshop conducted by the Board of Christian Education that includes:
a. Review of any applicable updates to this policy
b. Training in the prevention of emotional, physical and sexual harm to children.
c. Common indicators that will help identify abusers or abused.
d. Sign an agreement with the church's doctrinal statement
e. Undergo formal observations no less than once each year.
C. Regular Program Assistants will be:
1. Given a copy of appropriate sections of this policy and
2. Required to complete Volunteer Screening Form with church's doctrinal statement agreement.
3. Supervised by the leader they work under
4. Invited to attend the annual workshop but be given the option of a verbal briefing regarding child safety by a Pastor, Deacon or CE Board member before serving as an assistant.
D. Event Leaders will be:
1. Given a copy of appropriate sections of this policy and
2. Required to complete Volunteer Screening Form with church's doctrinal statement agreement.
3. be given briefing regarding child safety by a Pastor, Deacon or CE Board member before serving as an assistant.
4. Informally and randomly observed by a Pastor, Deacon or CE Board member
E. Nursery Volunteers Occasional Program Assistants will be:
1. Given a copy of appropriate sections of this policy and verbally briefed by a Pastor, Deacon or CE Board member before serving as an assistant.
2. Required to complete Volunteer Screening Form with church's doctrinal statement agreement.
3. Supervised by the leader under whom they work
4. Informally and randomly observed by a Pastor, Deacon or CE Board member
F. Event Assistants will be:
1. Given a copy of appropriate sections of this policy and
2. Verbally briefed by a Pastor, Deacon or CE Board member before serving as an assistant.
3. Each paid staff and Program Volunteer shall be given a copy of the CHILD SAFETY POLICY; trained in that policy; and required to abide by the rules and procedures contained there. It clearly articulates teacher/ volunteer's behavior that is considered acceptable and unacceptable at SBC
4. SBC requires that Program Volunteers have attended the church for minimum of six months
G. The Christian Education Board will assure that each worker understands these guidelines. Each worker must agree to be bound by these guidelines.
VII. Confidentiality of Information
The Confidential Statement part of the Christian Education volunteer's Application asks a series of questions in regard to the applicant’s past history in areas relating to child abuse and other criminal activity. These questions are extremely personal, but important to providing a safe environment for our children and protecting the church from individuals with a history of the exploitation of children. The applicant is also requested to sign a release for a criminal records check. The confidential procedure is designed to minimize the number of people who have access to the information on this statement. The Confidential Statement must be signed in the presence of a witness. The witness must be a Christian Education Board member or Pastor. The current Christian Education Board Chair and the Pastor(s) only review the Confidential Statement. It is a permanent record of the church. All information on the Confidential Statement is revealed only as required by law or by direction of the Administrative Board, and otherwise will be held in strict confidence.
IX. Action Plan
The approach that we have taken is very similar to the approach that most parents take to protect their child. We want to know about the people who are working with our children, we want to set down reasonable rules regarding how we expect them to act toward our children, and, at times, we want to check-up on what happens when our children are with them.
1. SBC has established guidelines, which create an environment that protects both our children and volunteers.
2. SBC uses an application to screen all volunteers who will be working regularly with children.
3. All volunteers before starting to work with minors must be trained according to their level of involvements as stated above.
4. The goal of this training is that each worker understands the risks of sexual abuse to our children, the responsibilities and goals of the church in this area, and SBC’s policy for providing a safe environment for our children.
5. The Christian Education Board will be responsible for the method, scope, and schedule of this training.
1. The Church office will maintain a file with all the information regarding Child Safety Policy.
2. Volunteer Forms
a. Forms will be available in a file in the secretary’s office.
b. Anyone accepting a position to work at Springfield Baptist or volunteer for a program or event that involves minors attending without their parent must be given the appropriate form by the leaders/ organizers of the event.
c. Volunteer forms must be turned in to the secretary directly or by the Program or Event Leader and be filed in secured file.
d. The name of each person whose papers are in the file should be kept on a Master Volunteer list, available to leaders/organizers for review so that volunteers won’t be asked to complete paperwork multiple times unnecessarily.
e. Forms requesting background checks should have a copy filed.
f. A note to trustees should request a check to be cut for the proper amount to be taken from the Board of Christian Ed’s Leader Training account.
1. When check is received it must be sent with originals to: PA Child Abuse History Clearance: (717) 783-6211.
g. Results, when received, should be placed in the secured file and it’s receipt recorded on the Master Volunteer List.
a. All minors attending any supplemental activity (other than Sunday morning) should have medical information on file.
b. Forms are available in a file in the secretary’s office.
c. Completed forms should have an original filed in the church office.
d. A copy should be kept securely by the activity leader and taken along on any event not occurring on church property.
e. Forms are valid for no more than one year but should be updated by parents when information changes.
a. Must be completed for every event that is not held on church property.
b. Parent must sign permission in front of an activity leader if their signature is not on file.
c. Completed forms should have an original filed in the church office.
d. The activity leader should keep a copy securely for the duration of the activity.
4. Nursery Forms
a. Must be completed by parent before leaving children in the Nursery.
b. Must be filed in the Nursery for the benefit of the volunteer staff.
c. Are valid for no more than one year but should be updated by parents when information changes.
5. Accountability Assurances
a. Keep Parents / Public Informed
i. Parents will receive a letter that provides a brief overview of how we proactively protect children in our care.
ii. It will provide information on how a full copy of this policy can be obtained.
iii. A current copy of this policy will be included in each Church Board handbook as well as all Officers of the Church will all receive a copy of this policy and be invited to participate in the training.
iv. Each Church Leader will be encouraged to suggest improvements at any time
v. A copy will be made available on the church’s website.
b. Formal Observations
i. SBC holds all our volunteers accountable through formal, informal and random observations of volunteers as they work with children.
ii. Each worker will be periodically observed while working with children.
iii. The Christian Education Board will determine the method, scope, and schedule of this observation.
iv. The Formal observations are recorded on the Worker Observation Worksheet and kept on file at the church; the formal observer is required to note what the class was doing during the observation time.
c. Informal Observations
i. Listed on Observation Log.
ii. Different persons will be asked to observe the classes from month to month.
d. Periodic Review
i. The content and of CHILD SAFETY POLICY training is set by the CE Board and to be reviewed annually
ii. SBC Board of Christian Education requests suggestions for improvement of policy.
iii. The CHILD SAFETY POLICY and its implementation must be reviewed annually.
iv. The Christian Education Board must approve all changes to the CHILD SAFETY POLICY.
v. Any questions about the interpretation of this policy shall be resolved by the Christian Education Board in consultation with the Pastor
e. Violations
i. Any observed violation of the CHILD SAFETY POLICY or other serious concerns they might have should be immediately reported to the SBC Ministry Leader or SBC Pastor.
ii. SBC will have a statement encouraging any child or parent with concerns about any of our volunteers to come report to the leadership of the church. The statement will be followed by an explanation of the chain of command and the procedure.