Safe Practices for Ministry among Children and Youth

Policies for Safe Practices for Church Members

Approved by Congregation Council on November 23, 2010

 A. Child and Youth Protection Policy

 a.  Points to Consider:

The following list has been used to guide our policy needs for the protection of minors in all programming at Grace Lutheran Church (GLC).

  1. We check references for all paid staff, including clergy, who have contact with minors.
  2. We check references of designated volunteers who will work with minors.
  3. We conduct criminal background checks of paid staff and designated volunteers who work with minors.
  4. We train designated volunteers and paid staff members who work with minors to understand the nature of child abuse and methods of abuse prevention.
  5. We train designated volunteers and paid staff members who work with minors in how to carry out our policies to prevent abuse.
  6. Our paid staff and volunteers are informed of state law requirements regarding child abuse and our responsibility for reporting incidents.
  7. We have a reporting procedure for a suspected incident of child abuse that follows the requirements of our state law.
  8. We have insurance coverage available in case a child abuse complaint occurs.
  9. We have a defined response plan to be implemented in case an allegation of child abuse is made against someone in our organization.
  10. We take our policies to prevent child abuse seriously, and we are committed to their enforcement for the safety and security of all of our children

 b.  Introduction:  

To help protect children, GLC has adopted the following Child and Youth Abuse Prevention Policy. It is important that all GLC paid staff and volunteers understand and implement these Policies to help prevent abuse against children. The following includes the Purpose and Definitions for these Policies, the outlines of Protection and Prevention, and an Acknowledgement to be signed by those people working with children.

 c.  Purpose

  1. These procedures are designed to reduce the risk of child abuse in order to:
  2. Provide a safe and secure environment for children, youth, adults, members, volunteers, visitors, and paid staff.
  3. Assist GLC in evaluating a person's suitability to supervise, oversee, and/or exert control over the activities of children and youth.
  4. Satisfy the concerns of parents and staff members with a screening process for paid staff and volunteers.
  5. Provide a system to respond to alleged victims of sexual abuse and their families, as well as the alleged perpetrator.
  6. Reduce the possibility of false accusations of abuse made against volunteers and paid staff.

d.  Definitions:  The following terms used herein and are defined as follows:

  1. Paid Staff: Any pastor, minister, youth director, or employee who is paid.
  2. Children/Youth/Minor: Children are minors who are fifth graders or younger.  Youth are minors who have completed the fifth grade.  Minors are any person who has not reached his/her 18th birthday or the age of majority as defined by state law. 
  3. Adult: Any person who has reached his/her 18th birthday or as defined by state law.
  4. Volunteer:  Any unpaid person engaged in or involved in activities with minors.
  5. Designated Volunteer:  Any unpaid person who directly oversees and/or exerts control or oversight over minors.
  6. Sexual Abuse: The employment, use, persuasion, inducement, enticement, or coercion of any minor or adult to engage in, or assist any other person to engage in, any sexually explicit conduct or any simulation of such conduct for the purpose of producing any visual depiction of such conduct or rape, and in cases of caretaker or inter-familial relationships, statutory rape, molestation, prostitution, or other form of sexual exploitation of minor or adult, or incest with a minor or adult, or as defined by federal and state law. This includes and is not limited to unwelcome sexual remarks, jokes, advances, leering, whistling, or sexual gestures; sexual touching, fondling, molestation, assault, or other intimate physical contact; compelling another person to engage in a sexual act by threats or fear or undue influence; and providing or displaying pornographic materials to another person.
  7. Emotional Abuse of Minors: Verbal or nonverbal conduct including mental exploitation, degrading communication, or humiliating or threatening conduct that may or may not include bullying or as defined by state law.
  8. Physical abuse:  Is inflicted by other than accidental means and may include cuts, bruises, broken bones burns, or internal injuries.
  9. Sexual Offender:  A person whose crime is considered a sexual offense as defined by state law.

e.  Staff Screening Procedures:  Covered under the Personnel Policy of GLC.

f.  Designated Volunteer Screening Procedures

  1. The following screening procedures are to be used with designated volunteers.  All information collected should be maintained in confidence.
  1. Designated Volunteer Application: Any volunteers who will work with a minor must complete the Volunteer Application. The release statement attached to the Application must be signed by the individual completing the Application to apply for and qualify for service. 
  2. Our Designated Volunteer Application includes questions regarding:
  • Current address.
  • Volunteer experience
  • Criminal history information.
  • Personal references.
  • Applications include a statement, which the applicant should acknowledge in writing, certifying that statements provided in the application are true and complete, and any misrepresentation or omission may be grounds for rejection of the applicant. This statement authorizes GLC to contact any individual or organization listed in the application.
  1. The Senior Pastor will review all statements made in the application.
  2. The Senior Pastor will conduct interviews with qualified applicants as appropriate.  Whenever possible, another adult member of GLC participate in the interview.
  3. If detrimental information is uncovered but the applicant remains desirable, discuss this information with the applicant. In the event the applicant is ultimately hired or accepted as a volunteer, document the reasons for overriding the prior information.
  4. Contact all listed references for designated volunteers and ask for any information that might help determine the applicant's suitability for the position. If a response is not received within a reasonable period of time, follow up and keep notes if possible.
  5. Criminal Background Check: GLC will conduct a criminal background check on all designated volunteers.  All criminal background checks will be updated periodically.  At minimum, the background check will include a multi-state criminal background check, a national sex offender registry check, an alias search, and a social security number trace.
  6. All volunteers will be required to have reviewed and signed the Child and Youth Abuse Prevention Policy. 
  7. Confidentiality:  Information obtained through the screening, application, reference check, interview, and criminal background check will be kept in confidence, unless otherwise required by law. All information discovered or obtained through the above referenced means will be kept in a secure location and access to it will be restricted.  These materials will be archived.

g.                  Supervision Procedures: 

  1. Supervision:  Unless an extenuating situation exists, GLC will have adequate number of screened and trained paid staff and/or designated volunteers present at events involving minors. Supervision will increase in proportion to the risk of the activity and age of the participants.

 

b. In the following situations, it may be acceptable for one adult to supervise:

  • the transportation of no more than 6 children or youth from church to a local event and back
  • teaching a class or conducting a rehearsal in a confined area
  • Confirmation mentoring or other one-on-one conversations, but only in an area visible to other people.
  • when children are accompanied to the restroom and a paid staff member or a volunteer waits outside the facility to escort the child back to the activity.
  • If the doors to a confined area are open.

c.  In the following situations, it is only acceptable for one person to supervise if they have a cell phone and a number of a supervisor to call:

  • the nursery (with two to four children)
  • Sunday School classrooms (with two to four children)

d.      In the following situations, it is NEVER acceptable for one person to supervise:

  • with only one child of any age in the nursery, in any Sunday School classroom, or in the bathroom

e.       Supervision recommendations for areas other than classrooms:

Grades Pre-School - 5:

  • Activities in confined areas: 2 adults to 6 children
  • Activities in unconfined areas (Great America, etc.): 1 adult to 4 children
  • Overnights:  1 parent/guardian per child

Grades 6 – 9:

  • Activities in confined areas:  1 adult to 6 youth
  • Activities in unconfined areas.):  2 adults to 6 youth
  • Overnights:  1 adult to 6 youth.  Genders must sleep in separate areas.  Youth will be supervised in sleeping areas. One adult and one youth should not share sleeping accommodations (room, bed, tent) unless they are immediate family.

Grades 10 – 12: 

  • Activities in confined areas:  1 – 2 adults to 6 youth
  • Activities in unconfined areas: at least 4 youth per unsupervised small groups--total group still needs 2 adults for 6 youth.
  • Overnights:   1 adult to 6 youth.  Genders must sleep in separate areas.  Youth will not be unsupervised in sleeping areas.  One adult and one youth should not share sleeping accommodations (room, bed, tent) unless they are immediate family.

ii. Release from classes/activities:

  1. Pre-School Students:  designated volunteers must release pre-school students from classes/activities to previously approved family members/guardians from a pre-determined area.
  2. Grades 1 – 6:  designated volunteers must release children in this age group to previously approved family members/guardians from a pre-determined area.
  3. Grades 7 – 12:  release from classes/activities must be supervised by one adult.
  4. There must be two adults if the predetermined release area is not a publicly occupied area.

iii. Permission/Medical Treatment Forms

 Before taking minors on trips GLC must obtain written parental permission, including a signed medical treatment form.  

  1. Drivers for youth activities must be at least 21 years of age.
  2. One adult and one unrelated minor must never be alone in a vehicle unless a permission slip has been signed by a parent or guardian allowing the minor to travel alone with the adult.
  3. GLC must verify that drivers have a valid driver’s license. 
  4. If drivers are using their own vehicle, they must present evidence of current automobile liability insurance equal to or above the minimum level for the state of Wisconsin.
  5. When seat belts are available, their use on GLC trips is mandatory.

iv Behavioral Guidelines:  All volunteers and paid staff will observe the following guidelines:

1. Do not provide alcoholic beverages, tobacco, drugs, contraband, or anything that is prohibited by law to minors.

2. Inappropriate touching is never acceptable.

3.  Never engage in physical discipline, physical abuse, verbal/mental abuse, emotional abuse, and/or sexual abuse of any kind.

4.  Inappropriate relationships developing between minors and adults will be referred to an individual with supervisory authority.

5. Observation of abuse of a minor will be reported immediately to the proper authorities and officials of GLC.

  1. Any offense against minors as defined by state law.
  2. A misdemeanor or felony offense as defined by state law that is classified as sexual assault, indecency with a minor or adult, assault of a minor or adult, injury to a minor or adult, abandoning or endangering a minor, sexual assault of a minor or adult, possession or promoting child pornography, enticing a minor, bigamy, incest, drug related offenses, or family violence.
  3. A prior criminal history of an offense against minors.
  1. Permission/Medical Treatment Forms
  2. Transportation: Before taking minors on trips GLC must obtain written parental permission, including a signed medical treatment form.
  1. Behavioral Guidelines:  All volunteers and paid staff will observe the following guidelines:
  1. Disqualification:  No person shall be a volunteer or designated volunteer for programming for minors at GLC who is known to have been convicted of the offenses outlined below, been on a probated sentence or received deferred adjudication for any offense outlined below, or is known to have any pending criminal charges for any offense outlined below until a determination of guilt or innocence has been made. The following are the disqualifying offenses:

 

h.  Sexual Offenders at GLC:  GLC may allow a person known to be a sexual offender as defined by WI Statue 301.45 (see appendix) to remain or become a member of the congregation, but they must adhere to specific guidelines.

  1. A known sexual offender cannot participate in any of the child or youth programs in any way.
  2. A known sexual offender can only attend predetermined worship services each week as established by the Senior Pastor.

 

i.  Response to Sexual Abuse:  GLC will respond promptly to investigate any accusation of sexual abuse. All accusations will be taken seriously.

  1. When an allegation is made involving sexual abuse, the person reporting the complaint is to be told about the guidelines and the procedures to be followed.   Then the Senior Pastor will:
  • Report the incident to appropriate authorities in accordance with the state mandatory reporting laws.
  • Report the matter to the Congregation President and Council.
  • Report the matter to GLC's insurance carrier.
  • Communicate with criminal and civil legal counsel of GLC especially for advice about reporting to the congregation or responding to the media.
  • During the investigation, a pastor or interim pastor of GLC shall maintain contact with the alleged victim(s) and alleged perpetrator and/or their parents or legal guardian.
  1. If a rostered employee is the individual accused of sexual abuse, then the Bishop of the Synod shall be notified by the Council President, and the Bishop will conduct the investigation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Child and Youth Abuse Prevention Policies

Acknowledgment

 

These policies have been designed to guide and assist you when working with minors at GLC. The information establishes general practices and guidelines for all volunteers and employees of GLC.  This document should not be construed in any way as a contract of employment or continued employment. GLC reserves the right to make changes in the content or application of these policies and to implement those changes with or without notice.

 

I have received a copy of the GLC's Child and Youth Abuse Prevention Policies. I understand it is my responsibility to become familiar with and adhere to these policies.

 

______________________________________

Print Name

 

______________________________________

Signature

 

______________________________________

Date

 

______________________________________

Witnessed by

 

 

 

 

Appendix:

Offenses requiring registration as a sex offender in the State of Wisconsin as defined by WI Statue 301.45.

940.225(1)       First Degree Sexual Assault

940.225(2)       Second Degree Sexual Assault

940.225(3)       Third Degree Sexual Assault

940.22(2)         Sexual Exploitation by Therapist

940.30             False Imprisonment-victim was minor and not the offender's child

940.31             Kidnapping -victim was minor and not the offender's child

944.01             Rape (old statute)

944.06             Incest

944.10             Sexual Intercourse with a Child (old statute)

944.11             Indecent Behavior with a Child (old statute)

944.12             Enticing Child for Immoral Purposes (old statute)

948.02(1)         First Degree Sexual Assault of a Child

948.02(2)         Second Degree Sexual Assault of a Child

948.025           Repeated Acts of Sexual Assault of a Child

948.05             Sexual Exploitation of a Child

948.055           Causing a child to View or Listen to Sexual Activity

948.06             Incest with a Child

948.07             Child Enticement

948.075           Use of a Computer to Facilitate a Sex Crime

948.08             Soliciting a Child for Prostitution

948.095           Sexual Assault of a Student by School Instructional Staff

948.11(2)(a)-(am)        Exposing Child to Harmful Material-felony sections

948.12             Possession of Child Pornography

948.13             Convicted Child Sex Offender Working with Children

948.30             Abduction of Another's Child

971.17             Not Guilty by Reason of Mental Disease-of a listed sex offense

975.06             Sex Crimes Law Commitment

980.01             Sexually Violent Person Commitment

The Court has discretion under Wisconsin statutes to require in a court order that a person register for violating these statutes:

Chapter 940    Crimes Against Life and Bodily Security

Chapter 944    Crimes Against Sexual Morality

Chapter 948    Crimes Against Children

971.17             Not Guilty by Reason of Mental Disease or Defect

943.01-943.15 Certain Crimes Against Property

942.08             Invasion of Privacy