Child/Youth/Adult Safety Procedures

9-1-05

Child/Youth/Adult Safety Procedures

Tarrytown United Methodist Church

Guiding Principle

In accordance with the Southwest Texas Conference Policy on Child, Youth, and Adult Safety, (adopted at annual conference 2000) Tarrytown United Methodist Church has adopted the following set of Safety Procedures. Copies of both documents can be obtained through the Tarrytown United Methodist Church office.

Tarrytown United Methodist Church is fortunate to have persons with exceptional talent for teaching and supporting the spiritual nurture of our Children and Youth. We wish to encourage them to use their spiritual gifts. These Safety Procedures are for the well being of our Children, Youth, and Adults participating in the ministries of Tarrytown United Methodist Church .

We recognize that safety is an issue that involves the whole Church family, not just those who work directly in ministry with Children and Youth. Therefore, we are asking all of our Church family to be informed and help us provide a safe environment for ministry.

Definitions

“Child/Children”: Children of Tarrytown United Methodist Church from birth through 5 th grade.

“Youth”: Youth of Tarrytown United Methodist Church in 6 th through 12 th grades or of corresponding age. “Adult”: Any person who is over 18 years of age. “Sponsor”: An Adult who serves as a volunteer Covered Worker with Youth on a weekly basis through UMYF. This does not include Sunday School teachers.

“Covered Worker”: Persons (including both Adults and Youth) in positions of trust, including both volunteer and paid staff of Tarrytown United Methodist Church, but not including Guest Speakers or Occasional Drivers, who have on-going planned involvement with Children and Youth at Church-sponsored activities.

“Guest Speaker”: An Adult not regularly involved in Children or Youth ministry at Tarrytown United Methodist Church asked to teach a specific subject matter on a short-term basis, who may or may not be paid.

“Occasional Drivers”: Adults who provide occasional transportation for Children and/or Youth during Church-sponsored Children or Youth ministries, but who are not otherwise responsible for supervision of the activity.

“Abuse”: An act or omission that endangers or impairs a child or youth's physical, mental, or emotional health and development. Child Abuse may take the form of physical or emotional injury, sexual abuse, sexual exploitation, physical neglect, or medical neglect.

“Church”: Tarrytown United Methodist Church

Paid Covered Workers:

Prior to working at Tarrytown United Methodist Church , all paid Covered Workers must have completed the following:

• Be provided with the Child/Youth/Adult Safety Procedures of Tarrytown United Methodist Church .

• Complete an Employee Application Form.

• Complete the Southwest Texas Conference of the United Methodist Church Consent for Criminal Background History Check Authorization Form. This requirement only applies to Covered Workers 16 years of age or older.

• Attend a personal interview with a designated staff member.

• Be provided with training material to include, but not be limited to, a description of the state reporting requirements and potential criminal sanctions for committing abuse, and a copy of these Safety Procedures.

• Sign an acknowledgment statement of having received the “Guiding Principles For Ministry With Children & Youth”.

• Sign an acknowledgment statement of having received the “Child/Youth/Adult Safety Procedures”.

All paid Covered Workers will obtain CPR certification and First Aid Training within three months of employment and shall be re-certified not less than once every two (2) years.

All paid Covered Workers will complete the Southwest Texas Conference of the United Methodist Church Consent for Criminal Background History Check Authorization Form not less than once every three (3) years.

All paid Covered Workers shall be provided with a copy of these Child/Youth/Adult Safety Procedures each year.

Volunteer Covered Workers

Prior to on-going planned involvement with Children or Youth at Church-sponsored Children or Youth activities, all volunteer Covered Workers must have completed the following:

• Be provided with the Child/Youth/Adult Safety Procedures of Tarrytown United Methodist Church .

• Complete the Volunteer Covered Worker Application for Service Form.

• Sign an acknowledgment statement of having received the “Guiding Principles For Ministry With Children & Youth”.

• Sign an acknowledgment statement of having received the “Child/Youth/Adult Safety Procedures”.

Prior to ongoing planned involvement with children and youth, Volunteer Covered Workers will be involved in the Tarrytown United Methodist Church community for a period of at least six months or be known and approved by a member of the Church staff.

All volunteer Covered Workers will complete the Southwest Texas Conference of the United Methodist Church Consent for Criminal Background History Check Authorization Form not less than once every four (4) years.

All volunteer Covered Workers shall be provided with a copy of these Child/Youth/Adult Safety Procedures each year.

Confidentiality

All forms will be kept on file in the Church office. All sections of applications marked “confidential” and any background check returns will be kept in a confidential file in the
Church office.

Procedures for Working With Children and Youth

Covered Workers shall not Abuse Children or Youth.

Plans will be made for a minimum of two unrelated Adult Covered Workers, not including Guest Speakers, to be present for Children and Youth activities. If, for some reason, only one Adult is present, there must be visibility into the room at all times. This does not preclude the participation of related Covered Workers when an unrelated Covered Worker is also present.

We recognize the value, in limited situations, of planned one-on-one ministry between Covered Workers and Children or Youth. This type of ministry will not occur on a regular basis without the parents of the Child/Youth being informed of the ministry.

Overnight Activities

Coed overnight activities require the presence of unrelated male and female Adult Covered Workers without exception. This does not preclude the participation of related Covered Workers when an unrelated Covered Worker is also present.

Age Requirements

Covered Workers under 18 years old or not at least five years older than the oldest Child or Youth with whom he/she is working may not be left alone with or in charge of a group of Children or Youth, but may serve as a helper with and supervised by a Covered Worker meeting the requirements of these Procedures.

Transportation

All drivers of vehicles transporting Children or Youth for Church-sponsored events described herein must (i) be at least twenty-one years of age, (ii) possess a current, valid drivers license, (iii) have proof of insurance at, at least , the State minimum limits, and (iv) not be otherwise disqualified from driving (i.e. under medication and the like). There may be times when only one Adult is in a vehicle for such transportation. In this case efforts will be made to inform the parents.

Prior written parental (or guardian) permission is required for events requiring transportation to and from the event location.

Occasional Drivers may be used for periodic transportation to and from Children or Youth ministries without meeting the qualifications of a Volunteer Covered Worker.

Any Church shuttle bus shall be equipped with at least one installed child safety seat during any activity during which Children under the age of four may be riding in the bus.

Dismissal of Children and Youth From Church Events

Children in the Nursery up through Second Grade will not be released from a class or program until a parent (guardian) has come to retrieve them. If someone other than a parent will be picking up the Child, it is necessary to make prior arrangements with the Covered Worker in charge of the event or class.

Children in Third through Fifth Grades, and Youth, will be released from a class or program at the designated ending time. A Covered Worker will be present as long as there are Children or Youth remaining for the class or program.

Nursery Positive Identification System

Nursery, Toddler, and Two-Year Old classes will use an identification system to drop off and pick up Children.

Safety

CPR/First Aid: The church will make available CPR/First Aid training for all Covered Workers once a year. First Aid kits will be located through out the building.

Exemptions From These Procedures

These Procedures do not apply to those persons who are employees of independent contractors who are involved in Youth and Child events, such as bus drivers of contracted bus lines.

These Procedures do not apply to employees or volunteers from other organizations during outreach activities, and District or Conference events, where Tarrytown United Methodist Children or Youth are present.

These Procedures do not apply to organizations that use Tarrytown United Methodist Church facilities, but have their own governing bodies.

The Children's Day Out of Tarrytown United Methodist Church comes within the purview of the State. Nothing in this policy is meant to alter or change any requirements imposed by the State. The SW Texas Conference Policy exempts licensed facilities from coverage understanding that the State requirements are sufficient.

Modified Procedures for Boy Scouts of America Programs

The Church is the chartering organization for Troop 399, Pack 20, and Crew Unit 1 of the Boy Scouts of America. The Boy Scouts of America ("BSA") have developed a comprehensive Youth Protection Training program covering all adult volunteers who work with the youth participating in scouting programs and designed to address the safety of scouting activities. Therefore, in lieu of the foregoing requirements of these Procedures, all adult volunteers working directly with the scouting program shall meet the following requirements:

(a) be trained in the BSA's Youth Protection Training program;

(b) submit and have approved results returned on a criminal background check conducted through the Capital Area Council of BSA; and

Reporting and Responding to Abuse

Texas State Law Obligation To Report

A person having cause to believe that a child's physical or mental health or welfare has been adversely affected by abuse or neglect by any person is obligated by Texas law to immediately make a report to a law enforcement agency or to the Texas Department of Family and Protective Services (TDFPS) Child Abuse Hotline (800-252-5400) or secure website at https://www.txabusehotline.org/ . If the person is in doubt regarding whether a report should be made, he or she shall telephone the agency and discuss the situation with a counselor to determine whether a report should be made. This call may be made anonymously. A person shall make a written record of the name and the title of the counselor with whom he or she spoke and the recommendation made by the counselor.

Church Requirement for Notification of Senior Pastor/Chair of SPR Committee

Any person having cause to believe that a Child or Youth is subject to Abuse in connection with any Church activity should immediately report the incident to the Senior Pastor and the Chairperson of the Staff Parish Relations Committee. If the allegation is in relation to the Senior Pastor, the person is to contact the Chairperson of the Staff Parish Relations Committee and the Lay Leader.

B. Should Abuse allegations occur, Covered Workers will:

• Respond to each allegation in a serious manner;

• Treat each allegation with confidentiality and respect for the privacy of all involved persons;

• Cooperate fully with civil authorities;

• Extend genuine care to all victims of Abuse.

Responding to the Report

When someone receives a report of an incident of Abuse, or suspected Abuse, he or she shall immediately take steps necessary to ensure the safety of the alleged victim.

• The person reporting the suspected Abuse and the Senior Pastor, or Chairperson of the Staff Parish Relations Committee in a joint effort, shall complete the written “Incident Report”.

• In the case of an allegation, these guidelines should be followed by the Senior Pastor:

(1) Document the incident or allegation.

(2) Report the incident as required by state law, notify the Church's legal counsel, and insurance company.

(3) Do not prejudge the situation, but take the allegations seriously. Extend pastoral resources as needed.

(4) Treat the accused with dignity and support. The accused should be removed from his or her position as a Covered Worker with Children or Youth until the allegations are fully investigated and resolved. In the case of paid Covered Workers, the Senior Pastor, in consultation with the Staff Parish Relations Committee, shall determine the extent to which employment and compensation should be continued during the investigation.

Policy Review and Revision

These procedures will be reviewed annually through the office of the Associate Pastor; Director of Spiritual Nurture Ministries. Any modifications will be approved by Leadership Council.

ADOPTED: April 22, 2001 (effective September 1, 2001 ).

AMENDED: September 8, 2002 (amendments effective January 1, 2003 ).

AMENDED: May 1, 2005 (amendments effective September 1, 2005 ).