Carolina Beach Presbyterian Church
Child and Youth Protection Policy
Approved by Session January 8, 2009
Carolina Beach Presbyterian Church
Child and Youth Protection Policy
Table of Contents
Page #
1. Policy Overview ------------------------------------------------------- 3
2. Applicability ----------------------------------------------------------- 3
3. Screening and Training of Employees and Volunteers --------3
4. Supervision ------------------------------------------------------------- 5
A. Two Adult Policy -------------------------------------------------- 5
B. Open Door Policy -------------------------------------------------- 6
C. Volunteer Membership Policy ----------------------------------- 6
D. Children/Youth Supervision Procedures --------------------- 6
5. Reporting ---------------------------------------------------------------- 9
6. Responding ------------------------------------------------------------- 10
7. Scouting Program ----------------------------------------------------- 11
Appendix A – Employee and Volunteer Youth Programs Application Forms --------------------------------------------------------------12
Appendix B – Employee and Volunteer Youth Programs Recommitment Form -------------------------------------------------------------- 16
Carolina Beach Presbyterian Church
Child and Youth Protection Policy
1. Policy Overview -- This policy is to put in place at Carolina Beach Presbyterian Church (CBPC) the necessary guidelines to provide a safe and secure environment for children and youth at CBPC and to protect children and youth from sexual, physical, and emotional abuse while participating in CBPC activities. Most importantly, the purpose of this policy is to guide CBPC as an institution in the conduct of its employees and volunteers and prevent incidents and allegations of child abuse. But if an allegation is made, to provide a mechanism to deal with reported concerns and subsequent actions and at the same time protect adult volunteers and employees from unwarranted allegations of child abuse.
The terminology of “Children and Youth” used throughout this policy apply to those under the age of 18.
2. Applicability – This policy applies to persons including CBPC Pastor, Director of Christian Education, other employees and volunteers participating in all children and youth programs of CBPC, including but not limited to:
Education Hour/Sunday School classes
Children and Youth fellowship programs
Church sponsored retreats, mission trips, etc.
Scouting programs (See Section 7)
Children and youth choirs
Nurseries and child care
3. Screening and Training of Employees and Volunteers –
A. Personal interviews, application forms, personal and professional references, and criminal background checks are required for all employees and volunteers.
B. Volunteers will be processed and reviewed by the Director of Christian Education and Christian Education Committee. After a volunteer is identified, and recruited, they first attend a training session conducted by the Christian Education Committee. This training includes foundation information about why child and youth protection policies are needed, the components of CBPC’s policy, how to report, how the church will respond and appropriate skills for supervising and chaperoning children and youth. At the conclusion of the training session the volunteers complete and sign the Employee and Volunteer Youth Programs Application Form (Appendix A). Signing the form indicates their willingness to participate as a volunteer with the Children and Youth programs of the CBPC, that they have completed the training, and also that they give CBPC permission to conduct the background checks. The Director of Christian Education and Moderator of the Christian Education Committee, as necessary, will be the only persons to view the application forms and results of the background checks. The Director of Christian Education will forward the final volunteer list to Session for approval.
C. Employees will be reviewed by the Personnel Committee except for the Pastor who is reviewed through the Pastoral Search and Call process during which time these various processes are also conducted. For employee positions, prior references will also be checked. Any employee who may have dealings with the Children and Youth programs must also attend training on the Children and Youth Protection Policy and complete the Employee and Volunteer Youth Programs Application Form and submit to background checks.
D. Interviews, reference checks, employment records, and background checks, are to be documented in writing, and become confidential church property and kept in a locked safe. These records will be made available to the employee, or volunteer, if requested.
E. In addition to initially signing the Employee and Volunteer Youth Programs Application Form (Appendix A) at the beginning of their service, employees and volunteers are required to reapply every six (6) years when background checks are renewed. Note: Annually, by August all employees and volunteers will be asked to review the current Child and Youth Protection Policy and sign an Employee and Volunteer Youth Programs Recommitment Form (Appendix B).
F. Any candidate for volunteer service who has a past conviction or pending proceeding addressing an allegation of child abuse or neglect cannot work with children and youth at CBPC.
4. Supervision -
A. Two Adult Policy – Employees and volunteers should make every effort to avoid any situation in which they could be alone with a child or youth except in emergency situations. Ordinarily, at least two adults, of at least 18 years of age, will supervise all church sponsored programs and activities involving children and youth whether on or off campus. It should be noted that for legal reasons, spouses cannot be compelled to testify against one another in a court of law; therefore husbands and wives count as one adult. Therefore, when practical or possible, a husband/wife team will be scheduled with another volunteer. The two adult policy extends to all off campus and overnight events.
Exceptions may be made when the child’s parent gives written permission to the church office for a volunteer or staff member to be alone with a child/youth.
Adults should make a reasonable effort to remain in sight of one another at all times if possible except in emergency situations. The presence of two or more adults prevents awkward circumstances where child abuse could occur or be alleged, allows shared leadership, and facilitates appropriate discipline.
When one-on-one interactions between children and youth and employee/volunteers are necessary (i.e. emergency situations and pastoral care occasions) care should be taken to conduct the meeting in an environment that provides visibility by other adults. Another adult should have knowledge of the employee/volunteer’s whereabouts and with whom they are meeting. It is also important for the employee/volunteer to notify another adult before and after the period during which he/she is alone with the child.
When it is necessary to provide unplanned transportation for a child to get home during or after an event, an effort should be made to contact the family and inform them of the situation before transporting the child.
On overnight activities, there should be at least two leaders, and if male and female children/youth are involved, there should be at least one leader of each gender. Separate changing areas should be designated for males and females and designated off limits to members of the opposite sex. When leaders share sleeping accommodations with children/youth, each sleeping area should have a minimum of one leader and two children/youth. Care should be taken to ensure the privacy of children/youth.
B. Open Door Policy – Doors to rooms in which children and youth are present should remain open unless they have uncovered windows. Employees and volunteers are expected to avoid any situation in which they could be alone with a child or youth or are out of sight of others except in emergency situations.
C. Volunteers Membership Policy -- All volunteers for children and youth programs will be on the active, baptized, or affiliate membership roll of CBPC. “Short term” (non-member) volunteers for a designated specific event for which there are not sufficient regular volunteers available may be approved by the Director of Christian Education or Moderator of the Christian Education Committee as long as there is follow-up notification to Session. Any exception to this policy should be approved by the Session.
D. Children/Youth Supervision Procedures
1. Nursery – A 2-tag system for identification is used for children brought to the nursery and left with the nursery attendants. The 2-tags are identical. When the child arrives, one tag is attached to the child, the other tag given to the parent. When the parent returns for the child the attendant compares the two tags before the child is returned to the parent. For safety reasons, parents are discouraged from entering the nursery.
2. Pastoral Counseling – One-on-one pastoral counseling initiated by the pastor will only be conducted with prior notification of the child’s parent(s) or guardian(s). Children and youth may initiate confidential pastoral counseling with the pastor without parental/guardian notification.
3. Designated church leaders by the Christian Education Committee and/or the Director of Christian Education will make random, periodic checks to the Christian Education areas of the church building during the Education Hour time.
4. All volunteers and church leaders should be instructed to introduce themselves to individuals who are wandering or loitering around areas where children/youth are present. Suspicious behavior is to be reported immediately to church leadership.
5. Classroom management and discipline should make it clear that if a child’s behavior is unacceptable, the child is still loved and lovable. Children are best handled in a quiet and gentle manner. Children will be told what the teacher expects. Striking a child or physically forcing them is not to be used to make them behave. Screaming, harsh language, or “put-downs” are not to be used. Withholding food or drink should not be used as a form of discipline.
6. A child should never be forced to participate in an activity in which he or she does not feel comfortable. Allow the child to sit on the sidelines and watch in full view of the leaders.
7. If a child in third grade and above needs to leave the class, ordinarily teachers, or the Director of Christian Education should monitor the length of time the child is away from the classroom and investigate the situation if the time seems excessive.
8. If a child below third grade needs to leave the class, ordinarily an adult volunteer should accompany the child. If the child needs to use the rest room, the adult volunteer should wait at the rest room door for the child. The child should be encouraged to complete all aspects of toileting alone with assistance given only when absolutely necessary.
9. Children/youth should not be dismissed from a class or program until the program ends. After a program ends, children and youth should be supervised until their parents arrive to care for them. If parents are in the church building, children (through elementary age) should remain with church leaders until parents receive them; youth, middle school (6th grade) and up may be directed to go to meet their parents.
10. Children/youth should only be released to a properly identified and preauthorized adult unless a signed release has been retained in the church records.
11. Children should not be permitted to roam unsupervised in the church building or on church grounds. To assist in this, parents are responsible for supervising their children when not in programs. Likewise, parents should be requested to drop off and pick up on time.
12. Children/youth will be photographed/videotaped only while fully clothed and in situations which are in good taste and not embarrassing to the participants.
13. “Secret groups” or activities are not permitted.
14. Proper display of affection is an important means of demonstrating our love and concern for children. Touching should be in response to the need of the child and not the need of the adult. Touching or other physical contact should be governed by the age and developmental stage of the child. Any resistance from the child should be respected. Touching should be open and not secretive. Refrain from tickling, and avoid from touching a child under his/her clothing. Touching should avoid breasts, buttocks, and groin.
15. All church activities or outings outside of normal church calendar should be approved by the Session. Activities will be designed to allow for participation and well being of each participant. All equipment used should be safe.
16. When Church and Education Programs can benefit from the internet, church leaders will screen web sites prior to their use and will closely monitor the users. Children and youth should not have unsupervised access to the internet.
5. Reporting – The law and this policy make the responsibility for reporting child abuse and suspicions of child abuse very clear. Every employee and volunteer of CBPC is required to report any situation which presents a suspicion that child abuse may have occurred.
For Volunteers – Such reports should be made to the Pastor, Director of Christian Education, or Moderator of the Christian Education Committee.
For Employees – Such report should be made to the Pastor, Moderator of the Personnel Committee, or any current adult Elder of Session.
Initial Reporting -- Such reports should be made within 24 hours after the occurrence.
Any report of child abuse made by a child about their care by a parent, guardian, youth, adult, or CBPC employee or volunteer, despite how unlikely such report may seem, must be relayed to the officials listed above. A written statement shall be required from the individual reporting the alleged incident. The statement should include all information related to the alleged incident and then must be signed and dated. The report needs to include: date of alleged incident, time of alleged incident, witnesses (if any) and any other facts surrounding the alleged incident. If the individual is unwilling or unable to provide such a document, then the church official shall provide a written statement of the conversation and sign and date the document. If the individual or a witness does not give a written signed statement, the verbal accusation will not be ignored. CBPC where there is reasonable suspicion that criminal activity has, or may have, taken place has a duty to report the situation to appropriate local authorities for investigation. All concerns and reporting will be kept strictly confidential. The details of the reporting will be presented to the Pastor or Moderator of the Personnel Committee, as appropriate, for follow-through investigation.
6. Responding -- Every allegation shall be taken seriously. Adequate care, respect, and confidentiality shall be offered to alleged victims and perpetrators until the allegation is substantiated or cleared. The Pastor, or Moderator of the Personnel Committee (whoever is decided to handle the case) will immediately contact the legal counsel/legal subcommittee and liability insurance carrier. In consultation with the legal counsel/legal subcommittee, the Pastor/ Moderator will notify the parent(s) or legal guardian of the alleged victim. The Pastor/Moderator will also notify the accused individual. Written documentation, relating to the matter shall be kept in a confidential file.
The Pastor or Moderator of the Personnel Committee may decide to complete an internal investigation in addition to that which will be carried out by the authorities, following the required notification. If so, the investigation will be conducted by the Personnel Committee.
An individual accused of child abuse may be placed on leave from his/her responsibilities at the discretion of the Pastor/Moderator of the Personnel Committee. For employees this may be with or without pay.
To protect the child or youth from further possible abuse or harassment CBPC will prohibit the accused individual access to the alleged victim and other children and youth in the ministries sponsored by CBPC. In the event of an unsubstantiated allegation, the Pastor/Moderator will make a determination as to whether the individual will be allowed to return to work as an employee or volunteer at the church.
A volunteer has the right to appeal the decision of the Pastor/Moderator to the Session in an appropriate time and manner.
Investigations are to be completed as quickly as possible, ordinarily in 2 to 3 calendar days. Efforts should be made not to exceed 10 calendar days. All evidence including documents, calendars, notes, letters, gifts, e-mails, pictures are to be gathered and retained. No evidence is to be discarded or deleted. All evidence is to be safeguarded and kept in strictest confidence for three (3) years after completion of the investigation.
Depending upon who handles the case, the Pastor/Moderator or Personnel Committee investigation will come to a decision as to whether or not there is sufficient cause to inform the appropriate Presbytery committee of the need for their involvement and investigation to help support the work done by the CBPC. A report will be written summarizing the statements and evidence collected and the findings will be reported to the session (first) and then the parties (second) involved. The Personnel Committee shall be careful to be sensitive to the needs of all parties involved. This will include a follow up call by the Pastor with the parties involved within one (1) month of the investigation.
7. Scouting Program – The “Scouting Program” applies to both the Cub Scout and Boy Scouts Programs chartered by the CBPC. The Boy Scouts Association of America and the leaders of the Cub and Boy Scout Programs at CBPC will be responsible for their own Child and Youth Protection policies within their own groups including their scouts, leaders and volunteers.
Appendix A
Carolina Beach Presbyterian Church Employee and Volunteer Youth Programs
Application Forms
Carolina Beach Presbyterian Church
Employee and Volunteer Youth Programs Application Form
Name: _________________________________________________
Last First Middle Maiden
Address: _____________________________________________________
Street City State Zip
How Long at this Address? ____________ If less than 2 years, please give previous address and number of years at that address _________________
____________________________________________________________
Home Phone: ________________ Work Phone: ___________________
Cell Phone: _________________
Social Security Number: _________________
Member or affiliate member of CBPC since: ________________
List names and addresses of other churches you have attended regularly in the last 5 years : ______________________________________________
____________________________________________________________
Area of youth work you are interested in serving: ____________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
List previous experience and/or training and education you have had working with children/youth in this church, other churches, or other organizations: _________________________________________________
_____________________________________________________________
_____________________________________________________________
_______________________________________________________________________________________________________________________________________________________________________________________
Personnel References – Please list 3 references that are familiar with your character as it relates to working with children/youth. Do not list former employees or relatives
____________________________________________________________
Name Address Phone Number
____________________________________________________________
Name Address Phone Number
____________________________________________________________
Name Address Phone Number
Is there any health related reason that would keep you from effectively working with or cause any potential harm to children? ________ If yes, please explain: _____________________________________________
__________________________________________________________
The following questions may be sensitive to some individuals but are necessary to be asked in order to help ensure a safe and secure environment for our children and for the protection of our volunteers and staff. All information is held strictly confidential. If you have any concerns answering these questions please discuss this matter with the Pastor or Director of Christian Education first. Answering the question “yes”, or leaving the question unanswered, does not automatically disqualify you from working with children and youth.
Do you use illegal drugs or abuse alcohol? Yes ____ No ____
Have you ever been arrested or convicted of a criminal charge?
Yes ____ No ____
Has there ever been any child abuse reports filed against you?
Yes ____ No ____
Has your driver’s license ever been suspended or revoked?
Yes ____ No ____
Have you ever been denied participation in supervising youth activities in any organization? Yes ____ No ____
Applicant’s Statement for Participation in Youth Programs
The information contained in this application is correct and complete to the best of my knowledge. I authorize any references, churches, or other organizations listed in this application to give Carolina Beach Presbyterian Church (CBPC) any information they may have (including employer’s opinions) regarding my character and fitness for working with children and youth and I hereby release all such references, churches, or other organizations from liability for damages of whatever kind or nature that may result from furnishing such evaluations to CBPC.
Should my application be accepted, I agree to follow the Child and Youth Protection Policy and to refrain from inappropriate conduct in the performance of my services on behalf of the church. I understand that any violation of this Policy or misrepresentation of information that I have provided may result in termination of employment or volunteer service with children/youth.
I have no past conviction of or pending proceeding addressing an allegation of child abuse or neglect.
I authorize that a criminal background investigation may be conducted about me and I also authorize any information pertaining to convictions contained in police, or criminal files whether state or local, be released to the church. In so authorizing, I release any law enforcement agencies, CBPC or those individuals receiving the results of this check from any and all liability resulting from such disclosure.
I acknowledge that I have read the Child and Youth Protection Policy and I wish to apply for a volunteer (or staff position, as appropriate) working with children and youth at Carolina Beach Presbyterian Church, Carolina Beach, North Carolina.
_______________________________ _______________________
Signature of Applicant Date
_______________________________ _______________________
Reviewed by Date
Appendix B
Carolina Beach Presbyterian Church
Employee and Volunteer Youth Programs
Recommitment Form
Carolina Beach Presbyterian Church
Employee and Volunteer Youth Programs Recommitment Form
Name: _______________________________________________________
Last First Middle Maiden
Address: _____________________________________________________
Street City State Zip
Home Phone: __________________ Work Phone: ____________________
Cell Phone: ____________________ SSN: _________________
In the past year, are there pending, or have you been convicted of, or claimed no contest, to any criminal charges that might affect your eligibility to work with children and/or youth at Carolina Beach Presbyterian Church (CBPC)? If yes, please describe, __________________________________
__________________________________________________________________________________________________________________________
Is there any health related reason that would keep you from effectively working with or cause any potential harm to children and or youth? ______
If yes, Please explain, ___________________________________________
__________________________________________________________________________________________________________________________
Please list the CBPC child and youth programs in which you are involved: __________________________________________________________________________________________________________________________
Applicant’s Recommitment Statement
The information in this Recommitment Form is correct and complete to the best of my knowledge. I acknowledge that I have read the CBPC Child and Youth Protection Policy and will continue to follow the guidelines of the policy. I wish to continue working with the Children and Youth Programs at CBPC for the next year.
_____________________________________ _________________
Signature of Applicant Date
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