Safe Place Policy

Safe Place Abuse Prevention Policy

TABLE OF CONTENTS

Section I    Introduction, Purpose, and Definitions……………………… 1-3

Section II   Procedures for Recruitment, Screening, Hiring, and       Church Activities   4-6

Section III  Reporting and Responding to a Report of Suspicious or Inappropriate Activity……………………………………………………………….. 7-9

 

Attachments

Suspected Abuse Incident Report Form………………………………………….. A1

Employee and Volunteer Ministry Application Form……………………… A2

Employee and Volunteer Ministry RE-Application Form………………….. A3

Authorization and Request for Criminal Records Check For Employees and Volunteers A4

Employee and Volunteer reference form  …………………………………….. A5

Minutes Form for Meetings…………………………………………………………. A6

accident report form………………………………………………………………… A7

(FOR INCIDENTS NOT INVOLVING ALLEGED ABUSE)

Classroom disclipline policy ………………………………………………………. A8

driver safety checklist……………………………………………………………….. A9

education and training objectives for employees and volunteers… A10

 

INTERNET USAGE POLICY ….………………………………………………………  ……A11

Contact information……………………………………………………………….. A12

Outline training plan……………………………………………………………….. A13

 

Section I Tyger River Presbyterian Church (TRPC)

Safe Place Policy

Introduction

Jesus said, “Whoever welcomes one such child in my name welcomes me. If any of you put a stumbling block before one of these little ones who believe in me, it would be better for you if a great millstone were fastened around your neck and you were drowned in the depth of the sea.” (Matthew 18:5-6).

Children are our present and our future, our hope, our teachers, our inspiration. They are full participants in the life of the church and in the realm of God.  Jesus was indignant when he said “Let the little children come to me; do not stop them; for it is to such as these that the kingdom of God belongs.” (Mark 10:14)

During each baptism of an infant, child or adult into this covenant of faith, the members of this church pledge to uphold that person in the spirit of Christ and to teach, strengthen and support the individual’s relationship with the Church Family.  In Tyger River Church’s core values, we state that we value our church as “a safe place to explore your faith journey; and…where families are nurtured, children are cherished, and singles are welcomed.” We are especially called to be intolerant of abuse, exploitation or harassment in any form: physical, emotional, or sexual.

God calls us to make churches safe places, protecting children and other persons from sexual and ritual abuse.  God calls us to create a loving community of faith where children and adults grow safe and strong. In response to this challenge, the Session of Tyger River Presbyterian Church offers this policy in hopes of reducing the risk of all forms of abuse.

In our pledge to sustain one another in the Gospel of Christ, we shall also undertake to preserve the integrity of each person within our Church Family. TRPC is committed to the sanctity of children, youth, and adults whether members, guests or employees.  A well-implemented safe place policy not only protects children and youth, but also adults who provide leadership.

 

Purpose

The purpose of the safe place policy is to create an environment and a document that demonstrates our commitment to the physical and emotional safety and spiritual growth of all our children, youth, and adults.

 

Scope

Effectiveness Review to be done by a team of at least four designated people by the DCE to carry out safe place policies.

• DCE will maintain the Safe Place Policy, and documentation of all training, which will include a change log to keep track of changes to this policy.
• Recommendations for changes to the Safe Place Policy will be brought to the full Session for approval.

 

Definitions 

For the purpose of this policy, the following definitions will be in effect:

Abuse – Generally, child abuse is categorized in four primary forms: physical,     emotional, neglect, and sexual.

Physical abuse can include, but is not limited to, deliberate behavior which results in physical injury, or causes bodily harm to a child.

Emotional abuse – Abuse in which a person exposes a child to spoken and/or unspoken violence or emotional cruelty.

Sexual Abuse – is that which consists of sexual contact or interactions with a child or adult including physical contact (fondling, genital/oral stimulation, sexual intercourse) and nonphysical contact (exhibitionism, child prostitution, pornography, and voyeurism). The perpetrator may be another juvenile.

Neglect – Abuse in which a person endangers a child’s health, safety, or welfare through           negligence.

Adult – Anyone 18 years of age or older or considered an adult under the law.

Brotherhood Mutual – Insurance Agency of TRPC and TRCC.

Child – Any person under the age of eighteen years old or considered a minor under the law.

Church activity – includes any and all gatherings that arise from TRPC/TRCC generated worship, educational, fellowship, administrative, pastoral, or recreational events. These events include on-campus and off-campus gatherings approved by session.

DCE - Director of Christian Education at Tyger River Presbyterian Church.

Elder on Opening and Closing Duty – Monthly rotation of at least one Active Session member who is available during worship and Christian education on Sunday mornings.

Junior Christian Education Elder – Active Elder serving on Session over Christian Education for the shortest amount of time.

Employee or Staff member – Any person who is employed and/or compensated by the Church/TRCC. Staff member does not include independent contractors. Nothing herein is intended to change the status of any employee or independent contractor as may be established by federal, state, local or common law.

Mandated Reporter – a person required by state law to report any and all suspected incidents of child abuse, including child sexual abuse, that come to their attention to DSS or Law enforcement. Under South Carolina law, all practitioners of healing, including ministers, professional counselors, marriage and family therapists, teachers, nurses, social workers, or any other persons are mandated to report if they have reasonable cause to believe that a child’s physical or mental health or welfare has been, or may be, adversely affected by abuse or neglect, (South Carolina Code of Laws 1976, Section 20-7-510). By statue, failure to report is a misdemeanor.

Personnel Team – Consists of at least one active Elder, at least two other members, including the Pastor of the church that are responsible for the professional relationships of the staff and the church and annual review of employment evaluations, policies, and records.

Reasonable Suspicion/Reasonable Cause to Suspect: a belief or opinion based on facts or circumstances that are sufficient to cause a prudent person to want to inquire further, to take protective action, or to report to the proper authorities, or to an appropriate person.

Reporter – the person who claims knowledge of or sexual misconduct by a person and makes the initial report. The reporter may or may not be the person identified as a victim of the alleged sexual misconduct, and may be an individual or an entity. A person such as a family member, friend, or colleague of the person identified as victim may be the reported whose information initiates an inquiry.

Responding Team (RT) – Team consists of at least two of the following: the Clerk of Session; Director of Christian Education; Pastor, Head of Staff; Senior Christian Education Elder; Senior Personnel Elder; and Legal Counsel.

Senior Christian Education Elder – Active Elders serving on Session of Tyger River Presbyterian Church for the longest period of time.

Senior Personnel Elder – the active Elder on the personnel team

Sexual Assault – occurs when the abuse is intentional and is committed either by a)physical force, violence, threat, or intimidation; b)ignoring the objections of another person; c)causing another’s intoxication or impairment through the use of drugs or alcohol; or d)taking advantage of another person’s incapacitation, state of intimidation, helplessness, or other inability to consent.

Sexual Harassment/Unlawful Harassment – unwelcome conduct of a sexual nature

Sexual Malfeasance is defined as the broken trust resulting from sexual activity within a ministerial relationship or other professional/lay relationship. This definition is not meant to cover relationships between spouses, nor is it meant to restrict church professionals from having normal, mutual, social, intimate, or marital relationships.

 

Examples of professional relationship include counselor-client; lay employee-church member; teacher-student.

 

Examples of sexual malfeasance include, but are not limited to adultery, indecent exposure, sexual activity, sexual intercourse and sexual acts within a counseling relationship.

 

Sexual Misconduct - Sexual misconduct is the comprehensive term used within this policy to include: sexual abuse of minors or adults, rape or sexual assault, or sexual harassment. Sexual misconduct is an abuse of authority and power, and it breaches Christian ethical principles by using a trust relationship to gain advantage over another for personal gratification in an abusive, exploitive, and unjust manner.

TRCC – Tyger River Children’s Center is a faith based after school and summer program but is not limited to after school and summer activities (e.g. overnights, field trips, etc).

Tyger River and TRPC– refer to Tyger River Presbyterian Church and including all activities and organizations associated under the church. (Including TRCC, Boy Scouts, etc.).

Victim – an aggrieved child, youth, adult or disadvantaged party in a crime or disaster

Volunteer – a person who provides services for a church, or related organization, without financial or material remuneration. For the purposes of a Sexual Abuse Policy, expectations of the church are the same for volunteers as employees.

Vulnerability – a condition in which there is less than full capacity to face and resist invasion of one’s own boundaries due to some deficiency or imbalance in social, mental, spiritual, or experiential development, status or power.

Youth - A child who is over the age of twelve or at least in the sixth grade of school and up to the age of eighteen.

 

Section II.   PROCEDURES FOR RECRUITMENT, SCREENING, HIRING, AND CHURCH ACTIVITIES

A: Screening and Training

• All TRCC employees will receive first aid/CPR training paid for by TRCC
• Any Tyger River employees and volunteers will be eligible but not required to receive first aid/CPR training paid for by TRPC
• In order to volunteer for any program involving children or youth at Tyger River, a person must have been actively participating at Tyger River for a minimum of 6 months. A new member/visitor may participate in youth-related activities during their initial six months at Tyger River, but they cannot hold an official volunteer position and their presence would be in addition to the required employees or volunteers. They may not be in the presence of a child or youth alone.
• All new volunteers working with children or youth in TRPC (including, CE, little lambs, baby lambs, music programs, youth, or VBS etc.) will receive initial orientation/safe place training directly from the DCE, or designated person which will be conducted at least two times per year.
• No volunteer will be “grandfathered” out of the training requirement, no matter how long they have served.  The DCE will document training and maintain records.
• DCE or assignee will develop and continually revise as needed an “update” course, based on policy changes on C.E. part of TRPC website.  Volunteers will receive the update on their own at a time to be determined by DCE.
• All prospective employees and adult volunteers will have background checks as part of their initial orientation.   Prior to consideration for a position, any candidate who may be working with children, youth, or the disabled will complete and return an initial ministry application (see attachment A2).  Any information indicating that a candidate poses a threat to others or has any prior history of physical or sexual abuse directed against another person will result in the immediate removal of the individual candidate from consideration for employment or from volunteering for any activity involving youth or children.
• Records of background checks for employees will be maintained by the personnel team.  For volunteers the DCE will obtain background checks and share with personnel as needed.  Records of background checks will be kept in an active file as long as the person is actively involved at Tyger River.  When the person is no longer involved, the records will be moved to an inactive file.  All background checks, active and inactive, will be kept in a secure location.
• All volunteers and employees will complete:

Employee and Volunteer Ministry Application Form (Attachment A2),

Authorization and Request for Criminal Background Check (Attachment A4),

Employee and Volunteer Reference Form (Attachment A5), Education and Training       Objectives Covenant for the Employee and Volunteers (Attachment A10) Attend   employee and volunteer training (Section IV), before working with children or youth;     and, If transporting youth, all drivers must fill out Driver Safety Checklist (Attachment

A9).

 

B.  Procedures for all Children’s Groups, Christian Education, and Worship Education

• All children’s groups in Sunday School and worship education will be supervised by adults at least 21 years old.
• At no time shall an employee or volunteer be allowed to be alone with one child or one youth.  The only exception to this policy would be in a situation in which the contact occurs in a public place or other persons are able to clearly witness the interaction by being in and out of the area where the employee or volunteer is working with the child or youth. If a situation unexpectedly does not meet the criteria of this policy then alternatives must be put into place so that the event is in compliance.

• Elder on opening and closing will check hall during worship at least twice, including downstairs hall and all bathrooms.
• The communication team has developed and will monitor an acceptable use policy for Internet access. All employees and volunteers will read, sign, and adhere to this acceptable use policy. Attachment A11 is the policy handled by the Communications Team.

• Employees and volunteers are expected to avoid, to the greatest extent possible, any situation in which they could be alone or out of sight of others, with a single child.  This is to protect:

1) children against situations in which abuse might occur, and

2) adults against false accusation of child abuse.

• The use of restrooms by children in or near classrooms must be carefully supervised and controlled.  The following actions should be followed as closely as possible: If Tyger River employees and volunteers are assisting younger children; doors to the facility must remain open. TRPC employees and volunteers will always use proper supervision when children are using public bathrooms to ensure their safety.

C.  Procedures for all activities off-site

• Any activity must be supervised by at least two screened volunteers, including activities at a private residence.
• Any overnight activity must include a male and a female adult screened volunteer (under the Safe Place Policy or a policy equivalent to Safe Place) if male and female youth/children are present.
• All TRPC youth/C.E. off-site activities will be coordinated with DCE, including itinerary.   A calendar of TRCC off-site activities is available in the church office.
• Only in an emergency shall an employee or volunteer be allowed to be alone with one child or one youth.  The only exception to this policy would be in a situation in which the contact occurs in a public place or other persons are able to clearly witness the interaction by being in and out of the area where the employee or volunteer is working with the child or youth.  If a situation unexpectedly does not meet the criteria of this policy then alternatives must be put into place so that the event is in compliance.
• A goal is to avoid situations where one adult volunteer/employees member and one youth/child are the only occupants in a vehicle.  Care shall be taken in planning  transportation to minimize the likelihood.
• Off-site middle or high school youth activities will be arranged to have a ratio of at least one adult per eight youths*.
• Off-site activities for children through 5^th grade will be arranged to have a ratio of at least one adult per five children*.

* TRCC will follow their own guidelines as outlined in their handbook.

 

D.  Procedures for use of Tyger River facilities by groups not affiliated with Tyger River

• Providing these guidelines does not make Tyger River responsible for the conduct of any such group or person.  Such groups or persons are independent and are outside the supervision and control of Tyger River.
• Any organization using TRPC facilities for non-church sponsored activities with children or youth (e.g. Boy Scouts, etc.) will be required to comply with the Safe Place Policy.   At no time shall an employee or volunteer be allowed to be alone with one child or one youth.  The only exception to this policy would be in a situation in which the contact occurs in a public place or other persons are able to clearly witness the interaction by being in and out of the area where the employee or volunteer is working with the child or youth.   If a situation unexpectedly does not meet the criteria of this policy then alternatives must be put into place so that the event is in compliance.
• Any organization using Tyger River’s facilities will present evidence of their current insurance status and provide updates of any changes, to be maintained by the church office administrator.
• At the time an arrangement is made for any non-TRPC group or person to use the church facility, it shall be the duty of the contact person within Tyger River to obtain written confirmation from the outside group’s program director or contact of their need to comply with TRPC’s Safe Place Policy.  This written confirmation shall be given to and kept by the TRPC church administrator.

 

E.  Insurance:

• The annual effectiveness review of the Safe Place Policy will include consideration of any changes deemed necessary in liability insurance coverage.

 

Section III. REPORTING AND RESPONDING TO A REPORT OF SUSPICIOUS OR INAPPROPRIATE ACTIVITY

As the church, we believe that God loves all of us as we are all children of God. Periodically, we encounter those who have done more to tear down the community than to build it up. Some of these would be dangerous to children and youth. At the same time, there are situations where an accused is, in fact, innocent. In either case, we at TRPC cannot act irresponsibly. To protect all parties involved, we have established these guidelines for responding to and reporting allegations of inappropriate activity. The primary tenet to be followed is that reporting and responding be handled with fairness, expediency, and confidentiality.

 

A.     Initial Reporting of Suspicious or Inappropriate Activity

All volunteers and employees should always be alert for any signs of inappropriate activity including but not limited to misconduct or abuse that may occur during church events as well as signs that something may be occurring outside of TRPC or TRCC.

Standard: If there is any concern about inappropriate activity, any volunteer or employee shall report the incident as described below.

Inappropriate activity observed or brought to the attention of an employee or volunteer must be reported immediately to an appropriate person. An appropriate person(s) to whom to make this report (attachment A1) would be the Pastor of TRPC; the Clerk of Session; DCE; or the Director of Tyger River Children’s Center (TRCC).

1. No further action should be taken by the employee or volunteer, except to take any action necessary to protect the victim involved. To protect the child or youth from further possible abuse or harassment, TRPC may prohibit the alleged accused access to the alleged victim.
2. All employees and volunteers retain the right to report any incident to authorities if in their judgment it is necessary.
3. The volunteer/employee who either observed the alleged abuse or suspicious behavior and/or received a report of such activity should then complete with as much specificity as possible the Suspected Abuse Incident Report Form (see attachment A1). Apart from completing the form, there should be no further conversations with the alleged victim or the accused.
4. The appropriate person receiving the initial report of inappropriate activity will report immediately to one of the following people to jointly take the Incident Report Form: 1) the Pastor/Moderator of TRPC; 2) the Clerk of Session; 3) the DCE; or 4) the Director of TRCC.
5. If any of the appropriate people listed in paragraph #1 have reasonable suspicion that an abuse has taken place law enforcement and/or Department of Social Services (DSS) will be immediately notified. After appropriate authorities have been notified, any one of the mentioned people in paragraph #1 will inform and call together church legal counsel, any two people of the responding team, and the church liability insurer within 48 hours before proceeding beyond this step. In the case where any of these people is the alleged perpetrator, the report should be made to two of the other persons listed above recorded on the minutes form (See attachment A6).
6. If a reported incident does not provide reasonable suspicion of abuse, an RT will not be formed. The incident report forms will be filed on TRPC property in secure storage (lock and key).
7. If an incident report is made, the accused will be notified by a member of the Responding team.

 

B.     Responding Team (RT)

1. If reasonable suspicion exists, a Responding Team (RT) will be formed upon the completion of the Suspected Abuse Incident Report Form (see attachment A1). It will consist of at least two of the following: the Clerk of Session, DCE, Pastor/Head of Staff, Senior Christian Education Elder and/or Senior Personnel Elder. Legal Counsel will be invited to participate in the Responding Team meetings. If any of these persons are involved as either the reporter of abuse or the subject of the allegation, then the Junior Christian Education Elder shall become the other member of the RT. If the allegation involves an employee, the Senior Personnel Elder shall be a member of the RT. Based on the specific circumstances, additional members may be added to the RT. Pastors and employees will be held to the current standards set by the General Assembly of the PC(USA) and outlined in the Book of Order (Section D-7.0204 and D-11.0203)
2. The RT will maintain documents of its efforts to respond to the allegations. This means that the RT will keep dated minutes on attachment A6 of all meetings and interactions with all involved and each RT member will sign such minutes on the day of each meeting or interaction. The RT will continue to communicate with authorities and document the findings on attachment A6 which will be carried out by the authorities, following the required notifications.
3. Under no circumstances should the RT or any of its members further investigate the reported incident. Likewise, under no circumstances should the RT approach the accused person(s) without consulting legal counsel for investigative purposes. In consultation with legal counsel, the parent(s) and/or legal guardian of the alleged victim and/or the accused individual will be notified.
4. If the accused has assigned duties within the life of TRPC, that person must be temporarily relieved of his/her duties until the investigation is concluded. This should be accomplished with the oversight and direction of legal counsel. This determination may include suspension with or without pay. In the event of an unsubstantiated allegation, the RT will make a determination as to whether the individual will be allowed to return to work as an employee or volunteer at TRPC or TRCC. The RT will consider the individual’s likely effectiveness in working with children/youth following an investigation of abuse. An employee has the right to appeal the decision to the Personnel Committee. A volunteer has the right to appeal the decision to the Clerk of Session.
5. After the RT has been notified, Foothills Presbytery’s Sexual Ethics Committee will be notified.

 

The RT will also develop a plan of action to include the following:

• Notify the current insurance carrier of the incident immediately and comply with its investigation;
• Cooperate with legal and state authorities in their investigations;
• Prepare a written statement and designate a spokesperson to respond to media inquiries;
• Provide assistance to the alleged victim and his/her family in obtaining counseling or referral to a mental health professional, if needed;
• Provide assistance to the alleged abuser and his/her family in obtaining counseling or referral to a mental health professional, if needed.
• Respond to the needs of the family of the alleged victim and the accused by providing recommendations for resolution
• Inform the affected volunteer(s) and paid employee(s) of the need for confidentiality
• Consider and respond to the concerns of other parents or interested parties
• Assist to evaluate and update these polices and procedures annually.

 

PRINCIPLES GOVERNING ANY ALLEGED ABUSE RESPONSE

All allegations shall be regarded as serious, and adequate care, respect, professionalism, and due consideration shall be given to the rights and privacy of both the alleged victim and the alleged accused. Therefore, to ensure confidentiality, all involved persons should not speak to anyone outside the RT, legal counsel or the appropriate authorities about the incident. All employees and volunteers are expected to avoid denial, minimalization, or blame, during the period of investigation of the allegation.

In the case of an alleged, only the RT, legal counsel, personnel team if the alleged incident involves an employee, and Foothills Presbytery’s Ethics Committee shall have access to the information on all related documents. The documents shall be kept on TRPC property in secure storage (lock and key).

The RT, in its discretion, may assign a person to each of the accused and the alleged victim as a contact and for support.

After the RT has fulfilled its legal reporting requirements, a spokesperson will be designated. This person will be the sole individual communicating to outside authorities or other persons (including the Session, the congregation, the Presbytery and the media) regarding the incident. The spokesperson may be either a member of the RT or a representative of the RT may be appointed with skills necessary to handle such communications.

All Tyger River and TRCC employees and volunteers are expected to cooperate fully with the investigation authorities, with guidance from legal counsel.