Safe Sanctuary
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Safe Sanctuary Example Policy

 Do You Know Where Your Policy Is?

Is your Safe Sanctuary Policy current?  Have all your staff members, both paid and non-paid who are working with children and youth had national background checks completed?  Are you in compliance with the policy?  Now that the new school year has begun, it is a great time to review your policy, make sure everyone has been trained on the policy and procedures, and your background checks are current.

Click here to download a PDF  file of this example

Safe Sanctuary Example Policy

Safe Sanctuary Policy
Your Church Name” UMC

Why we have this policy in Place:
• Biblical Mandate
• Part of the baptism covenant we make with each child
• Mandated from the General Conference of 1996 that each United Methodist Church have a policy
• For the protection of volunteers in case of false allegations of abuse
• Our Insurance company will not cover the church without a policy in place
PURPOSE: It is the purpose and intent of the churches in the North Alabama Conference to provide a safe, secure environment to teach and care for the children and vulnerable adults of our faith family.
GOAL: Our goal is to protect children and vulnerable adults from sexual abuse, child molestation or any type of inappropriate sexual behavior by employees or volunteers of the church and to protect employees and volunteers from false accusations.

STATEMENT OF COVENANT:
• Acknowledge the risks
• Adopt an ongoing plan
• Take steps to implement the plan
• Continue ministry to our church families and neighbors

DEFINITION:
CHILD SEXUAL ABUSE: The National Resource Center on Child Sexual Abuse defines child sexual abuse as "any sexual activity with a child or vulnerable adult, whether in the home by a caretaker, in a day-care situation, in any organized ministry, whether at the main facility (church) or away, or in any other setting, including on the street by a person unknown to the child. The abuser may be an adult, an adolescent, or another child.

Child sexual abuse can be violent or non-violent. It is criminal behavior that involves children or vulnerable adults in sexual behavior. Child sexual abuse can involve fondling; penetration of the oral, genital, and anal areas; intercourse; and forcible rape. Other forms of abuse can include verbal comments, any exposure to pornographic materials, inappropriate internet activity, obscene phone calls, exhibitionism, or allowing children to witness sexual activity.

MINOR: A minor is any individual under the age of 18 years.

VULNERABLE ADULT: Any person over 18 years of age with physical, mental and/or developmental disabilities.

POLICIES AND PROCEDURES

The policy and procedure set forth below will apply to all people who give supervision or have custody of minors or who have opportunity to have contact with minors in church facilities or church sponsored activities whether clergy, paid staff, or volunteer. This policy will address four (4) areas that are critical for the protection of the children, our employees and our church: selection process, protection policy, reporting procedures, and responses to allegations.

DEFINITIONS:

A. EMPLOYEE – anyone who is paid by the church on a full-time or part-time basis, whether or not they work directly with preschoolers, children and students
B. VOLUNTEER – anyone who is not paid by the church on a full-time or part-time basis, and is serving in any position involving the supervision or custody of minors. Examples: Nursery, childcare, preschool, grade school, middle school, high school, and college workers, bus drivers, teachers, chaperones, others as designated by the Church Administrator.
C. MINORS – In addition to the above requirements a minor who is an employee or volunteer must also submit a separate certification from his or her parent or guardian that the parent or guardian “knows no reason why the minor should not be allowed to work directly or indirectly with other minors.” Minors should NEVER be allowed to supervise children without constant adult supervision.

I. SELECTION PROCESS:

Current or new employee
• Job description
• Complete a confidential application form with 3 reference checks including former employees
• Complete a background check consent form
• Received appropriate clearances of all checks to work with minors
• Personal interview summary.
• Attend yearly safe sanctuary training
• Background check renewals every 3 years

Regular, Occasional, and Last minute volunteer
o Complete a confidential application form
o Provide references
o Permission to run a criminal records check
o Attend yearly safe sanctuary training
o Received appropriate clearances on all checks to work with minors

All records, forms and reports will become a part of the employee’s confidential personnel file. All volunteers records, forms and reports will be keep on confidential file by the Safe Sanctuary Team at the local church.
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BACKGROUND CHECKS: ESS www.es2.com 866.859.0143 toll free
205.879.0143 local. Identify yourself as being affiliated with the North Alabama Conference.

A background check must be performed for all in your church who work with, teach, counsel or chaperon children or vulnerable adults at any church, district or conference function. All adults without background checks may serve in a non-contact function under supervision of those approved. The name of each person in your church with a clear background check will be place on church letterhead, signed by the Safe Sanctuary team and sent to the appropriate District office to be kept on confidential file.


Criminal records checks will be limited to any criminal activity involving the following: (1) a minor; (2) child molestation, (3) any type of sexual offense; (4) any type of pornographic or obscene material; (5) any type of physical violence; and (6) suspected child abuse (7) any other offense that might jeopardize the safety of a minor.

BACKGROUND CHECK RENEWAL IS EVERY THREE YEARS with Safe Sanctuary training yearly.

SIX MONTH HOSPITALITY POLICY In addition to the above requirements, a volunteer must be a member of said church, or regular attendee, for at least six (6) months. A volunteer who does not meet these membership requirements may serve only upon approval of the Safe Sanctuary team and or appropriate age-group minister. There are ways to allow people to volunteer without direct contact with the children

SAFE SANCTUARY TRAINING Must be performed yearly and include:
• Copy of your Safe Sanctuary covenant statement
• Policies to be implemented
• Procedures for ministry
• Steps to report
• Details of state law

II. PROTECTION POLICY:
TWO ADULT RULE: Two non-related adults must always be present in groups of children except in emergency situations and where not reasonably feasible.
ALL PERSONS MUST BE AT LEAST FIVE YEARS OLDER than the age group they lead or supervise.
SIX MONTH HOSPITALITY RULE: Any volunteers working with children must be a member or attend regularly for at least six months. (SEE POLICY ABOVE)
RATIOS OF ADULT/CHILD
1:5 for elementary age
1: 5-7 sixth through eighth grades
1: 6-8 ninth through twelfth grades

VIEW WINDOWS/OPEN DOORS
The preschoolers, children and students will be placed in rooms with view windows(in doors or walls), half doors or open doors for all teaching/learning activities. A “floater” or hall monitor may also be used to make frequent room and restroom checks.

OVERNIGHT ACTIVITIES – (following all Safe Sanctuary policies and)

Hotel Setting: No adults in the bed with a child. Adults sleep in separate rooms with frequent room/hall/bathroom monitoring or check-ins. If possible, choose hotels with rooms opening to inside hallway. (P. 94) Joy Thornburg Melton, Safe Sanctuaries
Bunkroom Setting: At least 2 same gender adults may sleep in a large room with multiple bunk beds.

Off-site trips information exchange: Parent must receive contact info to include: start/stop times and location of event, program content and lodging information. Covenant rules expected of their child on trip.
Staff/volunteer/bus/car driver must receive from parent: all contact info, parent/guardian permission/liability form signed with health/emergency info included.

TRANSPORTAION:
Driver should have license and insurance on file with church.
Each parent must sign a permission/liability/emergency information form
• Everyone should wear seat belts
• No one under 85 pounds should sit in the front seat
• If a charter bus is rented ask the coach company if a background check is done on their drivers. If not our suggestion is to look for another charter bus company.
NEVER LET A YOUTH DRIVE FROM THE CHURCH TO OFF-SITE LOCATION. Either plan to meet at location or transport with adult drivers.
At least 2 adults and 2 youth when driving personal vehicles.

Consent forms may be completed for a one-year period and should be renewed annually. All consent forms will be considered valid until renewed.


Preschool Security Policies and Age-Specific Guidelines
Each church preschool must have a detailed, working preschool security policy that should be conscientiously followed and all Employees and Volunteers shall abide by the preschool security policy as well as any other applicable age-specific guidelines of the Safe Sanctuary policy
Weekday Programs
Due to the professional relationship of the teacher and student, parents understand that only one teacher may be present in certain learning or artistic performance programs. All professional teachers shall complete the “employee” selection process, even if they are volunteers
All staff and volunteers will be required to read and sign that they understand the guidelines for working with children/youth at “Your Church Name” UMC.
Outside Groups Meeting in Your Church Facilities
• It is recommended that the local church’s board of trustees/Safe Sanctuary team require that all outside organizations review, and agree to comply with all of the church’s safe sanctuary policy.
• They must provide their own background checks and train their own leadership, such as scouts and bring a copy of those documents to the coordinator for Safe Sanctuaries.

III. Reporting Procedures;
Notification is requested to be made to one of the following: …
Alabama State law encourages voluntary reporting of child abuse in faith-based ministry settings. In keeping with Christian beliefs that children should not be abused and neglected, “Your Church Name” UMC will practice and advocate voluntary compliance with the Alabama State law suggesting reporting of suspected abuse/neglect of children and vulnerable adults.

PROCEDURE:
1. Allegations of suspected abuse/neglect will be reported to the senior pastor, the Department of Human Resources and local law enforcement (Shelby County Sheriff).
2. A written abuse report is required to be placed to the authorities within 24 hours.
3. Notification must also be giving to the District Superintendent, the communication department of the NAC, and the Bishop.
4. If the Pastor is accused of abuse the Safe Sanctuary committee chair can directly report the incident to the District Superintendent.
*Nothing in the accomplishment of this policy is intended to call upon a pastor to violate the confidentiality of confession or clergy counseling relationship. Being mindful of the complex nature of Child Abuse, reporting, training, and consultation will be available to clergy and laypersons to prepare them for a faithful response.
IV. Response Procedures
1. A quick, compassionate and unified response to alleged incident of child abuse is expected.
2. All allegations will be taken seriously, with grace shown to ALL parties.
3. The Pastor will yield to the District Superintendent and church personnel are not to undertake an investigation of the incident. However, in all cases of reported or observed abuse in a children’s activity, all those present should be at the service of official investigation agencies.
4. The Church staff will not deny, minimize, or blame any individuals involved in the allegations. The church will minister to all involved and cooperate with authorities.
Conclusion
Keep a Christian perspective on how the church portrays the incident to the community and let the law decide the opinions of truth. Show respect to both parties and as a community of faith vow to keep these matters privy and provide the respect and privacy that the accused and accuser both so rightly deserve.