ADULT VOLUNTEER APPLICATION
Christ United Church
SAFE SANCTUARIES POLICY
Updated December 2023
OUR MANDATE
This policy and its accompanying procedures demonstrate our absolute and unwavering commitment to the physical safety and spiritual growth of all our children, youth, senior citizens, and at-risk adults.
Definitions of Abuse:
● Physical abuse – abuse in which a person deliberately and intentionally 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.
● Neglect – abuse in which a person endangers a child’s health, safety, or welfare through negligence.
● Sexual abuse – abuse in which sexual contact between a child and an adult (or another older and more powerful youth) occurs.
● Ritual abuse – abuse in which physical, sexual, or psychological violations of a child are inflicted regularly, intentionally, and in a stylized way by a person or persons responsible for the child’s welfare.
● Abuse of vulnerable adults – ritual, emotional, or sexual abuse of any person over 19 years of age with physical, mental and/or developmental disabilities.
Consequences of abuse:
● When one child is abused within a church or Christian program, many victims are created, including the child, the congregation, the child’s family, and often the family of the abuser.
● The congregation becomes a victim after abuse is revealed and relationships are fractured. It may also suffer for a long time when civil or criminal litigation ensues as a result of the abuse.
● Of foremost importance is the child who has been harmed and for whom care must be provided.
No congregation can afford, either financially, ethically, or morally to fail in implementing strategies for the reduction and prevention of any and every kind of abuse. Therefore, it shall be the policy and covenant of Christ United Church to do everything in our power to prevent physical, emotional or sexual abuse against children, youth, and adults with developmental disabilities involved in any ministry of our local congregations.
Further, we are called to minister to those persons who are experiencing abuse and to those who have been victims of abuse in the past. To that end we covenant to be aware of our legal responsibilities and to comply with those responsibilities and go beyond those responsibilities when necessary to act justly in the best interest of those who have been abused or those who are most vulnerable to abuse.
Careful screening is the best way to reduce the risk of abuse of children, youth and vulnerable adults. It can be time consuming and expensive, but well worth the effort and peace of mind that comes with having the most reliable, committed and experienced staff and volunteers in place for every program that involves children, youth and vulnerable adults.
Although it is our fervent hope and prayer that child sexual abuse does not occur in our programs, we must put into place sufficient mechanisms to reduce the risk of abuse of children, youth, and those who work with them. For that purpose, our ministries shall implement the following procedures in ministry programs and events.
STANDARDS, CRITERIA, and RESPONSIBILITIES
Minimum age
The following standards for authority figures and adult leaders (whether volunteers or staff) are designed to separate authority figures and adult leaders from the group they are serving by age or enough years to reinforce recognition of the authority figure and adult leader’s role.
1. Authority figure is a person who is the primary leader of any youth, children, or at-risk or vulnerable adult activity and such person is required to be twenty-one (21) years of age or older. To work with youth (grades six and above) the authority figure must be a minimum of age 21 and it is recommended they are at least four years older than the youth involved.
2. Adults are all persons who have attained the age of majority (19 years in Alabama). To work with youth (grades six and above) the authority figure must be a minimum of age 21 and it is recommended they are at least four years older than the youth involved.
3. Assistants – defined as persons who lend aid to the authority figure or adult leader and act at the direction of the authority figure or adult leader, including volunteers, interns, and camp counselors. Whether working with youth or children, assistants must be:
A. A minimum of 12 years of age and four years older than the participants, and
B. In the judgment of a staff member, competent to assist in the activity.
C. An assistant less than 18 years of age may not be counted as an adult in the child/adult ratios.
D. An assistant must lend aid with at least two authority figures present.
Two-adult rule
A minimum of two non-related adults are to be utilized in all programming with children, youth, and at-risk adults. When it is impossible to staff with two non-related adults, there must be an additional adult serving as a floater with visual and physical access to all areas.
Open-door policy
Classrooms or child care rooms should be open to visitation at any time without prior notice by staff, parents, or other volunteers.
Sign-in and Sign-out Procedures
Sign-in and sign-out procedures should be in place for all ministries for and with children in the church when parents are not expected to be present.
Six-month rule
It is highly recommended that a six-month rule be established in the selection of volunteers wishing to give service in the areas of children and youth ministry for non-outreach activities. This means that all volunteers demonstrate an active relationship in good standing in the congregation or campus religious organization for a minimum of six months. Persons not meeting this minimum requirement may serve only in an assistant capacity with two other non-related adults.
Adult/Child ratios
All ratios must be understood in light of first having two adults present at all times. Adults should never be alone with a child or youth. This can include, but is not limited to an automobile while taking a young person home, a classroom with windowless or locked doors, or a cabin at camp.
State codes are required for day care centers and school-based programs and are a strong standard for all programs to follow. This includes Sunday school, mid-week, and summer programs.
Alabama State Codes for child care ratios:
• Birth to 18 months – 1 Adult to 5 Children
• 18 months to 2 ½ years of age – 1 Adult to 7 Children
• 24 months to 36 months of age – 1 Adult to 8 Children
• 2 ½ year to 4 years of age – 1 Adult to 11 Children
• 4 years of age to school age – 1 Adult to 18 Children
• School age to 8 years of age – 1 Adult to 21 Children
• 8 years of age and older – 1 Adult to 28 Children
Note: For more information contact the Alabama Department of Human Resources
Participants who are physically or mentally impaired:
• Those needing constant and individual assistance or supervision – 1 leader to 1 participant
• Those needing close, but not constant, assistance or supervision – 1 leader to 2 participants
• Those needing occasional assistance – 1 leader to 4 participants
• Those needing minimal assistance – 1 leader to 5 participants
Overnight programs:
Overnight events include summer camps, retreats, mission trips, lock-ins, or any event that extends through the evening. The adults staying with the young people must always be the same gender as the young people. The adults must never share a bed with a young person and should not be alone in the room with a young person at any time.
• Grades 1-3 – 1 adult to 8 young people
• Grades 4-8 – 1 adult to 10 young people
• Grades 9-12 – 1adult to 12 young people
Motel/hotel settings
• Students must be placed in single-gender rooms. If rooms adjoin, both rooms should be the same gender.
• Adults of the same gender should be assigned to each room of students, and, where available, placed in adjoining rooms with the adjoining doors propped open at all times.
• In the event that adjoining rooms are unavailable, multiple adults of the same gender will receive the keys to the non-adjoining rooms with instructions to make sure to stop by unannounced to those non adjoining rooms.
• Adults are never to share a bed with a child of whom they are not the parent.
Transportation
• All drivers should be screened in the same manner as other leadership for an event including a review of their motor vehicle record.
• When private vehicles are used to transport young people for programmed church-related events, leaders should ensure that appropriate insurance is being maintained by both the church and the private driver.
• All drivers must be 21 years of age or older.
• Where possible, it is recommended that two adults be placed in each vehicle or the vehicles teamed in minimum groups of two that stay together at all times.
• The safety policies and guidelines for the operation of church-owned vehicles should be strictly followed at all times.
• On all planned trips, a signed, permission slip with medical authorization should be on file. In the absence of such a form, the adult should call a parent or relative to pick up the child.
Mentoring
Mentoring programs or other efforts to pair young people with caring adults are often credited with being the key to a young person’s success in life. Therefore, mentoring programs should follow these guidelines:
• Provide basic screening and background checks for all adults who will be working with children and youth.
• Establish clear written guidelines for settings, boundaries, and the environment where the mentoring will occur.
• Providing training for all adults (or youth, if they will be working with children) who are interested in being mentors.
• Make it clear that all persons are expected to follow church guidelines for reducing the risk of abuse.
• Outings should be in public places with routes and time frames agreed upon in advance, and known to all. Outings with several mentors and young people are preferred.
• One-to-one mentoring or tutoring should take place in a group setting, such as one large room rather than individual rooms spread throughout the church building.
Non-Licensed Guidance or Meetings
At any non-licensed meeting or session, where someone is seeking guidance, with children, youth, or adults of the opposite gender, any non-windowed door of the room used should remain open for the entire session. Ideally, the session will be conducted at a time when others are nearby, even if they are not within listening distance. A guidance session should never be held in secret, even if it is requested.
Whenever someone seeks guidance, it is important to determine in the initial meeting if the staff or volunteer is actually capable of addressing the needs effectively. If not, the person should be referred to a professional counselor.
Licensed Guidance or Meetings
Licensed counseling will be pursuant to the conduct expected by the approved licensing body.
Interpersonal boundaries
Adult workers with youth and children must be attentive to:
• Appropriate dress codes
• Appropriate use of language
• Appropriate demonstrations of affection and encouragement.
Home visitation
When visiting a young person in their home as part of a program related activity, the two non-related adult rules still apply. Educating young people of these requirements before they visit is most beneficial.
RECRUITING, SCREENING, AND TRAINING
Recruiting and screening volunteer and paid staff
1. All persons employed or volunteering as an authority figure or adult leader for children/youth shall:
a. Complete Application/Commitment Form. (form at end of this policy)
b. Provide three (3) character references. References may be contacted on all applicants having access to children, youth and vulnerable adults.
c. Be interviewed by the director of the ministry or designated ministry staff.
d. Consent to the following background checks:
i. Multi-state criminal and sexual offender check based on social security number
ii. Motor vehicle records (for those who will be transporting children, youth, or at-risk adults)
iii. A background check is valid for two years.
e. Have the experience and qualifications for the position.
f. Be trained by the church in maintaining the Safe sanctuaries policies within 14 days of employment or beginning of volunteer leadership.
2. All persons employed or volunteering as an assistant for children/youth shall:
a. Complete an Application/Commitment Form.
b. Be interviewed by the director of the ministry or program.
c. Provide character references contacts
d. Consent to the following background checks: (if applicable)
i. Multi-state criminal and sexual offender check based on social security number
ii. Motor vehicle records (for those who will be transporting children, youth or at-risk adults)
e. Be trained by the church in maintaining the Safe sanctuaries policies.
3. In the event a substitute worker needs to be brought in under last minute circumstances, that person must:
a. Complete an Application/Commitment form.
b. Provide a character reference who can be contacted immediately by the director.
c. Complete a basic orientation/training provided by the director or other supervisor before working.
d. Consent to the following background check:
i. Multi-state criminal and sexual offender check based on social security number.
4. A Temporary/Single Event volunteer may be enlisted at the discretion of the responsible Ministry Leader.
REPORTING ABUSE
Reporting abuse or alleged abuse in Alabama:
Alabama’s mandatory child abuse and neglect reporting law states that all school teachers and officials, social workers, day care workers or employees, mental health professionals, members of the clergy as defined in Rule 505 of the Alabama Rules of Evidence, or any other person called upon to render aid or medical assistance to any child, when the child is known or suspected to be a victim of child abuse or neglect, shall be required to report, or cause a report to be made of the same, orally, either by telephone or direct communication immediately, followed by a written report, to a duly constituted authority. When an initial report is made to a law enforcement official, the official subsequently shall inform the Department of Human Resources of the report so that the department can carry out its responsibility to provide protective services when deemed appropriate to the respective child or children.
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