Policies & Procedures
For The Prevention Of Child Abuse
Effective December 3, 2004
PURPOSE
It is the purpose of the members and staff of
SCOPE
This policy shall apply to all current and future workers,
compensated and/or volunteer, who will have responsibility of supervising the
activities of all children under 18 in one on one counseling situations,
overnight lock-ins, and all activities sponsored by Lake Oconee Lutheran Church.
DEFINITIONS
For the purpose of this policy the following definitions
shall apply:
1.
“Preschooler, child, youth,
and minor” shall be defined
as any individual under the age of 18, or those whose mental capacity is that of a minor.
2.
“Adult” shall be
defined as any individual at least 18 years of age.
3.
“Worker” shall be
defined as any adult who is given responsibility of working with or caring for
minors whether volunteer or paid.
4.
“Teenage Worker” shall be defined as any worker at least 14
years old or older, but under the age of 18, who has
been enlisted to assist with the care of minors.
5.
“Child Abuse” shall be defined as verbal, physical,
emotional, or sexual abuse of a
preschooler, child, youth, or minor.
6.
“Criminal Background Check” (CBC) is the procedure used to check the background of adult volunteers for criminal activity.
A. Screening
of Youth Leaders
Child and youth activity leaders must go through a
standardized screening procedure, overseen by the Board of Elders, for Church
Council approval. The Church Council
reserves the right to verify information regarding background and history of
activities with minors, as well as doing a criminal background check through www.screennow.com or www.state.ga.us/gbi (then click on sex offenders). This includes people working in youth
activities, Confirmation, music and educational activities, such as Sunday School, as well as the nursery. No one will be accepted who has had a
criminal sexual or physical abuse violation.
Leaders shall be informed of the rules they are required to follow in
their activities with minors and shall be required to sign that they will
faithfully follow these requirements.
The appropriate Screening Forms (Attachment A-D) shall be completed by
all child or youth leaders.
B. History
of Sexual Misconduct
Any adult who has been convicted of any type of child
related crime, sexual misconduct, or abuse may not participate in any capacity
in LOLC programs for children or youth.
C. 6 Month
Membership Rule
No volunteer will be allowed to work with minors
until they have been a member of the church for a minimum of six (6) months, or
a regular attendee for a minimum of one (1) year.
D. Two-Deep
Leadership
Two adult leaders must be present at each activity
with minors. Exceptions are to be
approved by the Board of Elders.
Activities will be held in rooms with a window in the door, or with the
door opened. All activities are subject
to monitoring by staff or appointed personnel.
E. Individual
Consultation
Individual consultation between adults, other than
pastoral staff, and minors must be done within the two-deep framework. In situations that require personal
conferences, mentoring or counseling, this should be conducted in the church
offices with at least one other approved leader present in the area (though not
necessarily in the office.) As a rule,
the counseling should be as public as possible, without sacrificing
effectiveness.
Unplanned individual contact on outings (such as for
counseling purposes) must be done in view of another adult or minor. Planned individual contact outside the church
building must occur only in public places and with the prior consent of the
minor and parent or guardian. Examples
would be a ride home or a conversation over a soft drink between an adult and
minor.
F. Respect
of Privacy
Adult leaders need to respect the privacy of minors
in situations such as use of rest rooms, changing into swimming suits, or
taking showers on overnight outings, and intrude only insofar as health and
safety require. They also need to
protect their own privacy in similar situations.
G. Separate
Accommodations
A minimum of two adults should be present at an
overnight activity. If participants are
both male and female, the adults should be male and female. If these conditions cannot be met, the event
should be cancelled. On other outings
that require that an adult share the room with a minor, the minors and parents
or guardians shall give prior consent.
The adult should avoid occupying the same bed as a minor, with the
exception of a parent or guardian.
H. Housing
When private homes are used for overnight events, the
program staff will use the standardized screening procedure for all adults involved
as hosts, hostesses and chaperons. At no
time may only one child or youth dwell in one home.
I.
Transportation
Transportation to and from events is the
responsibility of the families. During
events, drivers should avoid dropping off or picking up minors without being
accompanied by another adult. Any
deviations should have the prior consent of the parent. The Board of Elders shall set standards for
who is permitted to drive during events.
J.
Constructive Discipline
Discipline used in church activities should be
constructive and reflect Christian values.
Corporal punishment is never permitted.
K. Nursery
The nursery is required to have two leaders at all
times of operation. A
“check-in/check-out” procedure will be used for all children 3
years of age or younger.
L. Reporting
of Violations of Rules
If violations of these rules are observed, members of
the congregation are required to notify the Pastor, or President/Vice President
of the Church Council to report the violation
M. Mandatory
Reporting of Abuse
Any person having cause to believe that a
child’s physical or mental health has been or may be adversely affected
by abuse or neglect shall report the information to the Pastor and/or
President/Vice President of the Church Council immediately, who will assist
with ensuring that the appropriate reporting steps are followed, including:
·
Leave the
detailed interviewing of the child to the proper authorities. Question the
child or person reporting the incident only to the extent that a “Report in good
faith” will be made to
the local DFCS.
·
Fully
complying with the child abuse reporting statutes.
·
Immediately
contacting the insurance company to report the occurrence, and contacting the
church’s attorney.
·
Investigate
immediately, and conclude it as soon as possible.
·
Report
the incident within 24 hours to the Department of Family and Children’s
Services (DFCS) in the county in which the child resides. See Attachment E for
specifics.
·
The
Pastor will be responsible for confirming the facts reported and the condition
of the child on the same day on which the first report was made (see Attachment
E)
·
Maintain
confidentiality of the investigation as much as possible.
·
On the
same day the incident is reported to DFCS in the county where the child
resides, the report will be documented on a Child Abuse Report Form (Attachment
F).
·
Cooperate
fully with law enforcement officials.
·
Suspend
any accused from the performance of duties involving children until the
investigation has been completed.
·
Inform
the victim and his/her family of the steps being taken and the status of the
investigation. If child abuse is
confirmed, ask the victim’s
family what action they would like to take in the matter,
and fully cooperate to address their request within the bounds of a legal and
prudent response (church legal counsel should assist in this determination).
·
In
instances where child abuse is confirmed, the church should immediately dismiss
the worker from that position. In
instances where the evidence is inconclusive, the church must take action
depending on the strength of the evidence available and after consideration of
the victim’s family’s
request.
·
Keep the
congregation informed of the investigation with respect to matters that are not
confidential, so that the congregation will hear from the church rather than
from news media.
·
Promptly
take steps to plan for a response to the media.
Attachment A
SCREENING
FORM FOR THOSE WORKING WITH MINORS
OR
MENTALLY HANDICAPPED
This form is to be completed for any position (paid
or volunteer) involving the supervision or care of minors or the mentally
handicapped. This is being used to provide a safe and secure environment for
the activities or programs of
Name
_________________________________________________________________________
Last First Middle Maiden
Id or DL#
______________________________________________________________________
(Identify
MUST be confirmed with a driver’s license or DPS identification card)
Present Address _________________________________________________________________
Phone (______) ______ - ________Email
____________________________________________
Occupation __________________________________ Work
phone (______) ______ - ________
If at the above address less than one year provide
the previous address and employment.
Previous Address
_______________________________________________________________
Phone (______) ______ - ________Email
____________________________________________
Occupation __________________________________ Work
phone (______) ______ - ________
Have you ever been arrested for, charged with, under
probation for, or convicted of either sexual or physical abuse? _____ Yes _____
No If yes, please explain ____________________________
______________________________________________________________________________
______________________________________________________________________________
Personal References (3) Volunteers please include
two character references from previous employers or organizations where you
have previously served as volunteers.
Name Address Telephone
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
An
attachment of a photograph of the applicant will be made to this document if
approved as a volunteer or paid staff member of
Attachment B
SCREENING
FORM FOR TEENS WORKING WITH MINORS
OR
MENTALLY HANDICAPPED
This form is to be completed for any position (paid
or volunteer) involving the supervision or care of minors or the mentally
handicapped. This is being used to provide a safe and secure environment for
the activities or programs of
Name
_________________________________________________________________________
Last First Middle Maiden
Id or DL#
______________________________________________________________________
(Identify
MUST be confirmed with a driver’s license or DPS identification card)
Present Address
_________________________________________________________________
Phone (______) ______ - ________Email
____________________________________________
Occupation __________________________________ Work
phone (______) ______ - ________
If at the above address less than one year provide
the previous address and employment.
Previous Address
_______________________________________________________________
Phone (______) ______ - ________Email
____________________________________________
Occupation __________________________________ Work
phone (______) ______ - ________
I understand that in serving as a volunteer or in a
paid position for the ______________________
___________________ that I
am willing to abide by the policies and procedures set forth in the
______________________________________________________________________________
Signature
of Teen Worker Date
I do not know of any reason why my child should not
serve as a Teen Worker with Minors. They to do not
demonstrate any signs of being a potential risk to the church.
______________________________________________________________________________
Signature of Parent/Guardian Date
Attachment C
WORKERS
STATEMENT
The information contained in this screening form
is correct to the best of my knowledge. I authorize any references to give you
any information, including opinions, which they may have regarding my character
and fitness for work with minors or the mentally handicapped. Each reference will be asked to submit the
name of one person to be used as a reference. In consideration of the receipt
and evaluation of this application by
________________________________________________________, I hereby release any
individual, church, youth organization, charity, employer, reference, or any
other person or organization, including record custodians, both collectively
and individually, from any and all liability for damages of whatever kind or
nature which may at any time result to me, my heirs, or family, on account of
compliance or any attempts to comply with this authorization. I waive any right
that I may have to inspect any information provided about me by any person or
organization identified by me or my references in this screening form.
Should my application be accepted, I agree to be
bound by the Bylaws and Policies of _______________________ and to refrain from
unscriptural conduct in the performance of my services on behalf of
______________________________.
I further state that I have carefully read this
foregoing release and know the contents thereof; and sign this release as my
own free act. This is a legally binding agreement which I have read and
understand.
Print
Name______________________________________________Date__________________
Applicant’s
signature____________________________________________________________
Print Witness
Name_______________________________________Date__________________
Witness’s
Signature____________________________________________________________
Attachment D
CHRIMINAL
RECORDS CHECK AUTHORIZATION
I hereby give my permission for the
I, the undersigned, do for myself, my heirs,
executors and administrators, hereby remise, release and forever discharge and agree
to indemnify the Lake Oconee Lutheran Church and each of their officers,
directors, employees, and agents harmless from and against any and all causes
of actions, suits, liabilities, costs, debts, and sums of money, claims,
demands, whatsoever, and any and all
related attorney’s fees, court costs, and other expenses resulting from
the investigation of my background in
connections with my application to become a volunteer or employee of Lake
Oconee Lutheran Church.
Print Name______________________________________________Date__________________
Applicant’s
signature____________________________________________________________
Print Witness
Name_______________________________________Date__________________
Witness’s Signature____________________________________________________________
Attachment E
REDUCING
THE RISK APPLICATION CHECKLIST
TO BE
COMPLETED BY CLERGY/PROFESSIONAL
STAFF
PERSONS
In the case of an allegation of child/youth sexual
abuse, the volunteer or clergy staff person who observes or to whom the
information is given by ________________________________ and by state law to
complete the tasks listed below. Date and initial as each step is completed.
|
Date: __________ |
Initial: _______ |
1. For clergy and paid professional staff:
remove the accused from the situation and suspend the accused from duties
involving children/youth |
|
Date: __________ |
Initial:
_______ |
1. For volunteers: Remove the accused from the situation and immediately notify the closest available clergy/professional staff person who will suspend the accused. If the clergy/professional staff person to whom the allegation is reported is not the department director, the person reporting will inform the director as soon as possible. |
|
Date: __________ |
Initial: _______ |
2. Make written documentation of everything done and said. If the person reporting the allegation is a volunteer, both the volunteer and the clergy/professional staff to whom the volunteer has reported will document the procedures taken. |
The procedures after this point will be administered by ministerial staff persons only.
|
Date: __________ |
Initial: _______ |
3. Immediately notify the parents/guardians
of the alleged victim and respond to their questions and concerns. |
|
Date: __________ |
Initial: _______ |
4. Immediately notify state authorities.
Failure to report any suspected, alleged or witnessed abuse is a crime. Contact the Department of Family and
Children’s Services (DFCS) in the county where the child resides.
Putnam |
|
Date: __________ |
Initial:
_______ |
5.
Immediately notify the minister in charge |
|
Date: __________ |
Initial:
_______ |
6. Make
written documentation of persons contacted and action taken to this point |
|
Date: __________ |
Initial:
_______ |
7. The
clergy/professional staff person will immediately notify the Board of Elders
to begin the internal and pastoral care process. |
|
Date: __________ |
Initial:
_______ |
a. notify
the insurance carrier of the incident immediately and comply with its
investigation, if any; |
|
Date: __________ |
Initial:
_______ |
b.
cooperate with legal and state authorities in their investigations, if any; |
|
Date: __________ |
Initial:
_______ |
c.
prepare a written statement and designate a spokesperson to respond to media
inquiries; |
|
Date: __________ |
Initial:
_______ |
d.
provide assistance to the alleged victim and his/her family in obtaining
counseling or referral to mental health professional, if needed; |
|
Date: __________ |
Initial:
_______ |
e.
respond to the needs of the families of the alleged victim and the accused to
seek a redemptive solution for all involved; |
|
Date: __________ |
Initial:
_______ |
f. inform
the affected volunteer(s) and paid staff members of the need for
confidentiality, and; |
|
Date: __________ |
Initial:
_______ |
g. consider and respond to the concerns of the parents. |
|
Date:
__________ |
|
8. Make written documentation of persons contacted and action taken. |
Attachment F
INCIDENT REPORT FORM
Reason for report_________________________________________________________
Location, date and time of incident____________________________________________
Person preparing report ____________________________________________________
Title/position_____________________________________________________________
Name(s) and age(s) if minor(s)
_____________________________________________ Age ______________________
_____________________________________________ Age ______________________
_____________________________________________ Age ______________________
Quote the child’s first words verbatim:________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Briefly describe what happened:______________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
What action did you take:___________________________________________________
________________________________________________________________________
________________________________________________________________________
Has the incident been resolved? ____yes ____no Explain:_________________________
________________________________________________________________________
________________________________________________________________________
Were their any witnesses?
____yes ____no Names:______________________________
________________________________________________________________________
________________________________________________________________________
Signatures of witnesses (if
possible):__________________________________________
________________________________________________________________________
________________________________________________________________________
Report submitted to:_______________________________________________________