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Safe Sanctuary Policy & Forms

St. Matthew's United Methodist Church
Policy for Safe Ministry with Children/Youth and Vulnerable Adults
(Revised 08-2015)

Introduction

Jesus said, “Whoever welcomes (a) child…welcomes me.” Matthew 18:5. Our Christian faith calls us to offer both hospitality and protection to those who cannot protect themselves. In response to this call and action of the 2004 Texas Annual Conference, we hereby commit ourselves as a community of faith to this policy of safety for children, youth and vulnerable adults.

Purpose

Our congregation’s purpose for establishing this policy and accompanying procedures is to demonstrate our absolute and unwavering commitment to create within our ministries a “safe sanctuary” that will foster healthy growth and development for all children/youth and vulnerable adults.
 

Statement of Policy

Therefore, as a Christian community of faith and a Texas United Methodist congregation, we pledge to conduct the ministry of the gospel in ways that assure the safety and spiritual growth of all our children/youth and vulnerable adults as well as all those who work with them. It is our policy to:

• follow reasonable safety measures in the election and recruitment of workers;
• implement prudent procedures in all programs and events; including adequate supervision and support for workers as they are in ministry on our behalf;
• conform church facilities to meet reasonable safety standards to reduce risk of harm or injury;
• provide for volunteers adequate training regarding the implementation of our policies, procedures, and preferred methodologies;
• have in place basic procedures for recruitment, screening and selection of volunteer leaders for children/youth and vulnerable adult ministries;
• educate parents and others in our congregation as to our policies and procedures;
• have in place a clearly defined procedure for reporting instances of injury, harm or abuse that conforms to requirements of state law, and be prepared to respond to media inquiries if an incident occurs;
• respond with compassion and integrity to needs as they present themselves following incident of reported harm, injury or abuse;
• annually review our policies and procedures to assure that they conform to current legal, health, and safety standards.

Conclusion

In all of our ministries with children/youth and vulnerable adults, this congregation is committed to demonstrating the love of Jesus Christ so that each person is “surrounded by steadfast love…establish in the faith, and confirmed and strengthened in the way that leads to life eternal” Baptismal Covenant II, United Methodist Hymnal, p. 44.
 

Policy Application

• This Policy applies to all volunteers and staff interacting with children, youth or vulnerable adults at St. Matthews and/or St. Matthew’s sponsored events, both onsite and off.
• A separate written policy applies to all church school personnel. That policy can be found and reviewed in the Church office or School office.

Definitions:

• The Term “Adult” shall mean any individual at least eighteen (18) years of age, except as noted below regarding Youth.
• The term “Child” shall mean any individual less than twelve (12) years of age.
• The term “Church Staff” shall mean any individual who receives monetary compensation from St. Matthew’s except School Personnel.
• The term “Offsite” shall mean anywhere else other than the campus of St. Matthew’s.
• The term “Onsite” shall mean the physical campus of St. Matthew’s located at 4300 North Shepherd, Houston, Texas 77018.
• The term “School Personnel” shall mean any individual employed by St. Matthew’s to work for Children’s Weekday Ministries.
• The term “Trained Adult Volunteer” shall mean those who have successfully:

1. Completed an application form;
2. Provided three (3) non-family references as to their character and relational skills; and
3. Undergone a criminal background check.
4. Completed a St. Matthews’ approved safe sanctuary training.

• The term “Youth” shall mean any individual at least twelve (12) years of age (6th grade or equivalent) and less than eighteen (18) years of age. NOTE: Individuals, who turn 18 during their senior year in high school, or homeschool equivalent, will be considered a Youth as defined herein.
• The term “Vulnerable Adult” shall mean any adult aged 18 or over who, due to disability, mental function, age, or illness or traumatic circumstances, may not be able to take care or protect themselves.
• Follow reasonable safety measures in the selection and recruitment of Adult Volunteers:
• All Trained Adult Volunteers who work with children/youth shall have been an attendee of St. Matthew’s with their peers in the life of the congregation for at least six (6) months. The six (6) month request may be reduced or eliminated if the prospective volunteer provides a letter of recommendation from their previous pastor.
• Prior to volunteering with children, youth or vulnerable adults, every Adult Volunteer shall complete an application form and provide three non-family references to their character and relational skills along with a criminal background check before assuming an assignment in children/youth or vulnerable adults functions. This information will be reviewed and updated every year.
• Adult volunteers will be required to complete Safe Sanctuary training, including a review of the policy, annually.
• A list of trained adult volunteers shall be maintained in the church office and revised annually as needed.

Implement prudent operational procedures in all programs and events:

The following procedures are to be followed to aid in protecting our children/youth and vulnerable adults and volunteers in our ministry.

• When possible, two trained adult volunteers shall be present at all times during any church sponsored program, event, or ministry involving children. These two adults shall not be from the same household. If two trained adults are not available, the activities in the room must be clearly visible through an unobscured window or an open door.
• For youth or vulnerable adults, only one trained adult volunteer need be present as long as there are two or more youth or vulnerable adults present.
• At no time shall only one child/youth or vulnerable adult be alone with only one trained adult volunteer.
• The trained adult volunteer who will be present and assume primary responsibility for a church sponsored program involving children/youth or vulnerable adults shall be at least 18 years of age.
• For church sponsored programs involving teenagers, the trained adult volunteer who will be present and assume primary responsibility shall be at least 5 years older than the oldest teen participant in the program.
• Trained Adult volunteers in church-sponsored programs for children/youth and vulnerable adults shall participate in an annual training regarding St. Matthew’s UMC Safe Sanctuary policy. This training will include a review of the policies and procedures and a written covenant signed by all trained adult volunteers to uphold these policies and procedures.
• Approved Annual Safe Sanctuary Training classes (in person and/or online) will be scheduled and the dates, time and place posted and the congregation notified on the Church website, newsletter and Church bulletin boards by the Church Pastor or his/her designee.
• Church Staff who work with infants, children/youth or vulnerable adults shall provide documentation of current certification in First Aid and Basic Cardiopulmonary Life Support for Infants, Children, and Adults.
• All trained adult volunteers and Staff who work with infants under 24 months will provide documentation of current certification in Shaken Infant Death Syndrome, Shaken Baby Syndrome and Infant Brain Development.
• Trained Adult volunteers responsible for overnight trips with youth shall provide documentation of current certification in First Aid and Basic Cardiopulmonary Life Support for Children and Adults.
• At events that require overnight accommodations, at least two Trained Adult Volunteers, of the same sex, shall be in the sleeping room.
• The parent/guardian of children/youth or vulnerable adults participating in church-sponsored programs will be given reasonable advance notice of all expected activities for those programs. Parents/guardians shall be provided with advance notice of variations in usual schedules and activities. Parent/guardians shall be asked to sign a general permission form for planned off-site activities that are part of regular programs.
• This Safe Sanctuary policy shall be available on the church’s web site, the Church office and in the Narthex.
• Individuals providing transportation for programs, activities, or events for children, youth or vulnerable adults shall

1. hold a valid driver’s license with proof of insurance and limits of insurance required by Texas State law;
2. use a vehicle in good mechanical condition;
3. carry no more passengers than can be secured in seat belts or appropriate restraints;
4. be at least 21 years of age;
5. drivers must meet the drivers’ guidelines listed in the attached Drivers’ Underwriting Guidelines.
6. At least one Trained Adult Volunteer must be in any vehicle transporting children, youth or vulnerable adults to or from Church sponsored events. At no time should there be only one child, youth or vulnerable adult in a vehicle with only one adult volunteer, which is not the parent/guardian.
7. Transportation to and from church events of children/youth and vulnerable adults shall be the ultimate responsibility of the parents/guardians.
8. Parents/guardians are strongly discouraged from allowing their child/youth or vulnerable adult from riding in a vehicle driven by a person under 21 years of age to or from Church sponsored events.

• Trained Adult Volunteers and Staff shall follow sanitary procedures when changing diapers and caring for toilet needs of children, youth and disabled adults.
• Sick children shall be safely removed from nurseries and classes to avoid exposure of others.
• Only parents of children in the nursery and trained designated Trained Adult Volunteers, Staff and School Personnel shall be in the nursery while children are cared for.
• Only adults can move or set up TVs, projectors or other heavy equipment. Any such moveable equipment must be securely attached to its conveyance (e.g. TVs belted or bolted to the cart). Care must be given to ensure the conveyance/stand is not top heavy allowing for tipping.
• Children shall be supervised anytime they are in the church building and on playground equipment. When official childcare is not provided, parents are expected to provide supervision of their children at all times.
• A Trained Adult Volunteer adult shall accompany children to the playground area to provide supervision during church sponsored events. If no other adult is within eyesight of the playground, a second Trained Adult Volunteer must be present at the playground.
• Emergency exit plans shall be posted in each area of the building and shall be reviewed regularly with parents, trained adult volunteer s, youth, teachers, and staff.

Conform church facilities to meet reasonable safety standards to reduce risk of harm or injury:

• Every classroom and office door in which children, youth and vulnerable adults may be present shall have a window or the door must be kept open providing a view of the interior as indicated herein.
• Trustees shall ensure that the facilities are inspected regularly for safety hazards. Toxic materials, including cleaning and other supplies,
• shall be stored in locked facilities well out of the reach of children/youth and vulnerable adults.
• Electrical outlets in children’s classrooms and the Fellowship Hall shall be covered when not in use.
• Playground areas shall be checked regularly for dangers.

Have in place basic procedures for recruiting, screening and selecting Trained Adult Volunteers for children/youth or vulnerable adult ministries

• All new prospective trained adult volunteers, staff or any persons seeking to work in a church sponsored program with children/youth or vulnerable adults shall provide their name and Social Security number to the designated Pastor so that a background check may be completed.
• The Pastor is responsible for having a criminal background check performed on all persons prior to them working with children/youth or vulnerable adults in any capacity.
• If the Pastor is aware of a prior child abuse conviction or other at-risk behaviors, he/she should prohibit the participation of that individual in children/youth or vulnerable adult related activities with no explanation required to the group recruiting that person. This will protect the confidentiality of the Pastor/parishioner relationship as well as protecting the safety of the children/youth and vulnerable adults.
• The Pastor, church administrative staff, staff-parish chairperson and/or a member of the staff-parish committee shall hold all information obtained from the criminal background check in strict confidence. The records shall be kept in a locked file in the church office.

Educate parents and others in our congregation as to our policies and procedures

• The church shall make available this Safe Sanctuary Policy and procedures to all members and other interested parties.
• Trained Adult Volunteers, Staff, Church Members and interested parties shall be informed of any updates or changes to the policy when those changes are implemented.
• This complete written Safe Sanctuary Policy and procedures with attachments shall be available on the St. Matthew’s UMC web site, Church office and in the Narthex.

Have in place a clearly defined procedure for reporting instances of alleged injury, harm or abuse that conforms to requirements of state law, and be prepared to respond to media inquiries if an incident occurs.
Steps in responding to a reported incident

1. The Trained Adult Volunteer or Staff Member shall take the following steps immediately.

• Insure the privacy and safety of the alleged victim;
• Treat the individuals involved with dignity, honor and confidentiality;
• Immediately remove the accused individual from further involvement with children/youth or vulnerable adults;
• Notify the Pastor or the chair of the staff-parish and/or the chair of the Church Council, immediately; (Names and contact information for Pastor, the chair of the staff-parish committee and the chair of the Church Council, is attached to the Safe Sanctuary Policy);
• Complete a written report form for each incident, accident or abusive situation. A copy of the Report form is attached.

        2. Upon notification, the Pastor, the chair of the staff-parish committee or the chair of the Church Council shall take the following steps immediately.

• Notify the parents/guardians of the alleged victim.
• Address any needs the child/youth or vulnerable adult may have, including medical.
• Notify each of the following:

1. the proper law enforcement agency and/or Department of Family and Protective Services (800-252-5400)
2. the District Superintendent
3. St. Matthew’s UMC insurance agent
4. St. Matthew’s UMC attorney (if there is one on retainer)

The contact information for these is attached.
The Pastor, or other church leader stated above as , will:

• Notify the District Superintendent who will serve as the news media liaison for St. Matthew’s UMC
• Keep a written record of each step taken including times and dates
• Prepare a brief, carefully worded statement to the congregation, telling the truth, but withholding the names of the alleged victim and the accused.
• • Contact the complainant to advise that the complaint is being taken seriously and what actions are being taken.
• Cooperate fully with the investigation conducted by law enforcement personnel

        3. When the Pastor is not available, or is accused, the following actions shall be taken immediately:

• Insure the privacy and safety of the alleged victim.
• Treat the accused individual with dignity, honor and confidentiality.
• Remove the accused individual from further involvement with children/youth or vulnerable adults.
• Notify the chair of the staff-parish committee or the chair of the Church Council, who shall immediately notify the District Superintendent.
• The District Superintendent will represent St. Matthew’s UMC in response to the accusation, with respect to the media and law enforcement.
• Respond with compassion and integrity to reported incidents of injury, harm and abuse.

The Safe Sanctuary Policies and procedures will be reviewed annually to assure that they conform to current legal, health and safety standards.

List of Attachments
1. Contact Information
2. Incident Report form
3. Permission Form
4. Consent to Perform Background Check