objc child and vulnerable people safety information
Dear OBJC Family,
Because we recognize that we are a reflection of God’s love to those in our care, we take very seriously our responsibility to provide an environment where children, youth, and all vulnerable people are safe and secure within any program we undertake.
The procedures and policies included in this document have been established as a safeguard and all Team Members serving vulnerable people are required to know, uphold, and follow it carefully.
Thank you for taking the time to learn this material in preparation to serve well.
Sincerely,
Scott Winn
Lead Pastor Oh Be Joyful Church
A printable PDF version of our safety policy for vulnerable people can be downloaded here.
See the training video and the online version of the policy below.
All Team Members are required to be familiar with all the policy material.
PATHWAY TO SERVING VULNERABLE PEOPLE
Six months attendance at OBJC or verifiable previous church service and references
Complete application and signed policy covenant
Parent / guardian permission for student Team Members age sixth grade - under 18 years
Complete the Sexual Abuse Awareness Training Video program CLICK HERE FOR THE VIDEO
Complete policies and procedures review and training
Background Check ( 18 yrs and up )
Face-to-face interview
Reference check
Create an account in Planning Center People and use the app as necessary
REPORTING AND NOTIFICATION
In the event a Team Member observes inappropriate behavior, suspects abuse or neglect (physical, emotional, or sexual), or policy violation it is that individual’s responsibility to report their observations as soon as safely possible to an Oh Be Joyful Staff Member.
A Team Member who fails to report a policy violation may be terminated or restricted from participation in any future activities involving a vulnerable population at Oh Be Joyful Church.
Oh Be Joyful Elders will take appropriate action on behalf of the church when a report of abuse occurs including informing the appropriate law enforcement agencies.
In addition to notifying the appropriate authorities, Oh Be Joyful Church will provide the child and the child’s parent/caregiver/guardian with information to allow the child (or parent, on the child’s behalf) to obtain assistance and intervention, as well as available counseling options.
Colorado law requires that any person who has cause to believe that a child has been adversely affected by abuse or neglect must immediately make a report to the appropriate law enforcement agencies or Child Protective Services.
CONSEQUENCES OF VIOLATION
Violations or accusation of violation of these policies are grounds for immediate dismissal, disciplinary action, reassignment or suspension during investigation by the elder board and appropriate authorities. Final decisions related to policy violations will be the responsibility of the Board of Elders.
PRESCHOOL AND ELEMENTARY POLICIES
FACILITY SAFETY
The Children’s Director will be responsible for ensuring that the facility is monitored during programming.
A working cell phone must be present during an activity.
After every programming event, Children’s Ministry staff or a Staff Ministry Leader must ensure every room and restroom is checked prior to leaving.
CHECK IN / CHECK OUT
Preschoolers must be signed in by a guardian.
Elementary kids can check in and out unless otherwise directed by a guardian.
Authorized pick up persons will be listed at check in.
Gather information about allergies.
Gather contact info and cell phone of all guardians who are present.
SUPERVISION
Elementary: There will be a minimum of two team members per 20 kids in each classroom at all times, except in the event of an emergency situation.
Preschool: Two Team Members for 10 kids
Youth Team Members must be 6th grade to 18 years old.
Youth Team Members will not be left alone in a classroom with children.
No child will ever be left unattended during children’s ministry programming or classes.
Team Members are prohibited from being alone with an individual child in any room or building.
Team Members will wear the appropriate identification for the ministry they are serving.
Children’s Ministry Team Members are responsible for releasing children in their care only to parents, legal guardians, or other persons designated by parents or legal guardians at the close of programming or activities. Identification may be required for pick up.
In the event that Team Members are uncertain of the propriety of releasing a child, they should immediately locate or contact their immediate supervisor before releasing the child.
In the event a Team Member finds himself/herself alone with a single child, that Team Members will take the child to a room or building occupied by others, or to a location easily observed by others. (Example: if a child is the last in a class to be picked up
by a parent, move to an adjoining room where other Team Members are present or into a public space.)
DISCIPLINE
Team Members are prohibited from using physical discipline in any manner for behavioral management of children. No form of physical discipline is acceptable.
Observe the following guidelines:
Redirect to positive behavior
Contact guardian if in the building
Verbally redirect the child before physically intervening. With younger children, some physical redirection may be necessary (for example, removing a toy from the hands of a child that is hitting another.)
If the behavior does not cease, and no guardian is available, remove or direct the child away from the group to a corner of the room where the group is meeting (avoid being alone with the child). Follow the rule of thumb that a time-out is ineffective if it lasts longer than one minute for every year of the child’s life. (i.e. 3 year old = 3 minutes)
Provide the child with a simple, understandable reason for the time-out, and provide the child with a clear explanation of your expectations. (“Jamie, you didn’t stop hitting Chris when I asked you to, so you need to sit quietly in the blue chair for three minutes.”) In addition, be verbally reassuring, as being removed from the group will likely upset the child. Do not physically hold a child in time-out. Remember tone is everything. Do not use a harsh tone.
Provide the child with a chair to sit in or a “spot” to sit on (using a pillow, blanket, carpet square, etc.), until their time-out is complete.
Monitor the child through the entire time-out without giving your undivided attention. For longer time-outs give intermittent praise to reassure the child and keep them on task. (“Jamie, you’re doing a great job of sitting quietly – just 2 more minutes.”)
Praise the child once he or she has completed the time-out and tell them that their reward is being able to rejoin the group. Remind them that repeating their initial behavior will result in further time-out. Follow this with praise.
Uncontrollable or unusual behavior should be reported immediately to the Staff Ministry Leader.
Procedure For Communicating About Discipline Problems WIth A Parent
Staff Ministry Leader must be contacted before a conversation with a parent/guardian.
If applicable, document the situation that happened.
Staff Ministry Leader will determine whether a conversation is necessary and will be the one to have the conversation with the parent/guardian. The Team Member should be present to answer any questions.
BATHROOM SUPERVISION AND ASSISTANCE GUIDELINE
Because children may require complete assistance with their bathroom activities, all Team Members will observe the following policies:
Do not walk a child to the restroom alone or enter the restroom where there are children.
Do not use the restrooms in any children’s location while children are in the area. You must use the restrooms in the FOYER areas.
Diapering
OBJC does NOT change diapers, but in an emergency follow these procedures:
Make every effort to contact a child’s parents first
Only female adult Team Members or the child’s parent or legal guardian will undertake the diapering of children.
Diaper rash creams and ointments should only be applied when supplied by the parent/guardian.
Changing diapers should be done in plain sight of other Team Members.
Children will never be left unattended on changing tables.
Children should be re-diapered and re-clothed immediately upon the completion of changing.
Children should be changed on changing stations only.
The person changing the soiled diaper should use a changing pad to lay the child on and use gloves. Once finished you should wash your hands and clean the diaper changing area with Clorox. Do this between each diaper change.
At age 4, the parent or guardian will be asked to change diapers when needed.
Toilet training
Only female adult Team Members or the child’s parent or legal guardian will participate in toilet training efforts with children.
When children are taken into bathrooms the door will be left partially open.
Young children will never be left unattended in bathrooms.
Parents should be consulted on each child’s progress in the toilet training process before leaving the child with Team Members. Children should be verbally assisted where possible. If physical assistance, such as wiping, is necessary, another Team Members should be present.
“Accidents” should be handled by reassuring the child and completing the changing of diapers or underwear and clothing. Extra clothing and diapers are available in the children’s area if the parent has not furnished a clothing change.
Use gloves when assisting with an accident or cleaning a child.
Restrooms and Elementary Age Children
School age children may be accompanied to the restroom for supervision and assistance by an adult female when needed.
Male Team Members should not assist a child in the restroom.
Before the child enters the bathroom, make sure they are clear of people who do not need to be in the area. Stand outside the restroom door. Children should receive the minimum amount of assistance needed based upon their individual capabilities.
If a team member must go into the restroom to check on an individual child, she should seek out another worker to accompany her. If another worker is not available to accompany, she should go to the bathroom door, knock, and ask if the child needs assistance. If the child requires assistance, the team member should leave the exterior bathroom door open when entering the bathroom area and try to verbally assist the
child in completing their activities. Any assistance with the straightening or fastening of garments should be done in the presence of another Team Member when possible.
Special needs children
Parents will offer instruction to Team Members to change the diapers of special needs individuals. At age 4 or older, parents or legal guardians will change all special needs individuals.
PARENTAL CONTACT
Parents who leave a vulnerable person in the care of Oh Be Joyful Church Team Members during church services or activities will be contacted if a child becomes ill, injured, or has a severe disciplinary problem while participating in Children’s Ministry programs.
PARENTAL INVOLVEMENT
Parents are encouraged to be a part of any and all programs and activities in which their child is involved. However, parents who desire to participate in or have continuous, ongoing contact with their child’s program will be required to complete the policy process. A parent will be allowed to stay with their child up to two times before completing the Child Safety Process. Parents will be asked to not interact in a leadership role until this process has been completed.
PHYSICAL CONTACT
Oh Be Joyful Church is committed to protecting children in its care from inappropriate or unwanted touch by others. To this end, Oh Be Joyful Church has implemented a ‘physical contact policy’ that promotes a positive, nurturing environment while protecting children, Team Members.
The following “Don’ts and Do’s” must be adhered to:
Lap sitting/Carrying
Children ages 0-23 months may sit in a Team Member’s lap.
Children 0-23 months may be carried by a Team Member.
Children 24 months – Kindergarten may only sit in a female Team Member’s lap. (Adult or youth leader)
Children 24 months – Kindergarten may only be carried by an adult Team Member. Adult males will only carry when necessary. NO YOUTH 17 YEARS OLD AND UNDER MAY CARRY A CHILD 24 MONTHS OR OLDER.
Children 1st grade and above may not sit in laps.
Children 1st grade and above may not be carried by a Team Member except in the case of an emergency.
EMERGENCIES
Although we cannot prepare for every possible emergency, we can be wise as we prepare for some common occurrences. Staff personnel should become familiar with the procedures for simple first aid as well as steps in dealing with an emergency. This should be done often and long before an incident occurs.
MEDICATION
Team Members may not administer medication, including topical ointments or creams, to any child while serving vulnerable people. The exception being parent directed per the release form or diaper rash creams provided by the parents.
ALLERGIES
Be aware that many people have allergies. Please make yourself familiar with the allergies of the vulnerable people who are in your care.
FIRST AID
A simple first aid kit is located in the rolling carts in the basement. In 2020 our goal is to have a medically trained person on call every Sunday with their name and contact posted in Planning Center Online.
SERIOUS INJURY
Call 911 (do not be concerned about interrupting other events)
In case of serious injury, Team Members will contact the vulnerable person’s guardian. AED and official First Aid Kit are located inside the main entrance of the basement.
ILLNESS
A vulnerable person who is not feeling well should not be received in the classroom, exposing other children, students and staff personnel to the illness. Some signs of illness are unusual fatigue or irritability, coughing, sneezing, green runny nose or eyes, fever, vomiting, diarrhea, inflamed mouth or throat. Ill or infectious vulnerable people will be asked not to attend until they are well and be fever, vomit or diarrhea free for at least 24 hours without medication before they can return to any Oh Be Joyful Church activity. However, children and students with non-infectious disease, allergies or certain health impairments will be allowed to participate within reason.
Children with head lice will NOT be accepted into the classroom.
If a child has already been accepted into the classroom or small group and head lice are observed at that time, the child will be removed from the classroom or small group. The adult in charge should contact the responsible staff person. Parent’s of the entire class must be contacted. The child will NOT be accepted back into the classroom until they have had the appropriate treatment.
FIRE
In the event of a fire, all children and youth will be evacuated along assigned routes to the north east corner of the parking lot. Children and students will be kept calm and quiet and moved quickly without running. Team Members will be asked to count to make sure all children are present. DO NOT RELEASE CHILDREN TO GUARDIANS UNTIL YOU HAVE BEEN GIVEN THE ALL CLEAR.
All exits are clearly marked and emergency exit routes are shown on wall maps in red in each room.
LOCK DOWN
Lock down may take place when there is an intruder inside the building, gunfire on site or near facility, hostage situation, police helicopter circling above or, serious assaults or threats.
In the case of such an emergency it is imperative that you follow the instructions listed below:
Move students & staff inside quickly
Assist those needing special assistance
Report to classroom
Close and lock doors immediately and remain in room
Close blinds and turn off lights
Stay away from windows and doors
Keep children quiet and away from doors and windows.
Check attendance & report missing or extra children to the director.
Do not open the door during a LOCKDOWN.
YOUTH & YOUNG ADULTS PLUS PRESCHOOL & ELEMENTARY
APPROPRIATE BEHAVIOR FOR TEAM MEMBERS
Our Team Members must honor Christ by living lives that are above reproach. Good judgement and accountability are critical in ministry where situations often change rapidly. It is important to remember that a simple accusation or the appearance of inappropriate behavior could be life changing.
PHYSICAL CONTACT
Don’ts
Don’t touch, or allow casual contact with private body areas (genitals, breasts, buttocks). The only exceptions are for diaper changing, restroom assistance, or patting a diapered 23-month-old or younger child’s buttocks for soothing/sleeping.
Don’t wrestle, tickle, or give piggy-back rides.
Don’t kiss.
Don’t PROLONG a hug.
Side hugs are best for 1st grade and above.
Do’s
Hugs should be light and quick. Side hugs are best. Many people don’t like to be hugged. Ask the individual if it is ok to give a hug and respect their choice.
Do hold hands as part of the programs activities only in the presence of others. (i.e. games, prayer) It is also acceptable to hold hands to physically assist someone or help them get to a safe place. (i.e. moving from one place to another, in a parking lot.)
Do give a brief assuring pat on the back or shoulders or an arm around the shoulders.
Do give handshakes, high fives, and knuckles!
Do sit a child next to you to assist them or comfort them.
NUDITY
Team Members serving vulnerable people should never be unclothed in the presence of people in their care. If there is a situation that may call for or contemplate the possibility of nudity (i.e. changing clothes during a pool party, weekend or overnight retreat, etc.), the Team Member leading the event will submit a plan to the staff person over them concerning arrangements for showering or changing clothes. Accountability is key here.
ONE-TO-ONE INTERACTIONS WITH VULNERABLE PEOPLE
Team Members should never conduct one-to-one, unobserved meetings or interaction with vulnerable people in Elementary or Pre-school. Another trained, screened adult should always be present.
In Youth Ministry, one-to-one interaction is often necessary, if possible be in a public area where you can be easily seen OTHERWISE always keep the staff person over you informed about your plans. Private, one on one meetings between Team Members and vulnerable people of opposite gender are always prohibited. Private meetings with people opposite declared sexual orientation must be carefully monitored for inappropriate situations.
In the event of an emergency or unavoidable situation with opposite genders Team Members must contact the staff person over him or her and describe the situation.
Baby / Kid / House sitting situations require clear accountability. Discuss the details of the role with the parents or guardians and let your staff leader know.
SLEEPING ARRANGEMENTS
It is anticipated that certain Children’s Ministry activities may occasionally require that overnight sleeping arrangements be made for students and Team Members (i.e. lock-ins, mission trips, etc.). In the event an activity requires sleeping arrangements, Team Members will strictly observe the following rules:
The 2-Adult rule must be followed; a single child may not be alone with a Team Member
All adult Team Members must have previously completed the church’s screening and training process.
Overnight sleeping arrangements must be approved by the staff person responsible prior to the activity.
As long as any vulnerable people are awake, one leader must be awake and monitoring students to ensure safe behavior.
Leaders should check with parents and use good judgment regarding G or PG movies. No PG-13 or R-rated movies are permitted.
Appropriately modest sleeping attire must be worn; both tops and bottoms.
In the event of a sleepover on or off campus that involves both boys and girls, boys and girls must sleep in separate rooms, properly supervised by Team Members of the same gender.
Team Members will monitor sleeping students by periodically conducting visual bed checks to ensure that sleeping students remain in designated sleeping places. During bed checks, Team Members should never physically touch a student.
Whenever possible, at least one Team Member will sleep in the same room ( not the same bed) as students, or in an adjoining room with the door between the rooms kept open.
In the event that overnight arrangements do not include standard beds, each Team Member and student will use single sleeping bags or blankets. In these instances, a “one-person-to-one bag or blanket” rule will be observed.
TRANSPORTATION
Team Members may from time to time be in a position to provide transportation for vulnerable people. The following guidelines should be strictly observed:
Avoid providing transportation for a person of the opposite gender.
In the event of an emergency, contact the responsible staff person as soon as possible and try to find a third person. Notify parents if possible by call or text.
Vulnerable people should be transported directly to their destination. Unauthorized stops to a non-public place should be avoided.
Parents / guardians are responsible for providing the age appropriate seat.
Team Members should avoid physical contact with children while in vehicles.
No cell phones may be utilized by the driver while driving church vans, vehicles owned or rented by Oh Be Joyful Church, or personal vehicles while transporting Oh Be Joyful Church children unless in an emergency.
No drivers under age 25 may drive church-owned or rented vehicles.
Drivers will provide a copy of their personal vehicle insurance and driver's license.
ALCOHOL AND DRUGS
Team Members should never be under the influence of alcohol or drugs.
Team members are prohibited from the use, possession, or being under the influence of alcohol or drugs while in any church facility, while traveling with children, or while working with or supervising children during any Oh Be Joyful Church program or activity. Use of illegal drugs under any circumstances is grounds for immediate dismissal.
Alcohol at events for people over 21 should be carefully considered
Marijuana should not be used by OBJC Staff and Team Members.
TOBACCO / VAPING / NICOTINE PRODUCTS
Oh Be Joyful Church requires Team Members to abstain from the use or possession of tobacco, vaping, and nicotine products in Church facilities, while in the presence of students or their parents, or during Church activities or programs.
SEXUALLY ORIENTED CONVERSATIONS
Team Members are prohibited from engaging in any sexually oriented conversations with vulnerable people in their care and are not permitted to discuss any inappropriate or explicit information about their own personal relationships, dating or sexual activities.
SEXUALLY ORIENTED MATERIALS
Team Members are prohibited from possessing (or transmitting to a child) any sexually oriented materials (magazines, cards, images, videos, films, etc.) on church property, during Oh Be Joyful Church activities or programs, or in the presence of children in their care including those in electronic form.
SOCIAL MEDIA
Social media can be a great resource to engage online. It is also one of the riskiest spaces for interaction. Communication on social media should always be positive and uplifting. As Team Members, we should strive to keep those interactions, encouraging, constructive, and mission focused. Say what needs to be said and get out.
General rules:
Keep it public.
Carefully consider what you post or text. Post only what would be appropriate for vulnerable people to view. Use common sense - no illegal behavior, bikini shots, praise of illegal or questionable behavior, etc.
Any ‘disappearing’ or ‘secret’ messages of any kind are not allowed between any genders at any time for any reason.
Texting
Use texting wisely. Do not erase conversations. Keep conversations appropriate.
Only text the opposite genders when necessary.
In questionable situations, bring a co-leader or responsible staff person into the conversation.
Let your staff person know if something inappropriate happens.
All interactions with a child or student on Facebook should be done publicly.
Move Direct Message conversations to Text.
All interactions with children and students using Instagram should be done in the public view within the comment section.
No direct messaging is allowed within Instagram. If a vulnerable person messages you notify and add the responsible staff person to the conversion.
Snapchat
Avoid Snapchat.
The only acceptable communication with children or students on Snapchat is through group chat.
Other and Emerging Social Media Platforms
Always keep conversations public and appropriate.
Use good judgement and seek guidance and accountability from the staff member you report to.
Direct people to the safest means of communication.
COVENANTS
POLICY
I have received and read a copy of the Oh Be Joyful Church Vulnerable People Policy and Procedures Manual and understand the importance of the matters set forth within the manual. I agree to follow and abide by these guidelines during my service at Oh Be Joyful Church.
I understand that it is my responsibility to review and abide by new guidelines that are created and distributed.
CHARACTER
I will strive to:
Seek first the kingdom of God (Matthew 6:33; Luke 9:23)
Personally and actively pursue a relationship with Christ through prayer, reading of the Bible, fellowshipping with other believers, and yielding to the Holy Spirit (Psalm 119:9-11; Hebrews 10:24-25; Galatians 5:16, 18)
Live a life worthy of the Gospel of Christ (Philippians 1:27-28)
Listen to Scripture and put it into practice (James 1:22-25)
Desire and seek the fruit of the Spirit (Galatians 5:22-23)
Meet my ministry commitments
Be on time
Seek to unify and encourage a healthy relationships within the team
Pray for the leaders and church body at OBJC
I will strive NOT to:
Indulge in intentional impurity (Ephesians 5:3-4; Romans 12:1-2)
Engage in Premarital sex, pornography, obscenity, gossip
Damage my witness by behaving in a way that causes others to stumble (Romans 14:20-21; Colossians 4:5-6; Matthew 18:6)
Drink alcohol if I am under the age of 21; if I am over the age of 21, know the extreme sensitivity of this issue, use discretion when in public settings, and not drink in excess
Smoke or use tobacco products in the presence of any OBJC youth
Use marijuana, even if prescribed by a doctor
Use any illegal drugs
Share a sleeping space with my boyfriend/girlfriend (if they need a place to stay while visiting, OBJC can provide for them)
Be involved in any kind of exclusive friendship or romantic relationship with OBJC youth; placing myself in situations alone with OBJC youth of the opposite sex
If an action is questionable I will choose against it.
________________________________ _____________________________________
Team Member’s name (please print) Printed name of Parent (if under age 18)
________________________________ ______________________________________
Team Member’s signature Parent/Guardian signature
Date: _____________
DEFINITIONS
For the purpose of this document the following terms are defined below.
Adult - 18 years old and graduated from High School
Sexual abuse - Any tricked, forced, manipulated, or coerced sexual activity for the pleasure of the abuser. This can be physical, verbal or visual.
Grooming - when someone builds an emotional connection with a child to gain their trust for the purposes of sexual abuse, sexual exploitation or trafficking.
Inappropriate behavior - something that is not within the bounds of what is considered appropriate or socially acceptable.
Sexual activity- may be violent or non-violent, touching or non-touching, and is an exploitation of a child’s vulnerability and powerlessness. It involves children in any type of behaviors for which they are not personally, socially, and developmentally ready.
Sexual Misconduct – inappropriate behavior relating to or involving a sexual nature.
Team Member - a person who is officially recognized as staff or volunteer and has completed all policy requirements
Vulnerable people – anyone under the age of 18 or who has not graduated from High School or is disabled..