Child, Youth, Disabled Protection Policy
Introduction and Policy Statement
In this ministry, we are charged with the sacred trust of caring for God's children. To this end, our
ministry to children and youth extends far beyond the goals of Christian Education. Our goal is
that all children, youth and disabled come to a personal faith in Christ and be loved, valued and
nurtured in their faith as part of this family of believers composed of individuals committed to
Jesus Christ. We have the responsibility, as a church, to provide the best possible care, comfort,
guidance, and instruction for our children, youth and disabled. In doing so, God calls us to make
our church a safe place and to protect them from physical danger, emotional trauma and sexual
exploitation. All guidelines and procedures for children, youth and disabled church experiences
demonstrate the unwavering commitment of the congregation to the physical safety, emotional
well being, and spiritual growth of our children, youth and disabled.
To this end, we covenant to:
1. Assure the safety and spiritual growth of all our children, youth and disabled, as well as Southgate Baptist Church employees and volunteers.
2. Protect the children, youth and disabled to whom we minister from being physically,
emotionally, or sexually abused while they are under our care.
3. Follow reasonable safety measures in the recruitment and selection of volunteers,
professional staff, and teachers.
4. Employ prudent operational procedures in all programs and events involving children,
youth and disabled.
5. Educate all of those who work with children, youth and disabled regarding policies and
safety measures. This shall include procedures for identifying and reporting various forms
of child abuse, appropriate methods of first aid, and guidelines for discipline.
6. Have a course of action for reporting a suspected incident of abuse that conforms to the requirements of state law.
7. Prepare and respond appropriately if an incident occurs, including ministering to the needs
of victims and the church body.
8. Guard our professional and volunteer staff from being suspected or falsely accused of
wrongful behavior toward a minor.
9. Be good stewards not only of those entrusted to our care but also of our physical plant by providing a safe and secure church facility.
In order to provide as safe and secure an environment as possible for our ministry participants,
and to minimize the ministry's and workers' vulnerability to unwarranted accusation, the following
procedures have been adopted and will be strictly enforced. The terms "children" or "child" in this
policy manual refers to any person from birth to sixth grade. The term "youth" refers to any person
who is in the seventh grade up through grade twelve.
Volunteer Worker Screening Procedures
1. All volunteers who work with children, youth or the disabled must complete a ministry
application and verify that they have read the Children/Youth/Disabled Ministry Policies
and Procedures of Southgate Baptist Church. New volunteers may serve in children, youth or disabled ministry while they are going through the volunteer worker screening process for up to one month under the supervision of someone who has completed the volunteer worker screening process.
2. The ministry application will be carefully reviewed by a staff ministry leader or designee appointed by the Elder Board to make certain that the worker will be appropriate for the ministry position, based on the information provided.
3. The paid professional staff designated by the Elder Board must authorize all volunteers to work with children, youth and the disabled. The staff has the option of excluding any
volunteer from ministry with children, youth and the disabled.
4. If the person appears to be appropriate for the ministry work, then at least two of the
references will be checked to confirm the information provided on the ministry application.
5. Any information indicating that a candidate poses a threat to others or has any prior history of physical or sexual abuse directed against another person will result in the immediate removal of the individual candidate from consideration for a children, student or disabled ministry position with Southgate Baptist Church.
6. A criminal background check may be performed at the discretion of the staff leader or designee through a state law enforcement agency with respect to any candidate seeking to work with children, youth, or the disabled. The expense for this background check will be incurred by Southgate Baptist Church.
7. All non-members shall sign a "Non-member Ministry Covenant" and may also be subject
to a criminal record background check.
8. All volunteer data will be considered confidential and will be kept in a secure file in the church office. Only staff & ministry leaders approved by the Elder Board are allowed
access to these materials.
Supervision
1. At least two adults should be present at every function, and in each classroom, vehicle, or other enclosed area, during every child, youth, and disabled ministry program. If it is not possible to have two adults in a classroom, other adults should be readily available and have visible access to all activities. Rooms should have open doors or viewing windows and the leadership should periodically observe classroom activities.
2. Workers should arrive at least 15 minutes before a scheduled activity and should keep watch over those in their care until all have been picked up by an authorized person. Do not send children out to find their parents, and do not release any child or youth to await transportation.
3. Visitors, substitute workers, or new workers are not permitted to help in the children, youth or disabled ministry unless they have satisfied the volunteer worker screening
procedure as stated earlier or are being supervised by someone who has completed
the volunteer worker screening. New volunteer workers must complete the worker
screening procedure within one month of starting in a ministry in order to continue to
serve in children, youth or disabled ministry. At no time shall a visitor be left alone with children, youth or the disabled.
4. All children and youth are expected to join the appropriate class according to their year of graduation.
5. When a children's ministry or disabled activity requires transportation, any driver must be at
least twenty-one years old, have a valid drivers license, and auto insurance. All passengers
and drivers must comply with current Ohio state laws. Please buckle up!
Work Restrictions
1. For children over the age of five, at least one adult female should take girls to the restroom, and one adult male should take boys to the restroom. The adult should check to make sure the facility is safe, and then wait outside the restroom until the children come out.
2. It is recommended that children five years of age or younger (boys and girls) be assisted as needed in the restroom by an adult female.
3. Never touch a person's private areas except when necessary, as in the case of changing a diaper.
4. Workers should avoid the appearance of impropriety, such as sitting older children or youth on their lap, and kissing children or youth.
5. Workers are to release children in their care only to parents, guardians, or persons specifically authorized to pick up the child or disabled (Form #2).
6. Youth, children or the disabled are not to be counseled by members of the opposite sex in private settings. When a man is counseling a female, he should be accompanied by another adult female. It is recommended that counseling of the opposite sex be done in the church office suite or counseling rooms when other people are typically present. Counseling should be in rooms with viewing windows or with the door open.
7. Youth staff are not to transport teens without a parent's expressed permission. Transporting individual members of the opposite sex should only be done with other passengers in the
car; never alone.
Discipline
When considering the need for discipline, it is important to view the situation as an opportunity to teach and to mold the child/youth/disabled, as God would desire us. Any interaction regarding discipline needs to be considered carefully in order to protect a child's dignity and self-esteem. Many discipline issues stem from restlessness, and often when children/youth/disabled are redirected, disciplinary action need not be taken. When considering an appropriate response, there are several guidelines to remember:
1. Workers are never to spank, hit, shake, or otherwise physically discipline anyone. Physical punishments, verbal humiliation or threats, yelling or shouting will never be tolerated.
2. No child is to be left alone outside the classroom, in the classroom, or alone in another room
as a means of discipline.
3. Parents or guardians will be kept informed of any destructive or uncharacteristic behavior.
It is not acceptable for a child/youth to disrupt the entire class or to hurt or endanger
another child/youth/disabled.
4. Teachers should seek involvement from parents or guardians as deemed necessary.
5. Concerns should be reported to the Children's Ministry Coordinator, Pastor of Student
Ministries or Pastor of Family Connections or other appropriate staff as they arise.
6. Disciplinary problems should be reported first to the workers' immediate supervisor and if necessary to a parent or guardian.
7. Appropriate discipline would include an age appropriate time out (within the classroom), redirecting student to the proper activity, or a quiet conference between the student and the teacher (following appropriate guidelines).
Injuries or Illness
Persons who are ill (with a fever or having a communicable disease which can be
transmitted by cough or by touch) will not be permitted to participate in any ministry activity.
If a child/youth/disabled has been ill within the last 24 hours or has one of the following symptoms, parents or guardians should keep the child/youth/disabled home in order to ensure the health of the other children/youth/disabled.
1. Fever- a temperature greater than 100 degrees
2. Greenish nasal mucous
- 3. Diarrhea- frequent loose and/or watery bowel movements that are different from
the normal bowel pattern
4. Vomiting - Regurgitation other than "normal" spitting up of infant feedings
5. Eye Drainage- should be evaluated by the family's physician
- 6. Skin rash - a generalized rash should be evaluated and confirmed by the family's
physician. Localized rashes such as prickly heat, eczema, and diaper rash are not contagious.
- 7. If a child/youth/disabled is known to have been exposed to chicken pox within 48
hours of an event, or is showing symptoms of chicken pox, please prohibit your
child/youth/disabled from participation in ministry activities and inform anyone who was potentially exposed. If a child/youth/disabled contracts chicken pox, the child/youth/disabled will not be allowed to return to normal ministry activities/ events until all sores have completely scabbed over.
- 8. Lice - If a child/youth/disabled has lice he or she should be prohibited from
participation until appropriate action has been taken. If other children/youth
disabled have been exposed a notice of exposure should be sent to all
families involved.
- 9. We understand that in some cases illnesses may present themselves suddenly. If a child/youth/disabled shows signs of illness, a parent or guardian will be
contacted immediately and the child isolated from others until a parent picks
them up.
1. If a child/disabled needs medication while attending a church activity, a parent/guardian must give the medication to the designated adult supervising that child/disabled. Youth (students) needing medication should notify attending adults. We recommend that
medication be submitted in the original, labeled container and include written instructions regarding its use. The adult supervising the child/youth/disabled will return any unused medication to the parent/guardian at the conclusion of the church activity.
2. First aid kits are available in the following locations: Christian Education Office, Nursery,
Kitchen (behind the door), Children's Education Wing, Room 220, outside Room 207 and the
Main Church Office, in the Youth Room closet and the Ushers Room.
3. A list of Southgate members who are trained in CPR methods, along with the location of First Aid Kits and fire extinguishers will be made available in all classrooms.
4. Only a suitable substitute (who has been approved as a volunteer worker through the above screening process) must be used to take the place of workers who are ill.
5. Children, youth or the disabled should be returned to their parent or guardian as soon as illness is discovered. If this is not possible, then the person who is ill should be isolated in a manner that will allow supervision to continue until the person can be returned to their parent or guardian.
6. Reasonable steps should be taken by everyone to avoid contact with body fluids of any kind, such as wearing gloves when changing diapers, and contacting a custodian to
clean up vomit.
7. Any coordinator/supervisor who becomes aware of an injury to a worker or child, youth
or the disabled will take steps to ensure proper medical attention is given to the
injured person.
8. Persons, who have received an injury which is obviously minor, should be given first aid as needed at the time of injury. The person's parent or guardian should be notified of the minor injury when they pick up the injured person.
9. Any injury which may require medical treatment beyond simple first aid should be given immediate attention. The parent or guardian of the injured person should be immediately notified, along with the worker's coordinator/supervisor. An ambulance should also be called immediately if warranted by the injury. Once the person has been properly cared for a Notice of Injury/Incident (Form #1) should be completed and promptly given to the immediate supervisor/coordinator.
Record-Keeping
1. All children, youth and disabled shall be registered using a Medical Release and
Permission Form. Members and regular attendees must complete this form annually
for each of their children, youth or disabled. Included in the information requested will be some medical history, an emergency contact, and a release form for routine activities. For participation in any off-site activity or one considered "high-risk," specific permission may be necessary prior to the event.
2. A written Notice of Injury/Incident report should be prepared by workers whenever an injury should occur during a ministry function (Form #1). The incident report will be
forwarded to the worker's coordinator/supervisor promptly upon completion.
Notice of Injury, Abuse, or Molestation
1. The safety of the victim must be the church's primary concern. The child/youth/disabled
must be immediately removed from the suspected abusive situation.
2. Workers who become aware of any injury, abuse, or molestation connected with any
ministry activity will immediately inform their coordinator/supervisor or ministry
leader of such injury, abuse, or molestation.
3. Any coordinator/supervisor who becomes aware of any injury, abuse, or molestation
connected with any ministry activity will immediately inform the Children's Ministry
Coordinator, Pastor of Student Ministries, or other responsible ministry staff of such
injury, abuse, or molestation and will complete a Notice of Injury/Incident form (Form #1).
4. Any ministry leader who becomes aware of possible abuse or molestation of a
participant will ensure that the participant's parent or guardian is immediately informed
that possible abuse or molestation has occurred. After receiving details of the incident,
the ministry leader will see that an attorney or other suitable qualified professional is
promptly contacted to provide an opinion as to whether the organization should
report the abuse or molestation to law enforcement authorities. If it is recommended
that an incident be reported, the advice should be acted upon immediately.
5. All oral or written information surrounding the suspicions of abuse and the circumstances
leading to the report will be kept confidential, unless otherwise required by law. A written
record will be kept of all steps taken by the church in response to the allegations.
6. Appropriate efforts will be made to continue to minister to the needs of those involved in
the allegations.
7. The alleged abuser will be treated with dignity, but will be immediately removed from
further involvement with children, youth or the disabled.
8. If deemed necessary by the Elder Board, a brief and concise statement will be prepared
that can be made to the congregation without giving unnecessary details, placing blame,
interfering with the victim's privacy, or violating any confidentiality concerns.
Violation of Policy or Procedures
1. Workers must promptly notify their coordinator/supervisor of any activity undertaken
on their own behalf or by others which violates this policy or procedures.
2. Any coordinator/supervisor or ministry leader who becomes aware of a violation of the
policy or procedures will take all necessary steps to ensure future compliance with the
policy and procedures by all workers. The coordinator/supervisor will remove a worker
from their position if such removal is warranted, or if the worker poses a potential
threat to others.
Internal Investigation
1. Any allegation of abuse or molestation will be taken seriously and will be investigated
by ministry leaders.
2. Any volunteer worker of Southgate Baptist Church who is the subject of the investigation
will be removed from their position pending completion of the investigation
Dealing with Law Enforcement/Media
1. All ministry leaders, employees, and volunteers will cooperate fully with any law
enforcement or governmental agency that may be investigating allegations of injury,
abuse, or molestation in connection with activities of the organization.
2. Legal counsel will be contacted for advice and guidance as soon as possible after
the organization receives notice of possible abuse or molestation in connection with
organization activities. Decisions concerning the ministry's response to the allegations
will be made in accordance with such advice.
3. The Elder Board will designate a single organizational leader as spokesperson following
notice of any abuse or molestation in connection with activities of the ministry. This
spokesperson will be the only person to convey information concerning the situation
and (to avoid compromising any ongoing investigation) will convey only such information
as is necessary under the circumstances.
Annual Worker Review
This policy and procedures will be conveyed for review annually to all workers,
employees, coordinators, supervisors, and leaders to whom it applies.
A renewal application (Ministry Application PART A & C) will be completed annually by
all volunteer workers associated with the organization who will be working in any
capacity with children, youth, or the disabled.
Should the renewal application show that any volunteer worker has become unsuitable
for working with children, youth, or the disabled, the person will be immediately removed
from his/her current position, and will not be considered for other positions involving work
with children, youth, or the disabled.
Revision of Policy/Procedures
This policy and procedures will be regularly reviewed with legal counsel and can be
modified in accordance with the bylaws of Southgate Baptist Church. Any such
modification should be promptly conveyed to all persons affected by the modification.
