I. INTRODUCTION
I.A STATEMENT OF CHRISTIAN CONVICTION
As a Christian community of faith and a United Church of Christ congregation, Kensington Congregational Church looks to the life and teachings of Jesus Christ for inspiration and guidance in its efforts to ensure that the church remains an inclusive and nurturing community where children and youth can safely seek a closer relationship with God and grow in their faith and faithfulness.
As members of the church, we are united in a common commitment to provide this protective environment and care for our children and youth because we believe it is what Jesus would have us do.
Our inspiration for this commitment comes from our knowledge of Jesus’ own ministry with children and youth. The Gospel stories of Jesus’ teaching and healing ministry reveal that Jesus consistently valued children and youth and demonstrated his concern for them through both actions and words. He saw greatness in children and youth, recommending them as role models to all who aspired to enter the kingdom of heaven (Matthew 18:1-6, Mark 9:33-37). He affirmed their importance when he took them into his arms and rebuked his disciples for interfering with their access to him (Mark 10:13-16, Luke 18:15-17). He met and healed them (Matthew 9:18-19, 23-25, Mark 5:21-42). He declared them full members of God’s kingdom (Matthew 19:10-14). He clearly instructed that they are to be included and provided for within the community of faith (Matthew 18:5-6, Luke 18:15-17).
We have prepared this document to guide us in our efforts to emulate Christ’s example in our own children’s and youth ministry programs and to maintain the trusting atmosphere of Kensington Congregational Church for the entire congregation – employees, members, friends, visitors, volunteers, youth and children alike – as we strive to responsibly conduct our programs and meet the challenges of including and providing for our children and youth while safeguarding their physical, emotional and spiritual welfare when they are entrusted to our care. We want to ensure that our church remains a safe sanctuary -- a sacred space free from exploitation, intimidation, abuse, misconduct and harassment of any form -- where our children and youth and the volunteers who work with them can come together for worship, study, witness, prayer and service.
I.B STATEMENT OF PURPOSE
The implementation of these guidelines will enhance, enrich and strengthen the children’s and youth ministry programs at Kensington Congregational Church, for they will guide us in our efforts to:
▪ follow reasonable safety measures in the recruitment and selection of volunteers
▪ implement prudent operational procedures in our programs and events
▪ educate volunteers on the use of appropriate policies and methods, including first aid and discipline
▪ develop and follow clearly defined procedures for reporting and responding to allegations of child abuse and adult misconduct that meet the requirements of state law and the teachings of our faith
While guidelines alone cannot anticipate and prevent all misfortune, we believe we can greatly reduce the risk by following this thorough and practical policy of prevention. It is our expectation that these guidelines will go far toward reducing the possibility of inappropriate behaviors occurring within our church home and will allow us to respond to any concerns that arise in a firm and faithful manner.
I.B SCOPE OF POLICIES AND GUIDELINES
The policies and guidelines in this document apply to all members, friends, volunteers and employees of the church and to all children’s and youth ministry programs and activities, including those that occur within the buildings and property of Kensington Congregational Church and at other locations.
I.C LOCATION OF POLICIES, GUIDELINES AND FORMS
Paper copies of this document are kept in the church office, the Christian Education office and the church narthex. An online copy is posted on the church’s web site. Forms referenced in this document are located in Section IX of the document.
I.D AMENDMENT PROCESS
The Safe Church Advocacy Panel and Response Team have the authority to request changes to these policy statements and guidelines in all their parts. The Church Committee has the authority to revise and update these policy statements and guidelines in all their parts. A majority vote will prevail.
I.E MAINTENANCE AND CONFIDENTIALITY OF RECORDS
All records and materials pertinent to this policy, including all information obtained during investigations, all records of activities related to issues being addressed, and all findings, are to be documented and signed, including dates, times, locations of all activities and meetings, names of the parties present, decisions made or conclusions drawn, and any further action to be taken.
This information will be kept for a legally appropriate time in a secure place. The pastor, Safe Church Advocacy Panel and Safe Church Response Team will determine the location and security measures necessary to insure confidentiality and safety of the records and materials.
II. IMPLEMENTATION AND ADMINISTRATION OF THE SAFE CHURCH GUIDELINES
The Safe Church Advocacy Panel and the Safe Church Response Team manage the church’s implementation and administration of the policies and guidelines contained in this document.
II.A THE SAFE CHURCH ADVOCACY PANEL
Formation Of The Safe Church Advocacy Panel
The Safe Church Advocacy Panel is composed of [è Lisa / Mike – CE needs to define this]
Responsibilities Of The Safe Church Advocacy Panel
The Safe Church Advocacy Panel is responsible for evaluating disclosure form information and overseeing safe church policy training. Section III of this document defines the Advocacy Panel’s role in evaluating applicants’ disclosure form information. Section VII of this document defines its role in scheduling and tracking training.
II.B SAFE CHURCH RESPONSE TEAM
Formation Of The Safe Church Response Team
The Safe Church Response Team is composed of the moderator or vice moderator of the Church Committee, the Director of Christian Education, a member of the Diaconate, the Trustees and the Christian Education Committee.
The moderator or vice moderator and Director of Christian Education are permanent members of the Response Team. The Diaconate, the Trustees and the Christian Education Committee are responsible for appointing their representatives to serve on the Response Team. As they make their appointments, these committees must verify their appointee’s willingness to commit the time and effort required to become familiar with this document and to participate in the Department of Children and Family’s mandated reporter training class; and they must also work with each other to strive to ensure that the Response Team is composed of at least two female and two male members.
Members’ names will be posted on the Christian Education bulletin board in the church narthex,
published in Gabriel’s Trumpet and posted on the church’s website.
Members will elect their own chairperson who will serve as the designated media spokesperson for the church. Section VI of this document defines the designated media spokesperson’s responsibilities. An alternate media spokesperson will be appointed by the Church Committee to handle these responsibilities in the designated media spokesperson’s absence.
Responsibilities Of The Safe Church Response Team
The Safe Church Response Team has responsibility for management of the church’s response to allegations of child abuse and adult misconduct. Section V of this document defines the Response Team’s role in responding to reports of alleged child abuse. Section VI of this document defines its role in responding to allegations of adult misconduct, maintaining effective communication and continuing the ministry of the church during all review processes.
All meetings and recorded meeting minutes of the Response Team will be considered confidential. The Response Team will strive to keep all information and files pertaining to complaints confidential.
III. SELECTION OF CHILDREN’S AND YOUTH MINISTRY VOLUNTEERS
III.A RECRUITING FOR CHILDREN’S AND YOUTH MINISTRY VOLUNTEER POSITIONS
Kensington Congregational Church welcomes staff, church members, and friends of the church who have been regularly participating in worship at the church for at least six months to become involved with children’s and youth ministry volunteer positions that require direct contact with children and youth.
Volunteers must be enthusiastic about our call to share the love of God with children and youth and willing to encourage each child and youth to develop a personal relationship with and faith in Jesus Christ; and they must also be willing to complete the screening requirements.
III.B SCREENING FOR CHILDREN’S AND YOUTH MINISTRY VOLUNTEER POSITIONS
As a lay led church, we depend upon our members’ good will and generous time commitments. This is particularly true in the staffing of the many and varied programs we offer children and youth.
While we want to maximize the opportunities for all members of the congregation to contribute their time and talents in the service of children and youth, our responsibility is to create a safe environment for children and youth.
This commitment requires us to take extra care in insuring that those working with our children and youth conduct themselves in a respectful and appropriate manner.
Therefore, the following documents must be completed annually by all new and returning applicants for children’s and youth ministry volunteer positions that require regular direct contact with children and youth (i.e., Sunday School teachers, youth group leaders, crib room supervisors, chaperones for non-overnight events, drivers for field trips and confirmation mentors), as well as all members of the Christian Education committee and all of the Church’s mandated reporters, (i.e. – the Director of Christian Education, the pastor, the Director of Music, all youth choir directors, and all teachers and teachers’ aides at Kensington Nursery School):
▪ A Disclosure Form for Christian Education Volunteers, a screening tool intended to confirm that applicants have not been charged with or convicted of any form of child abuse involving their own or other children, any other violent crime, weapons offense or drug related offense
▪ A Participant Covenant for Christian Education Volunteers, confirming the applicants’ willingness to observe and abide by the congregation’s expectations about how volunteers should conduct themselves when interacting with children and youth as defined in this document, Kensington Congregational Church’s Safe Church Guidelines for Children’s and Youth Ministry
All new workers who have direct contact with children and youth will be required to attend an orientation session in which they are informed of the church’s supervision and protection guidelines used in children and youth’s ministry as well as its procedures for reporting suspected child and youth abuse.
No volunteers – paid, volunteer, clergy or laity -- will be exempted from these requirements.
III.C GUIDELINES FOR REVIEW OF DISCLOSURE INFORMATION
The Safe Church Advocacy Panel will be responsible for reviewing and interpreting applicants’ disclosure form information, using these guidelines:
▪ There are no circumstances under which any applicant who has been convicted of or who
admits to committing child abuse, child molestation, incest or any other crime against a child or
youth will be considered for any volunteer position involving direct contact with children or
youth.
▪ There will be a presumption that an applicant is ineligible for any volunteer position involving
direct contact with children or youth if the applicant’s disclosure form indicates that the
individual has a history of violent crime, such as incest, rape, assault involving minors, murder, kidnapping, child pornography, domestic violence or physical abuse, weapons or drug related offenses or the disclosure form indicates that the individual has been charged with any of the crimes listed above and is either awaiting trial or has been defaulted by the court.
▪ While the church is called to practice justice and forgiveness and may forgive people and
restore them to the community of the church, it is not required to invite them into or return them to the practice of volunteer ministry if the church believes that they have demonstrated the inability to uphold the behaviors and responsibilities the ministerial role requires or that they may either pose a risk to the safety of others or compromise the faithful witness of the church
IV. SUPERVISION AND PROTECTION OF CHILDREN AND YOUTH
IV.A POLICY ON SUPERVISION AND PROTECTION OF CHILDREN AND YOUTH
Kensington Congregational Church is committed to creating and maintaining a faith community in which children, youth and the volunteers who work with them can worship and work together in an atmosphere free of all forms of discrimination, harassment, exploitation, or intimidation.
All individuals associated with the church should be aware that the church is committed to providing reasonable and prudent supervision for all Christian education activities and programs and that child abuse of any kind, perpetrated by anyone engaged in the ministry of Kensington Congregational Church, is unethical behavior and will not be tolerated within the scope of church sponsored activities.
IV.B GUIDELINES FOR SUPERVISION AND PROTECTION OF CHILDREN AND YOUTH
IV.B.1 ADMINISTRATION OF MEDICATION
By state law, there are no circumstances under which a volunteer can administer prescription or over the counter medications to a child or youth during non-off site or overnight events, i.e. - regular Christian education classes, activities and events.
Authorized first aid staff may administer prescription and over the counter medications during off site field trips and overnight events only with prior written permission from a child’s or youth’s parents or guardians. For these events, all medicines, including supplements, will be given to the first aid staff at the beginning of the event and will then be distributed as appropriate by the first aid staff. An ongoing log of all medications dispensed and treatments administered will also be kept.
IV.B.2 ADVANCE NOTICE TO PARENTS
Individuals engaged in the ministry of the church will always give parents and guardians advance notice and full information regarding the event in which their child or youth will be participating.
Advance information encourages parents to support the ministry by scheduling their child’s or youth’s participation. It can help parents and youth decide whether the content and substance of the event are suitable for their participation. It may also lead to parents participating in the ministry as volunteer leaders. Most importantly, advance notice demonstrates that the church takes its ministry seriously enough to plan thoroughly and to provide for the safest possible experiences.
IV.B.3 APPROPRIATE DISCIPLINE
We use the least intrusive, most positive form of discipline when a child’s or youth’s behavior is deemed disruptive. When a child or youth is being disciplined, the child or youth will be treated with respect and will not be disciplined in a manner that deprives him or her of basic rights or safety. It is never appropriate or acceptable to use any form of physical punishment to discipline a child or youth.
The purpose of discipline with children and youth is to maintain order in a manner consistent with the teaching of religious responsibility, respect and cooperation.
Some examples of positive discipline include:
▪ Verbal redirection
▪ Quiet time
▪ Classroom time-out
▪ Notifying the parents about the problem
▪ Asking church staff or the child’s parents to remove the child from the classroom.
If a child or youth needs to be separated from the class and placed in a 1:1 situation with a volunteer or staff member, this 1:1 time will be done in clear view of other volunteers or staff. If a child or youth is particularly disruptive during a class, volunteers will contact the Christian Education Monitor for assistance. If a child or youth demonstrates repeated or flagrant disregard for behavioral guidelines during a field trip or overnight event, the child’s or youth’s parents will be contacted and asked to remove their child or youth from the field trip or overnight event.
IV.B.4 APPROPRIATE INTERPERSONAL BOUNDARIES
Physical contact such as wrestling, horseplay and other high contact games are not appropriate recreational activity. No adult leader, staff or volunteer will initiate or encourage such intimate or physical contact with youth or children.
Children and youth participating in activities are expected to remain with the group throughout the times listed in the activity description. No pairing or otherwise separating off from the group is permitted, except with permission of group leaders and only with appropriate supervision.
Setting and maintaining appropriate interpersonal boundaries is the responsibility of the adults. It is important for adult workers to be clear about appropriate behaviors and interpersonal boundaries. Children and youth want and need to see good examples from adult leaders of appropriate ways to relate to others and will follow the lead of adults in this regard. Adults who model respectful and nurturing behaviors that do not interfere with another’s privacy provide these types of good examples.
IV.B.5 APPROPRIATE LANGUAGE
Use of inappropriate language is unacceptable and will not be tolerated.
Some examples of inappropriate language are:
▪ Derogatory statements about any aspects of a child’s or youth’s identity
▪ Words spoken in harsh anger
▪ Any sexually explicit statements
▪ Language deemed inappropriate among Christians, such as obscenities
IV.B.6 APPROPRIATE TOUCH
We will touch children and youth only in appropriate ways and places. Appropriate touch is on the hand, the shoulder or the upper back. Appropriate touch is never against a child’s or youth’s will, unless in the case of clear and present danger to the child or youth or another individual. It never causes the child or youth physical or mental discomfort. It is never in a place on a child’s or youth’s body that could be covered by a bathing suit, unless for a clear medical necessity or when changing a diaper or helping a young or disabled child or youth use the toilet. It is never used to express power or control over a child.
Some examples of appropriate touch are:
▪ Bending down to a child’s eye level and speaking kindly or listening carefully to the child
▪ Patting a child on the head, hand, shoulder or back to affirm him or her
▪ Putting an arm around the shoulder of a child who needs comforting
▪ Taking a child’s two hand as you say, “You did such a good job!”
▪ Taking a child’s hand and leading him or her to an activity
▪ Holding a preschool child who is crying
Appropriate physical touch is an important part of showing love and support to children and youth. Nothing in this document, Kensington Congregational Church’s Safe Church Guidelines for Children’s and Youth Ministry, should be construed as stopping an adult from hugging a child to show affection or approval for something well done or to comfort a child who has faced a disappointment.
IV.B.7 BATHROOM SUPERVISION
1. Pre-school age children who need to use the bathroom will be accompanied by a volunteer who will escort the child to the bathroom, check the bathroom for safety and remain outside the bathroom door.
2. The volunteer escorting the child to the bathroom will leave the bathroom door open.
3. Every effort will be made to allow the child privacy while in the bathroom. If the child requests help, the volunteer may enter the bathroom as long as the volunteer maintains verbal contact with another volunteer nearby.
4. The child’s parent or guardian will be summoned to deal with toileting accidents.
IV.B.8 CONFIRMANDS AND SAFE CHURCH GUIDELINES
Confirmation mentors maintain a unique relationship with their confirmands where they must work “one on one” with their confirmand in order to form a positive relationship, perform church and community service, attend church meetings and provide opportunities for discussion that encourage the confirmand’s spiritual growth.
As each new confirmation class begins in September, mentors, confirmands and their families will sign A Confirmation Covenant, confirming their understanding of this unique situation and the responsibilities inherent in the mentor / confirmand relationship.
IV.B.9 CRIB ROOM CARE FOR INFANTS AND TODDLERS
Assigning Helpers:
The minimum age for children to serve as helpers in the crib room without their parents’ or guardians’ supervision is eleven years of age.
Drop Off and Pick Up Policies:
When a parent or guardian brings a child to the crib room, the parent or guardian must sign the child in on the nursery registration sheet and provide information about allergies, diapering and / or toilet training, snacks, appropriateness of outside play, and the names of individuals who have permission to remove the child from the crib room. The authorized person must sign the child out on the nursery registration sheet when removing the child from the crib room.
Parents will be given the option to place a nametag on their child’s back. The intent of placing these nametags on infants and toddlers is twofold – first, to allow crib room caregivers to refer to each child by name, thereby encouraging personal interactions, and second, to assist caregivers as they verify that each child is logged out of the crib room with their appropriate parent, guardian or sibling.
Diaper Change Policy:
1. The diaper-changing table will be placed so that a child whose diaper is being changed is visible to all workers in the crib room.
2. Caregivers will follow basic, common sense hygiene and safety procedures when changing diapers.
▪ They will always change diapers on the changing table, unless the caregiver judges a child is sufficiently active that the child’s safety would be better served by placing the child on a changing pad on the floor.
▪ They will never leave a child unattended on the changing table.
▪ They will always use disposable gloves when a diaper is changed and wash or disinfect hands after a diaper is changed.
▪ They will always dispose of diapers, wipes and gloves in the garbage can in the children’s bathroom.
3. Caregivers will not change any child who refuses or resists a diaper change. If a child resists, caregivers will inform the parents or guardians of this situation when the child is reunited with the parents or guardians.
Ratio of Caregivers to Children:
There must be two caregivers in the crib room whenever children are present, one of which must be an adult. Ideally, there should be one worker for every 2 infants and one worker for every 4 toddlers.
If the required level of supervision cannot be provided when a child enters the crib room, the caregiver will ask the individual bringing the child to either stay in the crib room and assist the caregiver or take their child with them to the worship service.
Sickness and Emergency Notification Policies:
The sickness policy will be posted in the crib room. No sick children or caregivers should be in the crib room. The emergency notification policy will also be posted in the crib room.
IV.B.10 DRIVING REGULATIONS
Individuals must be at least 23 years old, have a valid driver’s license and appropriate insurance, and a driving record that conforms to any standards required by the church’s insurance company in order to be an authorized driver for a Christian education program activity. Anyone whose license has been revoked or suspended within the past five years will be ineligible to drive for children’s and youth activities.
Authorized drivers will ensure that all occupants of their vehicles use seat belts at all times and that the number of occupants in the vehicle never exceeds the number of seat belts.
IV.B.11 DRUG, ALCOHOL AND FIREARMS USE
The possession or use of any illegal drugs or alcoholic products or firearms by staff, volunteers and participants during church sponsored activities is not permitted.
IV.B.12 EMERGENCY NOTIFICATION PROCEDURES
Emergency notification procedures are posted in every classroom.
When there is an injury requiring immediate medical attention during a Sunday School event, we will verify that the adult leaders of the event are aware of the injury, call 911, if necessary, notify the Sunday School monitor and / or the Christian Education Director to contact the child’s or youth’s parents or guardians and notify the Safe Church Response Team that an injury has occurred.
When there is an injury requiring immediate medical attention during a field trip, overnight event or evening program, we will verify that the adult leaders of the event are aware of the injury, call 911, if necessary, notify the child’s or youth’s parents or guardians, the Safe Church Response Team and the Director of Christian Education.
IV.B.13 FIELD TRIPS, OFF SITE ACTIVITIES AND OVERNIGHT EVENT GUIDELINES
Special outings, day trips, service projects and weekend retreats are an important part of children’s and youth ministry. They help children and youth grow physically, emotionally and spiritually and give them a chance to learn social and leadership skills.
Planning and Preparing For The Field Trip, Off Site Activity Or Overnight Event:
All field trips, off site activities and overnight events must be pre-approved by the Christian Education committee at least one month prior to the event.
For field trips, parents and guardians will be fully informed about programs, activities, leaders, dates and times, cost (if any), method of transportation and purpose of all scheduled activities at least two weeks prior to the trip. For overnight events, one month lead-time will be required.
A signed consent form and medical release form must be completed and returned before any child or youth can participate in an event. Completed forms will be kept on file in the Christian Education office. The adult supervisor of the trip must take the original forms to the trip or event and leave copies in the Christian Education office.
General Field Trip, Off Site Activity and Overnight Event Guidelines:
Each non-overnight event will be supervised by at least two adult leaders. At least one of these adult leaders must have a cell phone and a list of phone numbers where parents and guardians of the attending children and youth can be contacted and be authorized to administer minor first aid and dispense medicine as needed
If the minimum level of supervision cannot be achieved, the event must be cancelled. This may result in a loss of deposit fees for which the church cannot be responsible.
Supervising Sleeping Arrangements During Overnight Events:
When children or youth participate in a church-sponsored overnight experience on or off church property, an adult will supervise sleeping arrangements.
In a dormitory type setting, boys and girls will sleep in separate areas. Ideally, two but at least one chaperone of the same gender will directly supervise each group. This means at least one adult male will dorm with the boys and at least one adult female with the girls.
In a hotel type setting, youth and adults will be assigned to separate rooms. If possible, the room assignments will be made so that an adult room is between two youth rooms. It is also recommended that the adults arrange among themselves to check on the youth rooms on a random schedule during the night.
IV.B.14 FIRE SAFETY PROCEDURES
Emergency exit procedures will be posted in every classroom, and fire extinguishers will be placed in accordance with local fire codes. A Sunday School fire drill will be scheduled once a year at the beginning of the church school year.
IV.B.15 FIRST AID
First Aid Kits:
First aid kits will be on the premises at all church events (è in every building?). First aid kits will also be provided to qualified adults on all overnight events.
First Aid Training:
The church will annually offer the opportunity to all child and youth workers to participate in a first aid / CPR class scheduled on the church’s premises.
IV.B.16 FIVE-YEAR SEPARATION RULE
Classroom helpers, nursery helpers and youth group assistants must be five years older than the oldest participant in the class, group or activity.
IV.B.17 KEY ASSIGNMENT
When a key to the areas frequented by children and youth is assigned to staff or volunteers, the assigned person must take full responsibility for the use of that key, must not loan that key out to anyone else, must not make a duplicate of that key and must return the key when use of the key is no longer required.
IV.B.18 LEAVING AND LOCKING
Youth need to notify adult leaders when they leave an event.
We strongly encourage parents to respect concluding times of events. We strive to avoid situations where one youth or child is left at the church, under the supervision of one adult volunteer, waiting to be picked up by parents at the end of an evening activity.
The last three people at a church sponsored event, including the staff person locking the door, should leave the event together.
IV.B.19 OPEN DOOR POLICY
In the classroom -
We strive to carry out all Christian Education activities in open areas, not in private offices or spaces. Doors without windows are left open when sessions with children and youth are taking place.
We maintain this “open door policy” at all times. The Director of Christian Education, the pastor, the Christian Education Monitor, and the parents and guardians of the children and youth in any class or activity may visit any room at any time and without prior notice to the teachers or volunteers. Parents and guardians are asked to visit the rooms in a way that is not disruptive to the classroom or activity.
During individual counseling sessions -
The door of the room used during counseling sessions 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.
IV.B.20 SUPERVISION GUIDELINES
For All Children’s and Youth Ministry Activities:
Kensington Congregational Church strives to meet the goal of “two deep” leadership, where two adults are present at all times in all classrooms. Since we are a small church, meeting this goal is often a significant challenge.
Therefore, as we continue our efforts to meet this goal, members of the Christian Education Committee volunteer and serve as crib room and class room monitors, visiting and observing all children’s and youth ministry scheduled events on Sunday mornings, providing assistance to teachers and event leaders and observing that the safe church guidelines are followed by participants.
(è Kim is researching the parent phone call question – can CE support 2 deep leadership or do we go with a statement regarding the function of the Sunday School monitor to pinch hit by rotation through classrooms?)
All staff and volunteers are expected to follow the rules and guidelines of the church at all times, thereby providing appropriate supervision for children and youth.
Staff and volunteers function as representatives of the church and as such are held to different standards than when acting as a parent or adult in their own family.
Staff and volunteers are encouraged to remember that they will be providing both supervision and modeling adult Christian behavior for the children and youth in their care and that they should endeavor to see that the example they set is consistent with the value and expectations of the church community.
IV.B.21 YOUTH MEMBERS OF BOARDS AND COMMITTEES
No youth member of a church board, committee, sub-committee or task force will attend a meeting unless either at least two adult members of the committee are present or the youth’s parent or guardian is present.
VI. ADULT CONDUCT
VI.A POLICY ON ADULT CONDUCT
VI.A.1 MINISTERIAL CONDUCT
Elected leaders, employees, volunteers and authorized ministers who participate in the church’s ministry to children and youth are considered ministers of the church. As such, they are responsible for knowing the possible impact of their words and actions in ministering to the emotional, mental, and spiritual needs of children and youth who come to them for help or over whom they have any kind of authority.
The church believes it is imperative that ministers maintain their own psychological, emotional and spiritual health and that they have adequate preparation and education for helping those individuals they seek to serve in ministry, since ministers are often called on to deal with children and youth who are emotionally and psychologically fragile or otherwise personally vulnerable.
Therefore, it is the church’s policy to encourage all ministers to nurture safety within ministerial relationships by being attentive to self-care, education, and the importance of referring those in need to supportive and helpful resources.
VI.A.2 ONE-ON-ONE INTERACTIONS:
A ministerial relationship is the relationship between one who carries out the ministry of the church and the one being served by that ministry.
While one-on-one interactions between an adult and child are sometimes necessary and appropriate within the context of a ministerial relationship, it is the minister’s responsibility to be certain that these interactions occur in locations that provide visibility by other adults and that children and youth participating in these interactions clearly understand that they are encouraged to discuss all aspects of these interactions with a parent, guardian, or other adult, especially if they are uncomfortable about anything that occurred during the interactions.
VI.A.3 INDIVIDUAL PASTORAL CARE AND PRIVILEGED COMMUNICATION:
Individual Pastoral Care
Pastors are considered authorized ministers because they either hold ordained ministerial standing or have been commissioned or licensed by an association of the United Church of Christ.
Individuals seeking pastoral care from the church’s authorized ministers sometimes raise concerns related to abuse or personal safety. When these topics are raised, each pastor will address these concerns in the manner the pastor considers most appropriate for that specific case.
Kensington Congregational Church is committed to maintaining an environment in which children and youth feel comfortable raising concerns regarding their safety and to addressing these concerns in a thoughtful and comprehensive manner.
While the church considers confidentiality an important right and privilege for all within the church, the church also acknowledges that there are circumstances when secrecy does not serve the welfare of those who have spoken in confidence.
Privileged Communication
A condition of privileged communication exists for authorized ministers. Any information shared with authorized ministers in the course of their professional capacity is considered privileged; and authorized ministers are not required to disclose that information during civil cases, criminal cases, and legislative or administrative proceedings, unless the person making the confidential communication waives the privilege.
VI.A.4 PROHIBITION OF SEXUAL EXPLOITATION AND SEXUAL HARASSMENT
Kensington Congregational Church is committed to maintaining a faith community in which members, friends, staff and volunteers can worship and work together in an atmosphere free of all forms of discrimination, harassment, exploitation and intimidation.
All individuals associated with the church should be aware that the church is strongly opposed to sexual exploitation and harassment and that such behavior is prohibited by church policy.
Sexual exploitation is defined as:
Any sexual activity or contact (not limited to sexual intercourse) in which a minister engaged in the work of the church takes advantage of the vulnerability of a child or youth by causing or allowing the child or youth to engage in sexual behavior with the minister
Sexual harassment is defined as:
Any sexual or coercive advance by a minister toward a child or youth contrary to his or her wishes. It includes behavior directed at a child’s or youth’s sexuality or sexual orientation with the intention of intimidating, humiliating or embarrassing the child or youth or subjecting the child or youth to public discrimination
Sexual harassment also includes sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when any of these conditions is true:
▪ Submission to such conduct by a child or youth is made either explicitly or implicitly a term or condition or circumstance of instruction or participation in any church activity
▪ Submission to or rejection of such conduct by a child or youth is used as a basis for evaluation in making church-related decisions affecting the child or youth
▪ Such conduct has the purpose or effect of unreasonably interfering with a child’s or youth’s performance or participation in church activities or creating an intimidating, hostile, or offensive church environment.
Sexual harassment also includes unsolicited contact that has sexual overtones, particularly:
▪ Written contact, such as sexually suggestive or obscene letters, notes, or invitations
▪ Verbal contact, such as sexually suggestive or obscene comments, threats, slurs, epithets, jokes about gender-specific traits or sexual orientation, sexual propositions
▪ Physical contact, such as intentional touching, pinching, brushing against another’s body, impeding or blocking movement, assault, coercing sexual intercourse
▪ Visual contact, such as leering or staring at another’s body, gesturing, displaying sexually suggestive objects or pictures, cartoons, posters or magazines
Sexual harassment also includes:
▪ Continuing to express interest after being informed directly that the interest is unwelcome
▪ Using sexual behavior to control, influence or affect the learning or worship environment of a child or youth
▪ Suggesting, threatening, or implying that failure to accept a request for a date or sexual intimacy will affect a comfortable participation in the life of the church.
Sexual exploitation and sexual harassment will not be tolerated within this congregation.
It is the intention and responsibility of the church to take whatever action may be needed to prevent and correct behavior that is contrary to this policy and, if necessary, to discipline those individuals who violate this policy.
VI.B RESPONDING TO ALLEGATIONS OF ADULT MISCONDUCT
VI.B.1 GUIDELINES FOR RESPONDING TO ALLEGATIONS OF ADULT MISCONDUCT
The Safe Church Response Team will promptly address all allegations of adult misconduct. The church believes that the well being of the potential victim and the reputation of the alleged offender are best served by having all allegations addressed quickly
All individuals involved in an allegation will receive compassion, sensitivity and concern; and the right of all individuals to obtain justice in a fair review will be respected.
In determining whether alleged conduct constitutes sexual harassment or exploitation, the Response Team will give consideration to the record of the alleged incident(s) as a whole and to the totality of the circumstances, including the context in which the alleged incident(s) occurred.
Response to allegations will be handled with due respect for everyone’s privacy and confidentiality. In so far as is possible, the identities of all individuals involved in a report will be maintained in confidence. Information contained in reports will be shared only on a need to know basis in order to investigate and decide on an appropriate response to a reported allegation.
Every reasonable effort will be made to bring any misconduct to an end.
Anyone submitting an allegation of adult misconduct or abuse for the Response Team’s review or assisting in the Response Team’s investigation and evaluation of an allegation will not be adversely affected in terms and conditions of employment, church membership or affiliation and will not be otherwise discriminated against or discharged.
However, if the Response Team finds during the course of its review that an allegation is based on false information, lies or deceit, the individual submitting the allegation will be reported to the pastor, the Director of Christian Education and the secular authorities participating in the investigation; and that individual may be liable for criminal and / or civil penalties.
VI.B.2 PROCEDURES FOR REVIEW OF ALLEGATIONS OF ADULT MISCONDUCT Initial Review Measures
The Safe Church Response Team will meet within 24 hours of receiving notice of an allegation in order to clarify all available information and make an initial determination as to the nature of the allegation.
If the Response Team concludes that the allegation clearly reflects a misunderstanding or miscommunication, the Response Team will try to resolve the matter through discussion with the affected parties. However, if the Response Team determines that some type of misconduct appears to have occurred or concludes that an informal resolution of the allegation cannot be reached, the Response Team will pursue further review.
Upon Decision to Pursue Further Review
The Safe Church Response Team will inform the accused individual of the decision to pursue further review of the allegation once the safety of the complainant has been ensured.
The Safe Church Response Team will treat the accused individual with dignity, recommend that the accused individual obtain legal representation, and ensure that the accused individual is immediately removed from all direct contact with children and youth.
▪ If the accused individual is an employee, the Safe Church Response Team will work with the pastor, the Diaconate and the Trustees to determine whether the employee will either be suspended or have their ministry restricted to exclude direct contact with children and youth and to determine whether the accused individual’s required leave will be paid or unpaid.
▪ If the accused individual is a volunteer, the volunteer will be removed from any role requiring direct contact with children and youth.
▪ These restrictions will remain in place until the allegation has been investigated and resolved by the Safe Church Response Team.
The Safe Church Response Team will inform the Trustees of the allegation; and the trustees will then be responsible for initiating contact with the church’s attorney and insurance agent.
If the allegation involves an authorized minister, the Safe Church Response Team will notify the Pastoral Relations Committee and inform the appropriate body of the wider United Church of Christ related to the person’s ministerial authorization regarding the allegation and its current status.
Evaluating Allegations
If an allegation involves a church employee, the Safe Church Response Team may elect to consult with the employee’s supervisor to determine if misconduct has occurred and what, if any, action needs to be taken. Upon reaching its final determination, the Safe Church Response Team will proceed using the following guidelines:
▪ If the allegation is determined to have no validity, the church will take no further action, but the Response Team will encourage the employee’s supervisor to work with the employee to see if changes in job expectations or performance might be needed to avoid future allegations or suspicions
▪ If the allegation is determined to reflect questionable but not abusive behavior, the Response Team will ask the employee’s supervisor to establish a performance plan designed to eliminate these behaviors and promote more positive and appropriate interactions between the employee and the congregation’s children and youth. The Safe Church Response Team will review this plan and monitor its implementation through the existing performance review procedures.
▪ If the Safe Church Response Team confirms or suspects that the allegation reflects behaviors that are defined as abusive under Connecticut statute, the Response Team will notify secular authorities using the mandated reporting guidelines defined by the State of Connecticut.
If the allegation involves a volunteer, the Safe Church Response Team may elect to consult with the volunteer’s supervisor (i.e., either Christian Education Committee if the alleged offence occurred in connection with or during an education program or the clergy directing the volunteer’s activities) to determine if misconduct has occurred and what, if any, actions needs to be taken. Upon reaching its final determination, the Safe Church Response Team will proceed using the following guidelines:
▪ If the allegation is determined to have no validity, the church will take no further action, but the Response Team will encourage the committee chairperson or supervising clergy to work with the volunteer to see if changes in a program’s structure or expectations might be needed to avoid future allegations or suspicions.
▪ If the allegation is determined to reflect questionable but not abusive behavior, the Response Team will ask the committee chair or supervising clergy to establish a performance plan designed to eliminate these behaviors and promote more positive and appropriate interactions between the volunteer and the congregation’s children and youth. The Safe Church Response Team will review this plan and monitor its implementation. If changes are not observed in the volunteer’s conduct within a reasonable time frame, the volunteer will be offered alternative volunteer opportunities that do not involve direct work with children and youth.
▪ If the Safe Church Response Team confirms or suspects that the allegation reflects behaviors that are defined as abusive under Connecticut statute, the Response Team will notify secular authorities following the mandated reporting guidelines defined by the State of Connecticut.
The Church’s Response During and After Civil Investigation
When the Safe Church Response Team determines that the church must notify secular authorities of an allegation of abuse, the Response Team will work with the pastor, the Diaconate, the Trustees, the area minister and, if the pastoral staff is involved, the Association Committee on the Ministry, to determine how and when information regarding the investigation will be shared with the congregation. A brief and honest statement will be made to the congregation without giving unnecessary details, placing blame, interfering with the victim’s privacy or violating any confidentiality concerns.
The church’s designated media spokesperson will be responsible for issuing a public statement to inform the congregation and responding to all public inquiries. The church’s statements will communicate that the church regards these allegations seriously and offers responsible action, concern and support for all involved. No details of the accusation will be released. The church will not deny that an incident has occurred, will not assign blame and will not minimize the situation. In all cases, no statement will be issued before the church’s attorney has approved it. In the absence of the designated media spokesperson, the alternate spokesperson will assume this responsibility.
The church will cooperate fully with all investigations made by the Department of Children and Families and the police.
If the allegation involves an authorized minister, the church will also cooperate fully in any procedures of the United Church of Christ relating to the person’s ministerial authorization while retaining the right and responsibility of the church to employ or designate leadership within the Kensington Congregational Church as it determines best.
The church will initiate a ministry of comfort and healing to address the spiritual and emotional concerns of the individuals who are involved and affected whenever an allegation of misconduct is made. The individual who was allegedly harmed, their family, their peers, the parents of the alleged victim’s peers, the remaining workers with children and youth, and the congregation as a community of faith, as well as the accused and their family, may all need pastoral care.
If the legal system finds that abusive behavior has occurred, the church’s response to the individual charged with misconduct may include but is not limited to one or more of the following actions:
▪ Formal reprimand with defined expectations for changed behavior
▪ Recommending or requiring a program of growth that includes education and counseling
▪ Probation, with terms of the probation clearly defined
▪ Dismissal from employment or volunteer leadership position, and, in extreme cases, recommending to the Diaconate that affiliation with, or membership in, the Kensington Congregational Church be terminated in accordance with Article Z, 20(i) of the church’s constitution
In formulating its response, the church needs to consider the perspective of those who have been harmed by the minister's behavior, pending civil or legal criminal action, progress in treatment / compliance with outlined conditions, degree to which responsibility is acknowledged, signed agreements that there will be full disclosure in future ministry settings, and an extensive examination of patterns of repeat offenses.
VI.B.3 APPEAL OF SAFE CHURCH RESPONSE TEAM DECISIONS
A complainant or accused person who is a member, elected leader or authorized minister of Kensington Congregational Church and is not satisfied with the disposition of an allegation reviewed by the Safe Church Response Team has the right to appeal for further review of all documentation and final resolution.
Members may appeal to the congregation. Elected leaders may appeal first to the Church Committee and then to the congregation. Authorized ministers may appeal first to the Diaconate and then to the congregation.
IV.B.2 ADVANCE NOTICE TO PARENTS
Individuals engaged in the ministry of the church will always give parents and guardians advance notice and full information regarding the event in which their child or youth will be participating.
Advance information encourages parents to support the ministry by scheduling their child’s or youth’s participation. It can help parents and youth decide whether the content and substance of the event are suitable for their participation. It may also lead to parents participating in the ministry as volunteer leaders. Most importantly, advance notice demonstrates that the church takes its ministry seriously enough to plan thoroughly and to provide for the safest possible experiences.
IV.B.3 APPROPRIATE DISCIPLINE
We use the least intrusive, most positive form of discipline when a child’s or youth’s behavior is deemed disruptive. When a child or youth is being disciplined, the child or youth will be treated with respect and will not be disciplined in a manner that deprives him or her of basic rights or safety. It is never appropriate or acceptable to use any form of physical punishment to discipline a child or youth.
The purpose of discipline with children and youth is to maintain order in a manner consistent with the teaching of religious responsibility, respect and cooperation.
Some examples of positive discipline include:
▪ Verbal redirection
▪ Quiet time
▪ Classroom time-out
▪ Notifying the parents about the problem
▪ Asking church staff or the child’s parents to remove the child from the classroom.
If a child or youth needs to be separated from the class and placed in a 1:1 situation with a volunteer or staff member, this 1:1 time will be done in clear view of other volunteers or staff. If a child or youth is particularly disruptive during a class, volunteers will contact the Christian Education Monitor for assistance. If a child or youth demonstrates repeated or flagrant disregard for behavioral guidelines during a field trip or overnight event, the child’s or youth’s parents will be contacted and asked to remove their child or youth from the field trip or overnight event.
IV.B.4 APPROPRIATE INTERPERSONAL BOUNDARIES
Physical contact such as wrestling, horseplay and other high contact games are not appropriate recreational activity. No adult leader, staff or volunteer will initiate or encourage such intimate or physical contact with youth or children.
Children and youth participating in activities are expected to remain with the group throughout the times listed in the activity description. No pairing or otherwise separating off from the group is permitted, except with permission of group leaders and only with appropriate supervision.
Setting and maintaining appropriate interpersonal boundaries is the responsibility of the adults. It is important for adult workers to be clear about appropriate behaviors and interpersonal boundaries. Children and youth want and need to see good examples from adult leaders of appropriate ways to relate to others and will follow the lead of adults in this regard. Adults who model respectful and nurturing behaviors that do not interfere with another’s privacy provide these types of good examples.
IV.B.5 APPROPRIATE LANGUAGE
Use of inappropriate language is unacceptable and will not be tolerated.
Some examples of inappropriate language are:
▪ Derogatory statements about any aspects of a child’s or youth’s identity
▪ Words spoken in harsh anger
▪ Any sexually explicit statements
▪ Language deemed inappropriate among Christians, such as obscenities
IV.B.6 APPROPRIATE TOUCH
We will touch children and youth only in appropriate ways and places. Appropriate touch is on the hand, the shoulder or the upper back. Appropriate touch is never against a child’s or youth’s will, unless in the case of clear and present danger to the child or youth or another individual. It never causes the child or youth physical or mental discomfort. It is never in a place on a child’s or youth’s body that could be covered by a bathing suit, unless for a clear medical necessity or when changing a diaper or helping a young or disabled child or youth use the toilet. It is never used to express power or control over a child.
Some examples of appropriate touch are:
▪ Bending down to a child’s eye level and speaking kindly or listening carefully to the child
▪ Patting a child on the head, hand, shoulder or back to affirm him or her
▪ Putting an arm around the shoulder of a child who needs comforting
▪ Taking a child’s two hand as you say, “You did such a good job!”
▪ Taking a child’s hand and leading him or her to an activity
▪ Holding a preschool child who is crying
Appropriate physical touch is an important part of showing love and support to children and youth. Nothing in this document, Kensington Congregational Church’s Safe Church Guidelines for Children’s and Youth Ministry, should be construed as stopping an adult from hugging a child to show affection or approval for something well done or to comfort a child who has faced a disappointment.
IV.B.7 BATHROOM SUPERVISION
1. Pre-school age children who need to use the bathroom will be accompanied by a volunteer who will escort the child to the bathroom, check the bathroom for safety and remain outside the bathroom door.
2. The volunteer escorting the child to the bathroom will leave the bathroom door open.
3. Every effort will be made to allow the child privacy while in the bathroom. If the child requests help, the volunteer may enter the bathroom as long as the volunteer maintains verbal contact with another volunteer nearby.
4. The child’s parent or guardian will be summoned to deal with toileting accidents.
IV.B.8 CONFIRMANDS AND SAFE CHURCH GUIDELINES
Confirmation mentors maintain a unique relationship with their confirmands where they must work “one on one” with their confirmand in order to form a positive relationship, perform church and community service, attend church meetings and provide opportunities for discussion that encourage the confirmand’s spiritual growth.
As each new confirmation class begins in September, mentors, confirmands and their families will sign A Confirmation Covenant, confirming their understanding of this unique situation and the responsibilities inherent in the mentor / confirmand relationship.
IV.B.9 CRIB ROOM CARE FOR INFANTS AND TODDLERS
Assigning Helpers:
The minimum age for children to serve as helpers in the crib room without their parents’ or guardians’ supervision is eleven years of age.
Drop Off and Pick Up Policies:
When a parent or guardian brings a child to the crib room, the parent or guardian must sign the child in on the nursery registration sheet and provide information about allergies, diapering and / or toilet training, snacks, appropriateness of outside play, and the names of individuals who have permission to remove the child from the crib room. The authorized person must sign the child out on the nursery registration sheet when removing the child from the crib room.
Parents will be given the option to place a nametag on their child’s back. The intent of placing these nametags on infants and toddlers is twofold – first, to allow crib room caregivers to refer to each child by name, thereby encouraging personal interactions, and second, to assist caregivers as they verify that each child is logged out of the crib room with their appropriate parent, guardian or sibling.
Diaper Change Policy:
1. The diaper-changing table will be placed so that a child whose diaper is being changed is visible to all workers in the crib room.
2. Caregivers will follow basic, common sense hygiene and safety procedures when changing diapers.
▪ They will always change diapers on the changing table, unless the caregiver judges a child is sufficiently active that the child’s safety would be better served by placing the child on a changing pad on the floor.
▪ They will never leave a child unattended on the changing table.
▪ They will always use disposable gloves when a diaper is changed and wash or disinfect hands after a diaper is changed.
▪ They will always dispose of diapers, wipes and gloves in the garbage can in the children’s bathroom.
3. Caregivers will not change any child who refuses or resists a diaper change. If a child resists, caregivers will inform the parents or guardians of this situation when the child is reunited with the parents or guardians.
Ratio of Caregivers to Children:
There must be two caregivers in the crib room whenever children are present, one of which must be an adult. Ideally, there should be one worker for every 2 infants and one worker for every 4 toddlers.
If the required level of supervision cannot be provided when a child enters the crib room, the caregiver will ask the individual bringing the child to either stay in the crib room and assist the caregiver or take their child with them to the worship service.
Sickness and Emergency Notification Policies:
The sickness policy will be posted in the crib room. No sick children or caregivers should be in the crib room. The emergency notification policy will also be posted in the crib room.
IV.B.10 DRIVING REGULATIONS
Individuals must be at least 23 years old, have a valid driver’s license and appropriate insurance, and a driving record that conforms to any standards required by the church’s insurance company in order to be an authorized driver for a Christian education program activity. Anyone whose license has been revoked or suspended within the past five years will be ineligible to drive for children’s and youth activities.
Authorized drivers will ensure that all occupants of their vehicles use seat belts at all times and that the number of occupants in the vehicle never exceeds the number of seat belts.
IV.B.11 DRUG, ALCOHOL AND FIREARMS USE
The possession or use of any illegal drugs or alcoholic products or firearms by staff, volunteers and participants during church sponsored activities is not permitted.
IV.B.12 EMERGENCY NOTIFICATION PROCEDURES
Emergency notification procedures are posted in every classroom.
When there is an injury requiring immediate medical attention during a Sunday School event, we will verify that the adult leaders of the event are aware of the injury, call 911, if necessary, notify the Sunday School monitor and / or the Christian Education Director to contact the child’s or youth’s parents or guardians and notify the Safe Church Response Team that an injury has occurred.
When there is an injury requiring immediate medical attention during a field trip, overnight event or evening program, we will verify that the adult leaders of the event are aware of the injury, call 911, if necessary, notify the child’s or youth’s parents or guardians, the Safe Church Response Team and the Director of Christian Education.
IV.B.13 FIELD TRIPS, OFF SITE ACTIVITIES AND OVERNIGHT EVENT GUIDELINES
Special outings, day trips, service projects and weekend retreats are an important part of children’s and youth ministry. They help children and youth grow physically, emotionally and spiritually and give them a chance to learn social and leadership skills.
Planning and Preparing For The Field Trip, Off Site Activity Or Overnight Event:
All field trips, off site activities and overnight events must be pre-approved by the Christian Education committee at least one month prior to the event.
For field trips, parents and guardians will be fully informed about programs, activities, leaders, dates and times, cost (if any), method of transportation and purpose of all scheduled activities at least two weeks prior to the trip. For overnight events, one month lead-time will be required.
A signed consent form and medical release form must be completed and returned before any child or youth can participate in an event. Completed forms will be kept on file in the Christian Education office. The adult supervisor of the trip must take the original forms to the trip or event and leave copies in the Christian Education office.
General Field Trip, Off Site Activity and Overnight Event Guidelines:
Each non-overnight event will be supervised by at least two adult leaders. At least one of these adult leaders must have a cell phone and a list of phone numbers where parents and guardians of the attending children and youth can be contacted and be authorized to administer minor first aid and dispense medicine as needed
If the minimum level of supervision cannot be achieved, the event must be cancelled. This may result in a loss of deposit fees for which the church cannot be responsible.
Supervising Sleeping Arrangements During Overnight Events:
When children or youth participate in a church-sponsored overnight experience on or off church property, an adult will supervise sleeping arrangements.
In a dormitory type setting, boys and girls will sleep in separate areas. Ideally, two but at least one chaperone of the same gender will directly supervise each group. This means at least one adult male will dorm with the boys and at least one adult female with the girls.
In a hotel type setting, youth and adults will be assigned to separate rooms. If possible, the room assignments will be made so that an adult room is between two youth rooms. It is also recommended that the adults arrange among themselves to check on the youth rooms on a random schedule during the night.
IV.B.14 FIRE SAFETY PROCEDURES
Emergency exit procedures will be posted in every classroom, and fire extinguishers will be placed in accordance with local fire codes. A Sunday School fire drill will be scheduled once a year at the beginning of the church school year.
IV.B.15 FIRST AID
First Aid Kits:
First aid kits will be on the premises at all church events (è in every building?). First aid kits will also be provided to qualified adults on all overnight events.
First Aid Training:
The church will annually offer the opportunity to all child and youth workers to participate in a first aid / CPR class scheduled on the church’s premises.
IV.B.16 FIVE-YEAR SEPARATION RULE
Classroom helpers, nursery helpers and youth group assistants must be five years older than the oldest participant in the class, group or activity.
IV.B.17 KEY ASSIGNMENT
When a key to the areas frequented by children and youth is assigned to staff or volunteers, the assigned person must take full responsibility for the use of that key, must not loan that key out to anyone else, must not make a duplicate of that key and must return the key when use of the key is no longer required.
IV.B.18 LEAVING AND LOCKING
Youth need to notify adult leaders when they leave an event.
We strongly encourage parents to respect concluding times of events. We strive to avoid situations where one youth or child is left at the church, under the supervision of one adult volunteer, waiting to be picked up by parents at the end of an evening activity.
The last three people at a church sponsored event, including the staff person locking the door, should leave the event together.
IV.B.19 OPEN DOOR POLICY
In the classroom -
We strive to carry out all Christian Education activities in open areas, not in private offices or spaces. Doors without windows are left open when sessions with children and youth are taking place.
We maintain this “open door policy” at all times. The Director of Christian Education, the pastor, the Christian Education Monitor, and the parents and guardians of the children and youth in any class or activity may visit any room at any time and without prior notice to the teachers or volunteers. Parents and guardians are asked to visit the rooms in a way that is not disruptive to the classroom or activity.
During individual counseling sessions -
The door of the room used during counseling sessions 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.
IV.B.20 SUPERVISION GUIDELINES
For All Children’s and Youth Ministry Activities:
Kensington Congregational Church strives to meet the goal of “two deep” leadership, where two adults are present at all times in all classrooms. Since we are a small church, meeting this goal is often a significant challenge.
Therefore, as we continue our efforts to meet this goal, members of the Christian Education Committee volunteer and serve as crib room and class room monitors, visiting and observing all children’s and youth ministry scheduled events on Sunday mornings, providing assistance to teachers and event leaders and observing that the safe church guidelines are followed by participants.
(è Kim is researching the parent phone call question – can CE support 2 deep leadership or do we go with a statement regarding the function of the Sunday School monitor to pinch hit by rotation through classrooms?)
All staff and volunteers are expected to follow the rules and guidelines of the church at all times, thereby providing appropriate supervision for children and youth.
Staff and volunteers function as representatives of the church and as such are held to different standards than when acting as a parent or adult in their own family.
Staff and volunteers are encouraged to remember that they will be providing both supervision and modeling adult Christian behavior for the children and youth in their care and that they should endeavor to see that the example they set is consistent with the value and expectations of the church community.
IV.B.21 YOUTH MEMBERS OF BOARDS AND COMMITTEES
No youth member of a church board, committee, sub-committee or task force will attend a meeting unless either at least two adult members of the committee are present or the youth’s parent or guardian is present.
VI. ADULT CONDUCT
VI.A POLICY ON ADULT CONDUCT
VI.A.1 MINISTERIAL CONDUCT
Elected leaders, employees, volunteers and authorized ministers who participate in the church’s ministry to children and youth are considered ministers of the church. As such, they are responsible for knowing the possible impact of their words and actions in ministering to the emotional, mental, and spiritual needs of children and youth who come to them for help or over whom they have any kind of authority.
The church believes it is imperative that ministers maintain their own psychological, emotional and spiritual health and that they have adequate preparation and education for helping those individuals they seek to serve in ministry, since ministers are often called on to deal with children and youth who are emotionally and psychologically fragile or otherwise personally vulnerable.
Therefore, it is the church’s policy to encourage all ministers to nurture safety within ministerial relationships by being attentive to self-care, education, and the importance of referring those in need to supportive and helpful resources.
VI.A.2 ONE-ON-ONE INTERACTIONS:
A ministerial relationship is the relationship between one who carries out the ministry of the church and the one being served by that ministry.
While one-on-one interactions between an adult and child are sometimes necessary and appropriate within the context of a ministerial relationship, it is the minister’s responsibility to be certain that these interactions occur in locations that provide visibility by other adults and that children and youth participating in these interactions clearly understand that they are encouraged to discuss all aspects of these interactions with a parent, guardian, or other adult, especially if they are uncomfortable about anything that occurred during the interactions.
VI.A.3 INDIVIDUAL PASTORAL CARE AND PRIVILEGED COMMUNICATION:
Individual Pastoral Care
Pastors are considered authorized ministers because they either hold ordained ministerial standing or have been commissioned or licensed by an association of the United Church of Christ.
Individuals seeking pastoral care from the church’s authorized ministers sometimes raise concerns related to abuse or personal safety. When these topics are raised, each pastor will address these concerns in the manner the pastor considers most appropriate for that specific case.
Kensington Congregational Church is committed to maintaining an environment in which children and youth feel comfortable raising concerns regarding their safety and to addressing these concerns in a thoughtful and comprehensive manner.
While the church considers confidentiality an important right and privilege for all within the church, the church also acknowledges that there are circumstances when secrecy does not serve the welfare of those who have spoken in confidence.
Privileged Communication
A condition of privileged communication exists for authorized ministers. Any information shared with authorized ministers in the course of their professional capacity is considered privileged; and authorized ministers are not required to disclose that information during civil cases, criminal cases, and legislative or administrative proceedings, unless the person making the confidential communication waives the privilege.
VI.A.4 PROHIBITION OF SEXUAL EXPLOITATION AND SEXUAL HARASSMENT
Kensington Congregational Church is committed to maintaining a faith community in which members, friends, staff and volunteers can worship and work together in an atmosphere free of all forms of discrimination, harassment, exploitation and intimidation.
All individuals associated with the church should be aware that the church is strongly opposed to sexual exploitation and harassment and that such behavior is prohibited by church policy.
Sexual exploitation is defined as:
Any sexual activity or contact (not limited to sexual intercourse) in which a minister engaged in the work of the church takes advantage of the vulnerability of a child or youth by causing or allowing the child or youth to engage in sexual behavior with the minister
Sexual harassment is defined as:
Any sexual or coercive advance by a minister toward a child or youth contrary to his or her wishes. It includes behavior directed at a child’s or youth’s sexuality or sexual orientation with the intention of intimidating, humiliating or embarrassing the child or youth or subjecting the child or youth to public discrimination
Sexual harassment also includes sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when any of these conditions is true:
▪ Submission to such conduct by a child or youth is made either explicitly or implicitly a term or condition or circumstance of instruction or participation in any church activity
▪ Submission to or rejection of such conduct by a child or youth is used as a basis for evaluation in making church-related decisions affecting the child or youth
▪ Such conduct has the purpose or effect of unreasonably interfering with a child’s or youth’s performance or participation in church activities or creating an intimidating, hostile, or offensive church environment.
Sexual harassment also includes unsolicited contact that has sexual overtones, particularly:
▪ Written contact, such as sexually suggestive or obscene letters, notes, or invitations
▪ Verbal contact, such as sexually suggestive or obscene comments, threats, slurs, epithets, jokes about gender-specific traits or sexual orientation, sexual propositions
▪ Physical contact, such as intentional touching, pinching, brushing against another’s body, impeding or blocking movement, assault, coercing sexual intercourse
▪ Visual contact, such as leering or staring at another’s body, gesturing, displaying sexually suggestive objects or pictures, cartoons, posters or magazines
Sexual harassment also includes:
▪ Continuing to express interest after being informed directly that the interest is unwelcome
▪ Using sexual behavior to control, influence or affect the learning or worship environment of a child or youth
▪ Suggesting, threatening, or implying that failure to accept a request for a date or sexual intimacy will affect a comfortable participation in the life of the church.
Sexual exploitation and sexual harassment will not be tolerated within this congregation.
It is the intention and responsibility of the church to take whatever action may be needed to prevent and correct behavior that is contrary to this policy and, if necessary, to discipline those individuals who violate this policy.
VI.B RESPONDING TO ALLEGATIONS OF ADULT MISCONDUCT
VI.B.1 GUIDELINES FOR RESPONDING TO ALLEGATIONS OF ADULT MISCONDUCT
The Safe Church Response Team will promptly address all allegations of adult misconduct. The church believes that the well being of the potential victim and the reputation of the alleged offender are best served by having all allegations addressed quickly
All individuals involved in an allegation will receive compassion, sensitivity and concern; and the right of all individuals to obtain justice in a fair review will be respected.
In determining whether alleged conduct constitutes sexual harassment or exploitation, the Response Team will give consideration to the record of the alleged incident(s) as a whole and to the totality of the circumstances, including the context in which the alleged incident(s) occurred.
Response to allegations will be handled with due respect for everyone’s privacy and confidentiality. In so far as is possible, the identities of all individuals involved in a report will be maintained in confidence. Information contained in reports will be shared only on a need to know basis in order to investigate and decide on an appropriate response to a reported allegation.
Every reasonable effort will be made to bring any misconduct to an end.
Anyone submitting an allegation of adult misconduct or abuse for the Response Team’s review or assisting in the Response Team’s investigation and evaluation of an allegation will not be adversely affected in terms and conditions of employment, church membership or affiliation and will not be otherwise discriminated against or discharged.
However, if the Response Team finds during the course of its review that an allegation is based on false information, lies or deceit, the individual submitting the allegation will be reported to the pastor, the Director of Christian Education and the secular authorities participating in the investigation; and that individual may be liable for criminal and / or civil penalties.
VI.B.2 PROCEDURES FOR REVIEW OF ALLEGATIONS OF ADULT MISCONDUCT Initial Review Measures
The Safe Church Response Team will meet within 24 hours of receiving notice of an allegation in order to clarify all available information and make an initial determination as to the nature of the allegation.
If the Response Team concludes that the allegation clearly reflects a misunderstanding or miscommunication, the Response Team will try to resolve the matter through discussion with the affected parties. However, if the Response Team determines that some type of misconduct appears to have occurred or concludes that an informal resolution of the allegation cannot be reached, the Response Team will pursue further review.
Upon Decision to Pursue Further Review
The Safe Church Response Team will inform the accused individual of the decision to pursue further review of the allegation once the safety of the complainant has been ensured.
The Safe Church Response Team will treat the accused individual with dignity, recommend that the accused individual obtain legal representation, and ensure that the accused individual is immediately removed from all direct contact with children and youth.
▪ If the accused individual is an employee, the Safe Church Response Team will work with the pastor, the Diaconate and the Trustees to determine whether the employee will either be suspended or have their ministry restricted to exclude direct contact with children and youth and to determine whether the accused individual’s required leave will be paid or unpaid.
▪ If the accused individual is a volunteer, the volunteer will be removed from any role requiring direct contact with children and youth.
▪ These restrictions will remain in place until the allegation has been investigated and resolved by the Safe Church Response Team.
The Safe Church Response Team will inform the Trustees of the allegation; and the trustees will then be responsible for initiating contact with the church’s attorney and insurance agent.
If the allegation involves an authorized minister, the Safe Church Response Team will notify the Pastoral Relations Committee and inform the appropriate body of the wider United Church of Christ related to the person’s ministerial authorization regarding the allegation and its current status.
Evaluating Allegations
If an allegation involves a church employee, the Safe Church Response Team may elect to consult with the employee’s supervisor to determine if misconduct has occurred and what, if any, action needs to be taken. Upon reaching its final determination, the Safe Church Response Team will proceed using the following guidelines:
▪ If the allegation is determined to have no validity, the church will take no further action, but the Response Team will encourage the employee’s supervisor to work with the employee to see if changes in job expectations or performance might be needed to avoid future allegations or suspicions
▪ If the allegation is determined to reflect questionable but not abusive behavior, the Response Team will ask the employee’s supervisor to establish a performance plan designed to eliminate these behaviors and promote more positive and appropriate interactions between the employee and the congregation’s children and youth. The Safe Church Response Team will review this plan and monitor its implementation through the existing performance review procedures.
▪ If the Safe Church Response Team confirms or suspects that the allegation reflects behaviors that are defined as abusive under Connecticut statute, the Response Team will notify secular authorities using the mandated reporting guidelines defined by the State of Connecticut.
If the allegation involves a volunteer, the Safe Church Response Team may elect to consult with the volunteer’s supervisor (i.e., either Christian Education Committee if the alleged offence occurred in connection with or during an education program or the clergy directing the volunteer’s activities) to determine if misconduct has occurred and what, if any, actions needs to be taken. Upon reaching its final determination, the Safe Church Response Team will proceed using the following guidelines:
▪ If the allegation is determined to have no validity, the church will take no further action, but the Response Team will encourage the committee chairperson or supervising clergy to work with the volunteer to see if changes in a program’s structure or expectations might be needed to avoid future allegations or suspicions.
▪ If the allegation is determined to reflect questionable but not abusive behavior, the Response Team will ask the committee chair or supervising clergy to establish a performance plan designed to eliminate these behaviors and promote more positive and appropriate interactions between the volunteer and the congregation’s children and youth. The Safe Church Response Team will review this plan and monitor its implementation. If changes are not observed in the volunteer’s conduct within a reasonable time frame, the volunteer will be offered alternative volunteer opportunities that do not involve direct work with children and youth.
▪ If the Safe Church Response Team confirms or suspects that the allegation reflects behaviors that are defined as abusive under Connecticut statute, the Response Team will notify secular authorities following the mandated reporting guidelines defined by the State of Connecticut.
The Church’s Response During and After Civil Investigation
When the Safe Church Response Team determines that the church must notify secular authorities of an allegation of abuse, the Response Team will work with the pastor, the Diaconate, the Trustees, the area minister and, if the pastoral staff is involved, the Association Committee on the Ministry, to determine how and when information regarding the investigation will be shared with the congregation. A brief and honest statement will be made to the congregation without giving unnecessary details, placing blame, interfering with the victim’s privacy or violating any confidentiality concerns.
The church’s designated media spokesperson will be responsible for issuing a public statement to inform the congregation and responding to all public inquiries. The church’s statements will communicate that the church regards these allegations seriously and offers responsible action, concern and support for all involved. No details of the accusation will be released. The church will not deny that an incident has occurred, will not assign blame and will not minimize the situation. In all cases, no statement will be issued before the church’s attorney has approved it. In the absence of the designated media spokesperson, the alternate spokesperson will assume this responsibility.
The church will cooperate fully with all investigations made by the Department of Children and Families and the police.
If the allegation involves an authorized minister, the church will also cooperate fully in any procedures of the United Church of Christ relating to the person’s ministerial authorization while retaining the right and responsibility of the church to employ or designate leadership within the Kensington Congregational Church as it determines best.
The church will initiate a ministry of comfort and healing to address the spiritual and emotional concerns of the individuals who are involved and affected whenever an allegation of misconduct is made. The individual who was allegedly harmed, their family, their peers, the parents of the alleged victim’s peers, the remaining workers with children and youth, and the congregation as a community of faith, as well as the accused and their family, may all need pastoral care.
If the legal system finds that abusive behavior has occurred, the church’s response to the individual charged with misconduct may include but is not limited to one or more of the following actions:
▪ Formal reprimand with defined expectations for changed behavior
▪ Recommending or requiring a program of growth that includes education and counseling
▪ Probation, with terms of the probation clearly defined
▪ Dismissal from employment or volunteer leadership position, and, in extreme cases, recommending to the Diaconate that affiliation with, or membership in, the Kensington Congregational Church be terminated in accordance with Article Z, 20(i) of the church’s constitution
In formulating its response, the church needs to consider the perspective of those who have been harmed by the minister's behavior, pending civil or legal criminal action, progress in treatment / compliance with outlined conditions, degree to which responsibility is acknowledged, signed agreements that there will be full disclosure in future ministry settings, and an extensive examination of patterns of repeat offenses.
VI.B.3 APPEAL OF SAFE CHURCH RESPONSE TEAM DECISIONS
A complainant or accused person who is a member, elected leader or authorized minister of Kensington Congregational Church and is not satisfied with the disposition of an allegation reviewed by the Safe Church Response Team has the right to appeal for further review of all documentation and final resolution.
Members may appeal to the congregation. Elected leaders may appeal first to the Church Committee and then to the congregation. Authorized ministers may appeal first to the Diaconate and then to the congregation.
The Safe Church Response Team will promptly address all allegations of adult misconduct. The church believes that the well being of the potential victim and the reputation of the alleged offender are best served by having all allegations addressed quickly
All individuals involved in an allegation will receive compassion, sensitivity and concern; and the right of all individuals to obtain justice in a fair review will be respected.
In determining whether alleged conduct constitutes sexual harassment or exploitation, the Response Team will give consideration to the record of the alleged incident(s) as a whole and to the totality of the circumstances, including the context in which the alleged incident(s) occurred.
Response to allegations will be handled with due respect for everyone’s privacy and confidentiality. In so far as is possible, the identities of all individuals involved in a report will be maintained in confidence. Information contained in reports will be shared only on a need to know basis in order to investigate and decide on an appropriate response to a reported allegation.
Every reasonable effort will be made to bring any misconduct to an end.
Anyone submitting an allegation of adult misconduct or abuse for the Response Team’s review or assisting in the Response Team’s investigation and evaluation of an allegation will not be adversely affected in terms and conditions of employment, church membership or affiliation and will not be otherwise discriminated against or discharged.
However, if the Response Team finds during the course of its review that an allegation is based on false information, lies or deceit, the individual submitting the allegation will be reported to the pastor, the Director of Christian Education and the secular authorities participating in the investigation; and that individual may be liable for criminal and / or civil penalties.
