HVY Adult Volunteer Handbook

The purpose for establishing Youth Protection guidelines is to demonstrate our clear commitment to the physical safety and spiritual growth of our youth. Hardin Valley Church of Christ (HVCC) also recognizes the need to have guidelines to (1) prevent the occurrence and/or appearance of abuse of our youth, (2) protect our adults from false accusations and/or suspicions, (3) protect the reputation and financial and emotional well-being of the entire church.

These guidelines are applicable to all individuals having direct contact with the youth of HVCC, including but not limited to staff, teachers, volunteers, chaperones, and drivers. These guidelines apply only during HVCC sponsored youth events.

 

General

Adults involved in HVCC youth activities must assume the full burden for setting and maintaining clear and appropriate physical and emotional boundaries in all youth ministry relationships.

• Two Adult Rule - Two or more adults are to be present during any HVCC sponsored youth activity. If one-on-one interactions between adults and youth are unavoidable or absolutely necessary, the interaction should occur in an area that is visible to others and with the knowledge of another adult. No volunteer will have sole responsibility for, or be alone with, any youth. Where application of this rule is not possible or practical (e.g. emergencies) a "roaming adult" should be utilized. Youth activities that cannot meet requirements of the two-adult rule
• Proportional Adult Coverage/Supervision - It is recommended that there be a minimum of 1 adult per 10 youth for high school level activities, 1 Adult per 7 youth for middle school age activities. Per the two-adult rule, no activity will have less than two adults, preferably one male and one female if mixed gender youth are participating.
• Off-site Activities It is preferable that one or more of the accompanying adults be parents/guardians of participants.

 

Transport

Transport During HVCC sponsored youth events, all youth must ride in vehicles driven by authorized adults who meet the following criteria:

• Be at least 21 years old
• Have a valid driver's license, qualified for the vehicle being operated.
• Have no record of convictions for the past five years for DUI, driving with a suspended or revoked drivers license or reckless endangerment.
• Have proof of insurance

All drivers should follow these guidelines when transporting youth during HVCC sponsored events:

• Never be alone in a vehicle with a youth other than his/her own child. Therefore, no fewer than three persons, one of them an adult, should occupy a vehicle traveling to/from an activity.
• Ensure vehicles are not filled beyond capacity for their use, that seat belts are always secured and that occupants behave.
• Maintain sign-in sheets to identify individuals riding in their vehicle.
• Must understand emergency contact procedures and maintain contact with the person in charge (e.g. cell phone)
• Transportation before and after HVCC youth events is the responsibility of the parents. Any transportation taking place during the course of a HVCC sponsored event requires that the child must be checked in and out by parent.

Overnight Events

• Care needs to be taken to ensure that there is a clean, safe environment provided for sleeping, showering, bathing, dressing and all other aspects of being away for a period of time. Adults must always respect the privacy of youth and each other. Likewise youth must respect the privacy of adults and each other.
• When the youth group includes both males and females, and stays overnight, both male and female adults must be present. (This also applies to overnight stays at HVCC)
• Only HVCC and associated congregational group, youth and adults participating in the trip are allowed to stay in the same accommodations.
• Sleeping areas and access to bathroom facilities should be segregated between males and females. Every sleeping unit (hotel room, dorm room, cabin, tent, etc) should have either two adults of the same gender as the youth, or no adults assigned to it. In the rarest of cases when only one adult is available, the sleeping unit must have at least two youth of the same gender as the adult. Adults are not allowed to share a bed with a youth unless it is their own child. If necessary, beds may be shared by youth of the same gender. If separate bathroom facilities are not available, times for male and female and youth/adults use should be scheduled and posted prominently.
• When one room is used for sleeping, youth and adults of the opposite gender will sleep an appropriate distance apart as determined by the adult in charge.
• Both youth and adults shall wear appropriate sleeping apparel.
• In booking hotel rooms, reservations should be made, if possible, with all rooms on the same floor or location in the hotel. Adjacent rooms allow for enhanced supervision and safety.
• No youth(s) should be allowed to leave the premises without authorized and appropriate adult supervision.
• Curfews must be established and adhered to by all participants.

Exceptional Situations

• Only under the rarest and most unusual circumstances should an adult be alone in a car, room, or other accommodation with a youth. This might include a case where a youth is ill or in a bona fide medical emergency. In this case, the adult should make every effort to enlist the help of another youth or adult to be present and assist. Note however, the welfare of the youth takes precedence and whatever action is necessary and appropriate must be taken.
• If there is a unique need for an adult to talk with a youth in private, the adult should choose a quiet place that is in plain, public view. Examples of this may include open areas around the church (courtyards or hotel lobbies if on a trip), short walks down a sidewalk, a restaurant or other location where people are present in the area.
• Adults need to acknowledge that there is potential for sexual abuse and/or harassment by outside parties and must take reasonable and appropriate steps to ensure the safety and well- being of all youth.

Appropriate Displays of Affection

Use of appropriate physical contact in a public setting to show support, encouragement and healthy affection toward youth who are receptive to this form of emotional expression is acceptable. However, adults must exercise good judgment and never force any physical contact on any youth. Examples of appropriate displays of affection between adult volunteer and youth may include:

• Holding hands during prayers or when a person is upset
• Side-hugs
• Holding hands while walking with small children
• Hand-shakes
• High-fives, hand slaps and fist bumps
• Verbal praise

Inappropriate Displays of Affection between adult volunteer and youth:

• Any form of sexual contact or contact perceived as stimulating
• Intimate kissing
• Initiating full frontal hugs or "bear hugs"
• Massages
• Lying down or sleeping beside youth
• Tickling or wrestling
• Touching or hugging from behind

• Showing affection in isolated/inappropriate areas such as bedrooms, closets, restricted or private rooms.
• Comments that relate to physique or body development
• Patting on the thigh, knee or leg I
• nappropriate or lengthy embraces
• Piggyback rides

Appropriate discipline

Adults will employ only positive methods of discipline and guidance that encourages, builds self-esteem, self-control and self-direction. Examples of positive discipline include:

• Use praise and encouragement of good behavior instead of focusing only upon unacceptable
• Reminding youth of behavior expectations by using clear, positive statements
• Redirecting behavior using positive statements

Any adult volunteer having ongoing problems with the behavior of a child should report that to the Student Ministry Director or a member of the youth leadership team, who can address with the parents.

Harsh, cruel or unusual treatment under the guise of discipline is unacceptable and will not be tolerated.

Reporting

• Any person, adult or youth, must be ready to safeguard and protect the trust and safety of children and youth. Anyone who has "reason to believe" or evidence that a child/youth is a victim of abuse or neglect has a duty to report to the proper authorities. This duty to report is not limited to events or activities at HVCOC or under our supervision. A failure to report can be considered a criminal offense and potentially subject to civil liability.
• HVCC understands that appropriate government agencies must respond and investigate reports of abuse/neglect of a child/youth to the Tennessee Department of Children Services (TDCS HVCC will at all times fully cooperate with such Governmental agencies, and in no way attempt to interfere in or obstruct such agencies or their investigations. Reports to the state can be anonymous. For more information consult their website at https://reportabuse.state.tn.us/
• If anyone is unsure whether an incident or condition should be reported, they should feel free to discuss the circumstances with the David J. Schilling, any Youth Leadership Team Ministry Coordinators or Shepherd(s) from the Education Pod. Additionally, HVCC asks that if an incident or condition is reported to the TDCS, that you also notify a member from the above group.

Counseling

Bear in mind, Youth Ministry volunteers are not professional counselors. Consequently this occasionally poses a significant boundary issue when working with young people. As they begin to trust the Youth Ministry Staff, they will begin to confide in them. Problems arise when a young person confides in a volunteer, expecting them to maintain confidentiality. Unfortunately, not all counseling issues can

Youth Ministry volunteers are required to report immediately to the Student Ministry Director if:

• A young person is being abused sexually
• A young person is threatening to hurt him/herself (suicide, cutting, etc)
• A young person is threatening to hurt someone else (homicide, revenge, etc)
• A young person reveals a personal crisis/endangerment (pregnancy, drug abuse addictions, criminal activity, etc

If any of these situations arise, the Student Ministry Director will take the appropriate course of action, including the consulting of authorities and/or parents or pursuing professional counseling options. The Student Ministry Director is available to give counsel and guidance on any issues or concerns that arise.

In dealing with minors, the utmost discretion must be used as to who to involve in various issues. The Youth Leadership Team desires to build trust with young people, but not to the extent of excluding parents.

Dress Code

• Modesty is of supreme importance at all youth events and all adult volunteers should consider their outfits prior to attending any event.
• Clothes with inappropriate messages or images are not permitted
• Specific events may publish their own dress code criteria. When this is the case, participation in that event assumes compliance with those criteria.

Injury & First Aid

If a youth participant is injured while under our supervision, the volunteer will seek appropriate medical attention immediately. The volunteer in charge will immediately notify the Student Ministry Director who will be responsible for notifying the youth's parents. All injuries must be reported no matter how insignificant or minor they may seem.

Forms/Releases

Medical Forms, Insurance Forms, Parental Consent/Permission Slips, Waivers & Releases, Power of Attorney Forms, etc., will be filed, maintained and secured in the church office.

Volunteer Acknowledgement

The Hardin Valley Youth Group Adult Volunteer Handbook contains important information about HVCOC. I understand that I should consult David J. Schilling if I have any questions that are not answered

I also acknowledge that revisions to this handbook may occur at any time. Revisions will be posted on

My signature below acknowledges that I have received and read this handbook and will adhere to the guidelines outlined therein. My signature also indicates that I meet the requirements to transport youth as outlined in the Transportation Section on page 1.

Background Check Authorization for volunteering with Hardin Valley Church of Christ Youth Group and / or Hardin Valley Kingdom Kids - AKA Children's Ministry.

To the extent permitted by applicable law, I hereby consent to and authorize the Hardin Valley Church of Christ and/or its subsidiaries, affiliates, other related entities, successors, and/or assigns (the "Church") to procure a criminal background check(s) and/or investigative consumer report(s), on my background from the Tennessee Bureau of Investigation. My authorization remains valid throughout my volunteer relationship with the Church, such that, to the extent permitted by applicable law, I agree the Church can procure additional background checks, during my volunteer relationship without providing additional disclosures or obtaining additional authorizations. Except as otherwise prohibited by applicable law, I consent to and authorize the Church to share this information with current or prospective clients, customers, others with a need to know, and/or their agents for business reasons (e.g., to place me in certain positions, work sites, etc I understand that, if I am selected for a volunteer position, a Background Check report WILL HAVE BEEN

The Background checks are administered by the TBI, at tbibackgrounds.tbi.tn.gov In order to process the background check we require the following information;