Child Protection Policy

This ministry of RFC is committed to providing a safe and secure environment for those participating in our children's ministry activities. We also seek to minimize any vulnerability to unwarranted accusations of improper behavior that our organization, volunteers, and employees may experience as they fulfill their ministerial duties. To fulfill these commitments as fully as possible, our leadership team has adopted the following procedures to be used, without exception, when selecting ministry volunteers and new employees and supervising children and youth.

Minor—Any person between birth and 18 years of age. A minor may include any 18-year-old still enrolled in high school.

Child or Children—Same as minor

Volunteer—A person performing services or donating time or effort without compensation

Employee— A paid staff member of the ministry

Worker—A volunteer or employee authorized to work with children or youth

VOLUNTEER SCREENING PROCEDURES

Prior to consideration, all candidates seeking a volunteer position that involves working with children will complete and return a ministry application.

The regional director will carefully review the application, ensuring that the candidate is an appropriate match for the ministry position. The ministry also will store all application materials—the application form, background checks, reference check, notes from interviews, etc.— in a secure location.

If the individual appears to be an appropriate candidate for the ministry position, the region director will check all references to confirm the information that the candidate provided on the ministry application. The ministry also will conduct a criminal background check through a reputable security company.

After the ministry conducts a background check, the region director will conduct an interview with the candidate. When indicated by our screening procedures, volunteer candidates who pose a threat to children or youth will be removed from consideration for any ministry position.

EMPLOYEE SCREENING PROCEDURES

The same procedures required for volunteers also apply to all potential employees, regardless of the ministry position for which they are being considered.

WAITING PERIOD

All volunteer candidates must be regularly involved in our organization for six months or more before they will be considered for any ministry position involving contact with children or youth. This requirement may be waived by the region director or if the new volunteer is working with an established volunteer.

Two-Adult Rule: At least two screened adults must be present at every function or program involving children when meeting in an enclosed area. One or more of these adults must be 21years of age or older.

When working in an outside setting, one screened adult worker may lead the event. If possible, it would be best to have another adult present. This could be a parent or guardian of one of the children involved in the program.

Adult employees and volunteers should avoid traveling in an enclosed vehicle one-on-one with a minor. If it is necessary, develop a communication strategy to notify parents/guardians or supervisors when leaving for and arriving at an event.

Identify no-go zones: To reduce or eliminate areas that are difficult to properly supervise, unused rooms, closets, and outdoor structures are to be kept locked with limited key access.

Workers should avoid the appearance of impropriety—such as sitting older children on their lap, kissing, or embracing others, etc.

Bathroom Procedures: At least one adult should take children to the restroom. The adult, if possible, should check to make sure the facility is safe and then wait outside the restroom for the child/ren. If a child is still in diapers or needs assistance with using the bathroom, the parent will be asked to stay with the child. Never touch the private areas of a child.

Check-In/Check-Out Procedures: Workers should arrive at least 10 minutes before a scheduled activity. They must remain at their assigned post until all children in their care have been picked up by an authorized person. No children should be released to find their parents or wait unattended for transportation. Workers are to release children in their care only to parents, guardians, or persons specifically authorized to pick up the child.

Discipline: Workers are never to spank, hit, grab, shake, or otherwise physically discipline anyone. Physical restraint should only be used in a situation where it is reasonably necessary to prevent an individual from physically harming themselves or another individual. Disciplinary problems should be reported to a parent or guardian.

Injuries Or Illness: Workers or children who are ill (with a fever, or a communicable disease that can be transmitted by cough or by touch) will not be permitted to participate in any ministry activity. A suitable worker must be used to take the place of a worker who is ill.

Children should be returned to their parent or guardian as soon as the illness is discovered. If immediate return is not possible, then the child who is ill should be isolated in a manner that allows a worker to monitor the participant until he/she can be returned to a parent or guardian.

Take reasonable steps to avoid contact with blood, saliva, or other bodily fluids.

Ministry leaders who become aware of an injury to a worker or participant will take steps to ensure that proper medical attention is given to the injured person and provide for continued monitoring of the remaining activity participants. Children who have received an injury that is obviously minor should be given first aid as needed at the time of injury. The child’s parents or guardians should be notified of the injury when they pick them up. Any injury that may require medical treatment beyond simple first aid should be given immediate attention. The parents or guardians of the injured person should be notified immediately, along with the Region Director or Field Ministry Director. If warranted by the injury, emergency medical personnel should be called.

All RFC Kids ministry functions involving children should maintain an attendance list for every function. Record the date of the function, along with the names of all participants and ministry coordinators using the approved RFC Kids log form. This form should be submitted with the Event Report Form (ERF).

Workers should prepare a written Incident Report Form whenever an injury occurs during a ministry function. Promptly forward the incident report to the region director.

All ministry leaders, employees, and volunteers subject to mandatory reporting guidelines are expected to fully comply and report any reasonable suspicion of abuse or signs of neglect to local authorities. (Please note that mandatory reporting requirements and the standards for making a report vary by state.)

Volunteers and employees who become aware of or have reason to suspect that a child has been abused or neglected must immediately inform their supervisor unless supervisor is the suspected perpetrator. The volunteer or employee may be required to complete additional forms. Ministry leaders who become aware of possible abuse or sexual misconduct involving a participant must ensure that the participant’s parent or guardian is immediately informed that possible abuse or sexual misconduct has occurred. If the parent or guardian is the suspected perpetrator, the ministry leader will defer to local authorities on notifying the parent or guardian. They also will notify the Field Ministry Director or the Executive Director. One of these two directors must promptly notify our ministry’s insurance carrier upon notice of abuse or sexual misconduct.

If there is any question as to whether a report should be made to the authorities and ministry leaders are considering not making a report, the ministry leader will ensure the Field Ministry Director or Executive Director are advised of this and one of these directors will ensure that an attorney is immediately contacted to provide a written opinion as to whether the organization should report the suspected abuse or neglect to authorities. The written opinion should be obtained within 24 hours after the Field Ministry Director or Executive Director first becomes aware of the situation. The attorney’s advice should be acted upon immediately, including reporting the incident to the authorities.

Ministry workers must promptly notify their ministry coordinator or supervisor when they or others violate the procedures mandated by this policy. CMI employees or volunteers who become aware of a violation of the procedures set by this policy are required to take all necessary steps to ensure future compliance with them. In the process of ensuring compliance with this policy, it may become necessary to remove workers from their positions.

Ministry employees or volunteers who become aware of a violation of the procedures setby this policy are required to complete the Incident Report Form to document the violation.

This ministry organization considers any allegation of abuse or molestation a serious matter. Each situation will be fully investigated first through civil authorities, then by ministry leaders with the assistance of legal counsel. The ministry will not interfere with a pending law enforcement investigation.

Employees or volunteers who are the subject of an investigation will be removed from their position pending completion of the investigation. Employees or volunteers who admit to abuse or molestation will be terminated consistent with the established employment practices of this ministry.

This ministry will permanently remove any employees or volunteers from their ministerial duties within the organization if they are found guilty of abuse or molestation. Whenever termination of employment is a factor, we also will consult with legal counsel.

All ministry leaders, employees, and volunteers of this organization will cooperate fullywith law enforcement or governmental agencies investigating allegations of injury, abuse, or molestation. The leadership of this ministry will seek legal counsel as soon as possible after we receive notice of possible abuse or molestation within the organization. Advice from legal counsel will be the basis for our response to the allegations.

One individual—a member of the leadership team, an employee, or our attorney—will be the designated spokesperson to handle all inquiries from the news media. Our spokesperson will be the only person to convey information concerning the situation, doing so in a prudent manner to avoid compromising an ongoing investigation and to maintain the privacy of the individuals involved.

 

The leadership of this ministry, with the assistance of legal counsel, will regularly review this policy and the procedures established within it. If necessary, the policies and procedures will be modified in accordance with the bylaws of the organization. When changes are made, ministry leaders will communicate them to all employees and volunteers affected by the policy changes.