The congregation of Haw River United Methodist Church is committed to providing a safe and secure environment for all children, youth and volunteers who participate in ministries and activities sponsored by the church. This policy expressly excludes rental activities and incidental activities not sponsored by the church. The following policies and procedures reflect our congregation’s commitment to preserving this church as a holy place of safety and protection for all who would enter, and as a place in which all people can experience the love of God through relationships with others.
The following policies and procedures govern all volunteers and paid staff who work with children and/or youth. In this document, “volunteer” refers to unpaid workers with children and/or youth; and “paid staff” refers to paid workers with children and/or youth. “Youth” refers to any volunteer or staff under the age of eighteen (18).
1. At all times during any church-sponsored program, event, or ministry involving children and/or youth a “roamer” will be assigned to drop in where children and/or youth are gathered, exception: where two or more adults are present.
2. Orientation for volunteers and paid staff: All workers with children and/or youth, whether paid, volunteer, part-time, clergy, or lay will be required to attend an orientation session in which they are informed of the following:
· The church’s policies for safe sanctuaries.
· The procedures to be used in all ministries with the children and youth.
· Appropriate steps to report an incident of suspected child abuse.
At this orientation, the volunteers and paid staff will be given an opportunity to covenant to abide by and cooperate with the church’s policies and procedures. The church will have an updated record that it has informed all of its volunteers and paid staff about its policies. Volunteers and paid staff will be given the church policies in writing. Any volunteer who has lived out of Alamance County for any time during the year would be required to have their background check updated, following their return to Alamance County and before they work with youth or children. Under the auspices of the Administrative Council, the Sunday School Superintendent will be responsible for getting information on volunteers from the leaders of various groups. This procedure requires that the leaders of each group be responsible for informing the Sunday School Superintendent of any changes and for collecting signatures for background checks. The deadline for this process to be completed for all new volunteers (or those who have lived out of the county) would be January 31st, with the exception of a change in leadership over a children or youth event or program. (If this was to happen, the Sunday School Superintendent would need to give an orientation to that new volunteer prior to their taking the position.)
3. New Volunteers and Staff: All volunteers involved with children and/or youth of our church must have been actively involved in a Christian Church congregation for the last six (6) months before beginning a volunteer assignment.
4. The “Five-Year-Older” Rule: Any volunteer or paid staff recruited or hired to work with children and/or youth should be at least five years older than any of the children or youth with whom she/he will be working.
· Exception: One leader must be at least five (5) years older than the oldest participant and at least one must be over 21 years of age.
5. Volunteers and Staff Under 18: Concerning volunteers and paid staff under the age of eighteen (18): All volunteers and paid staff should be over the age of eighteen (18), unless specifically reviewed and approved by the Administrative Council.
6. Each room set aside for children and youth should have a view into the room.
7. Open-Door Counseling: At any counseling session with children or youth, the door of the room used shall remain open for the entire session. Exception: where two or more adults are present.
8. Advance Notice to Parents: Parents or guardians will be given advance notice and full information regarding activities in which their children will be participating. Parents must give written permission for their child’s participation in off-site activities.
9. Prior Convictions: No person who has been convicted of child abuse (either sexual abuse, substance abuse, physical abuse, or emotional abuse) should work with children or youth in any church-sponsored activity.
10. Incident Reporting Responsibility: All persons involved with children or youth of our church shall immediately report to the pastor and the Administrative Council chair any behavior that seems abusive or inappropriate.
11. Regarding Paid Staff: Those seeking employment with our church shall undergo a background check and shall abide by the policies set forth in this document.
12. Regarding Volunteers: Those volunteers who will have direct contact with children and/or youth shall undergo a background check and shall abide by policies set forth in this document.