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TRINITY LUTHERAN
CHURCH
GUIDELINES FOR PROTECTION OF
CHILDREN,
YOUTH AND THOSE WHO WORK WITH
THEM
PREFACE
Trinity Lutheran Church is committed to providing a safe,
healthy environment for every young person to whom we
minister. We believe that simple, yet effective steps can be
taken to promote a safe environment for our children/youth
and those who volunteer to work with them.
The guidelines of the booklet are intended to assist our
church in:
1. Creating a safe place for all children while attending
church activities.
2. Reducing the possibility of child abuse.
3. Protecting Trinity's volunteers and employed staff.
INITIATING THE GUIDELINES
(rev. 8/17/00)
Definition of Terms:
Pastors and ministry directors are employed staff of
Trinity Lutheran Church as defined by the constitution of
Trinity Lutheran Church.
Ministry leaders are defined as volunteers who chair
ministry committees.
Committees are composed of Trinity Lutheran Church
members and participants.
Group leaders are teachers, mentors, chaperones.
Children includes ages birth through 18 years.
Trinity Christian Preschool, Noah's Ark, is subject to
Wisconsin licensing rules for group day care centers.
The ministry director will make reasonable efforts to see
that the following guidelines are followed for each
children's ministry program in their respective area.
RECRUITING AND SELECTING OF CHURCH
WORKERS
1) Application Forms
a) Ongoing volunteers and employed staff of
children and youth ministry positions shall complete the
following forms:
i) Application for Volunteers and Employed
Staff
ii) Covenant for Children's and Youth Ministry
b) It is the responsibility of the pastors and the
ministry directors/leaders to review applications for
approval, determine if a background check, criminal
check, and/or personal interview is needed, or contact
references. Authorization for reference checks is given
when the applicant signs the application for Volunteers
and Employed Staff.
c) Some criteria for evaluating the need for doing a
personal interview, reference check or background check
are:
i) Length of local residency
ii) Current job status
iii) No previous home church or any affiliation
iv) Previous experience in working with
children
v) Not known by any current member of Trinity
2) Personal Interviews
Volunteers and employed staff may be interviewed
by pastors, ministry directors, leaders, or committees.
Refer to Interview Guidelines For Volunteers and Employed
Staff.
3) Reference Checks
a) Reference checks are the responsibility of
the pastors, ministry directors/leaders.
b) References contacted are recorded on the Trinity
Lutheran Church Reference Contact Form and kept with the
application form.
4) Background Checks
A background check, as required by State of
Wisconsin regulations, will be done on every employed
staff member whose position involves working with
children.
5) Other
a) Trinity Lutheran Church has taken a position
against sexual misconduct and child abuse.
b) A volunteer with a criminal conviction or a guilty
plea for a sexual offense, no matter how long ago it
occurred, should not be permitted to work with children.
They should be directed to serve in other areas of the
church.
c) Adult leaders or employed staff should not date or
be romantically involved with children in their care.
d) Church sponsored events for children are drug,
alcohol and smoke free. Possession of, or in the presence
of any of these substances may result in removal from the
event.
e) Being in a one on one situation with a child is
discouraged.
GENERAL GUIDELINES
1) Registration Information
a) Parents/Guardians shall provide the ministry
director with the following information at the time of
registration:
i) Emergency contact information name (not
parents) and phone number along with
parents'/guardians' work number(s).
ii) Medical information (such as medical problems,
special needs, medications, allergies). This
information may be shared with group leaders when
appropriate.
iii) Medical release consenting to treatment and
transporting in the event of an emergency.
iv) Transportation release authorizing vehicle
transportation for off-campus activities.
v) The parent or person(s) authorized to take the
child (nursery -grade 6).
Parents/guardians shall keep this information current
by providing written notice of changes to the ministry
director. Trinity Lutheran Church shall make a reasonable
effort to follow parental directives, but reserves the
right to make decisions based on reasonable judgment,
especially during times of emergency.
b) A reasonable effort will be made to obtain
registration information for a guest attending on campus
events.
2) Architectural Precaution
It is recommended that classroom and office
doors, with the exception of restrooms, eventually have
windows which provide easy viewing by parents and
directors.These should not be obstructed.
3) Drop Off and Pick Up Guidelines
a) As part of the registration process for any
preschool-grade 6 program, the parent/guardian shall
identify with whom the child is to be dismissed or if
they can leave independently.
b) If a child needs to be picked up at a different
time or by someone not listed as an authorized pick-up
person, parents need to call the church office or send a
written note verifying the change.
c) If an unauthorized person arrives to pick up the
child, the teacher, ministry director or leader shall
make a reasonable effort to clarify the situation before
the child is released after obtaining information such as
the name, relationship to the child, and description of
the individual. Verification of the information with a
driver's license is also encouraged.
d) Trinity Lutheran Church shall make a reasonable
effort to notify parents of class or event times. Parents
should not drop their children off early as Trinity
Lutheran Church will not be able to provide supervision,
nor insure the safety of the children.
e) Parents will be asked to drop off and pick up
preschool-grade 2 children at the classroom. Children in
grades 3-6 are also encouraged to be dropped off and
picked up at their classroom. Possible exceptions are
those children who are riding their bikes, walking home,
or have arrangements to meet at another designated place
in the church as indicated on the pick-up
information.
f) Children are not to leave the facility without the
group leader's permission.
g) For activities during non-regular office hours, it
is advised that the doors for drop off and pick-up remain
unlocked only during arrival and departure and kept
locked during the rest of the program.
h) Group leaders are advised not to leave the
classroom or building until all students from their
class have been picked up or other appropriate
arrangements for classroom supervision have been
made.
4) Restroom Guidelines
a) Parents/guardians are responsible to inform
the group leader if a child has a problem with bladder
control, diarrhea, or any other medical problems.
b) Parents are encouraged to take their child(ren) to
the restroom prior to class.
c) Group leaders are encouraged to designate which
restrooms are to be utilized for each program or
activity.
d) Volunteers under age 12 years are discouraged from
helping children in the restrooms.
e) If a restroom time is needed for preschool-grade 2,
the following procedure is recommended:
i) If only one child must use the restroom,
the leaders options could be to take the whole class
along or to ask for help from another group or
ministry leader or director who may escort the child
to the restroom or supervise the rest of the class.
Do not leave the classroom unsupervised.
ii) Screen the restroom to make sure that
everything is in order before the child enters.
iii) If a child needs assistance in the restroom,
leave the stall door open. Never be alone with the
child in the stall with the door closed.
iv) If a child does not need assistance, it is
suggested that the leader remain at the outer door so
that the bathroom can be monitored from the
hallway.
f) If a restroom time is needed for grade 3-12, use of
a buddy system is encouraged with the group leader
directing which restroom is to be used.
5) Classroom Supervision Guidelines
a) The following ratios are suggested staffing
guidelines:
i) Nursery: 1 adult for about 4-5 children
ii) Preschool: 1 adult for about 6-12 children
iii) Grade K-6: 1 adult for about 10-15
children
iv) Grade 7-8: 1 adult for about 18 children
v) Grade 9-12: 1 adult for about 18 children
b) Child care that is provided for a non church
sponsored event, should be registered in the church
office.
c) All volunteer and employed staff are encouraged to
wear identification.
d) Volunteer and employed staff are encouraged to be
alert to strangers in the building. If there is a
question about an unidentified individual, a ministry
leader, director or staff member should be contacted.
6) Special Events and Off-campus Activities
a) The following ratios are suggested staffing
guidelines:
i) Grade K-6: l adult for about 6 children
ii) Grade 7-8: l adult for about 7 children
iii) Grade 9-12: l adult for about 7 children
b) Written permission and registration information is
required for participation in off campus activities. In
extenuating circumstances, verbal permission with a third
party witness may be accepted.
c) Registration information and the medical release
should accompany the group leader.
d) Transporting Children:
i) Drivers need a valid driver's license and
current automobile insurance with a minimum of
suggested liability coverage in the state of Wisconsin
(see Application for Volunteers and Employed Staff).
ii) Vehicle must be in good running condition with
working seat belts.
iii) Seat belts are to be used with the number of
persons per car not exceeding the number of working
seat belts.
iv) Children under the age of four need to be in a
state-approved convertible car seat or belt
positioning booster seat.
v) It is recommended that children under five feet
tall not be seated in the front seat of a vehicle
equipped with air bags.
vi) No person under the age of 18 may drive to a
youth outing unless the parent has given written
permission or verbally requests this, per discretion
of the ministry leader.
vii) No person under age 18 may drive to a youth
outing that is outside the Eau Claire area. Rental
vehicles will be driven by a designated group
leader(s).
7) Proper Display of Affection
Touch is essential in nurturing lives. Physical
contact with children should be age and developmentally
appropriate. Be aware and sensitive to differences in
sexual development, cultural differences, family
backgrounds, individual personalities and special needs.
8) Constructive Discipline
a) Interaction regarding discipline needs to
carefully consider a child's dignity and fragile life,
and reflect Christian values. Gentleness, respect and
understanding should guide all actions and words.
Discipline will be carried out through instruction,
training and correction. Physical punishment is
inappropriate.
b) Suggested procedures for constructive
discipline:
i) Whenever an inappropriate behavior is
observed, the child will be positively redirected into
other activities as a means of extinguishing the
inappropriate behavior.
ii) When the appropriate expectations are not met,
it is suggested that the group leader use the
following steps: (1) Gives a verbal warning; (2)
Notifies ministry director and/or parents/ guardians;
(3) Meets with parents or guardians, ministry director
to work towards resolving the problem.
9) Missing Children
a) Assign another group leader, director or
employed staff person to supervise the remaining children
within the classroom or immediate area.
b) Consider immediately notifying security (if
available) at off-campus events.
c) Search the immediate vicinity or interior building.
This may include closets, bathrooms, storage rooms, and
any other enclosed area.
d) If outside areas need to be searched, additional
individuals will be organized in an area search. Each
person will be designated a specific area to cover.
e) If the search is still unsuccessful, the local
police will be notified for further assistance and the
parents or emergency contact person will be contacted
10) Medication Guidelines
a) If any medication needs to be administered to
a child, the parent/guardian will complete a medication
consent form.
b) Dispensing medications in the classroom is
discouraged.
11) Medical Emergencies/Accidents
a) Volunteers and employed staff may administer
basic first aid measures. It is suggested that first aid
kits be available in several locations throughout the
building. Reasonable efforts will be made to notify a
parent/guardian of an injury.
b) If medical care is seen as necessary beyond first
aid measures, reasonable efforts will be made to notify a
parent/guardian for transportation to a local emergency
room or medical clinic. If the situation is life
threatening, emergency professionals, through 911, should
be immediately contacted. Volunteer and employed staff
are encouraged not to transport the child.
c) The accident report form should be filled out in
the church office for situations as noted in K.2.
d) A first aid kit is recommended to be taken on
off-campus activities.
12) Emergency Evacuation Plans
a) Fire
i) Exit the building as diagramed on the
floor plan which shall be posted in each classroom or
activity area.
ii) Shut the door of the classroom when everyone
is out.
iii) There should be one way traffic in the
hallways.
iv) Take the class well away from the building and
make sure all of your students are with you. Group
leaders are encouraged to have available their class
roster to take with them.
v) Students should not go looking for parents,
brothers, sisters or the family car.
vi) Once it has been determined that the danger is
past, the group leader will direct the children back
into the building or other designated area.
vii) If it is ascertained that there is a fire or
definite danger, the children will be taken across the
street to a safe location. Parents will be contacted
and asked to pick up their child(ren).
viii) Group leaders are encouraged to review and
practice the fire safety rules with their class.
b) Tornado/Severe Weather
Tornado Watch: Tornadoes and severe thunderstorms are
possible.
Tornado Warning: Tornadoes detected, take shelter
immediately.
Siren: A steady wail of the siren means take
cover.
i) Upon a city tornado warning siren or other
notification, the group leader will take students to
areas that have no windows and are interior rooms or
to the basement areas.
ii) The group leader will account for all
children.
iii) The ministry directors, leaders or office
staff as directed will make reasonable efforts to
check the bathrooms and then take shelter.
iv) The group leader should instruct children to
crouch down on the floor, heads down, with hands over
their heads.
c) Bomb threat
In the event of a bomb threat to the building,
children will exit the building as for fire
evacuation.
13) Nursery
a) Drop Off and Pick Up Procedure
i) Parents/guardians are responsible for
completing the nursery registration form.
ii) Parents/guardians should clearly label diaper
bags with the child's name.
b) Parents/guardians are discouraged from bringing
sick children to the nursery.
c) Diaper changing procedures for nursery
attendants:
i) Children under age 12 years are
discouraged from changing diapers.
ii) A child should never be left unattended on the
changing table. Every effort shall be made to position
the changing table to allow maximum visualization of
the nursery area.
iii) Change the diaper using either diapers and
wipes supplied by the nursery or those supplied by the
parent.
iv) After the diaper change is completed, clean the
changing table by spraying it with the mild bleach and
water solution that is provided and wipe dry with a
paper towel. (This disinfectant should be kept out of
reach of children and clearly labeled.)
v) WASH HANDS with warm water and soap.
d) Nursery committee members or other designees, will
make a reasonable effort to clean the toys on a regular
basis. Small toys are run through the kitchen
dishwasher; large toys are hand wiped with a mild
nontoxic cleaning solution.
e) The carpet should be cleaned quarterly by Trinity's
custodial staff.
f) Volunteers and employed staff should be encouraged
to wash their hands frequently while working in the
nursery especially after wiping children's noses, before
dispensing snacks and after changing a diaper.
g) Every reasonable effort shall be made to remove
broken toys or those that pose a choking hazard to
younger children.
REPORTING PROCEDURES FOR CHURCH
WORKERS
A. Reporting Obligations
1. All volunteer and employed staff who work
with children/youth shall immediately report any concerns
related to suspected incidents of child abuse or neglect
while in the course of their duties to a pastor, ministry
director or leader and complete the Trinity Lutheran
Church Suspicion of Abuse Report Form, which is submitted
to the administrative pastor or to Trinity's council
president. The administrative pastor or Trinity's
council president are the reporting agents to the Eau
Claire County Department of Human Services at 833-1977 or
in case of emergencies, to the local police or sheriff's
department. All information will be confidential. It is
not the responsibility of the reporting person nor the
ministry director/leader, pastor or council president to
substantiate any allegations or suspicions.
2. Cases can be discussed anonymously as to whether or
not a report should be filed with the state by contacting
the Department of Human Services at 831-5720 (M-F 8
A.M.-5 P.M.).
3. Responding to the child/youth: when a child/youth
first comes to you, be sure to take him/her seriously. Do
not deny the problem. Stay calm and listen to the child.
Give emotional support, reminding the child that he/she
is not at fault and that he/she has a right to tell about
the problem. Do not promise that you will not tell
anyone. If the child is willing, have another adult
listen to the conversation. Immediately write an account
of the conversation, date it, and report it as noted in
A.1.
B. When questionable behavior by another volunteer or
employed staff is observed, the ministry director, leader,
or pastor shall be notified.
C. Other safety issues are to be brought to the attention
of the ministry director, leader, pastors or appropriate
committee.
D. It is important to remember that reporting of
suspected abuse or questionable behavior by another staff
person reflects caring and is not an act of disloyalty.
THE CHURCH'S RESPONSE TO ALLEGATIONS OF
ABUSE
In the case of an actual allegation against a volunteer
or employed staff member, the following guidelines are
recommended:
1.Document all efforts at handling the incident
2. Report the incident immediately to the church attorney
and with his/her guidance to the appropriate civil
authorities, insurance company and denominational
officials.
3. Do not attempt an in-depth investigation of the
situation.
4. Notify parent/guardians.
5. Do not confront the accused until the safety of the
child is assured.
6. Take all allegations seriously. Avoid prejudging the
situation, engaging in denial, minimization, or blame.
7. Treat the victim and the accused with dignity and
support. Safeguard the privacy and confidentiality of all
involved.
8. If the accused is a church worker, he/she should be
temporarily relieved of their duties until the investigation
is completed.
9. Develop for public use a clear position statement of
our church regarding child sexual abuse that can be released
if an allegation occurs. This should not discuss specifics
of the case, but rather the guidelines and safeguards that
Trinity Lutheran Church has taken to reduce the risk of
child abuse and provide a safe environment for our
children.
10. The administrative pastor or other designee is the
spokesperson for the church.
11. Have an attorney present while answering
investigative questions with the police or social service
agency.
TRAINING OF VOLUNTEER AND EMPLOYED
STAFF
Volunteers and employed staff members are encouraged to
be familiar with or receive training with the following:
1. Trinity Lutheran Church Guidelines For Protection Of
Children, Youth And Those Who Work With Them.
2. Wisconsin child abuse and neglect law.
3. How to identify children who have been abused or
neglected.
4. The process for reporting known or suspected cases of
child abuse or neglect.
5. Additional training will be provided as determined by
the ministry directors, leaders or pastors.
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