Child Safety Governing Policy

POLICY # 1: NEW MEMBER ORIENTATION - [ TOP ]

Peace Lutheran Church will provide to all new members, as part of the New Member Orientation Meeting, a copy of the Child Safety Governing Policy.

Those Responsible for Implementation

Parish Relations Ministry (primary)

Life and Growth Ministry

Procedures for Implementation

1. The Child Safety Governing Policy will be included as a part of the New Member Orientation materials given to all those who join Peace Lutheran Church.

2. During the New Member Orientation meeting, key points of the policy will be highlighted verbally by a member of the Parish Relations Ministry or designee thereof.

Associated Documents and/or Forms

Child Safety Governing Policy

POLICY # 2: EMPLOYEE SCREENING - [ TOP ]

Peace Lutheran Church will employ a screening program for all employees who work with children and are likely to be in potentially high risk situations with them. Examples of this would include employees who participate in mission trips and overnight events with children.

Those Responsible for Implementation

Parish Relations Ministry (primary)

Life and Growth Ministry

Procedures for Implementation

Application: To be used with all full-time and part-time employees, including clergy, who are likely to be in potentially high risk situations with children.

1. All applicants will complete and submit to the Parish Relations Ministry the Employment Application Form (Form A).

2. A member of the Parish Relations Ministry will serve as a member of the Interview Committee and will take detailed notes of the interview.

3. The Parish Relations Ministry member of the Interview Committee will contact the references listed on the Employment Application Form (Form A) and complete the Reference Contact Form (Form B). (See Policy # 4.)

4. All applicants will complete the Background Investigation Consent Form (Form C). Criminal record checks will be conducted by the Parish Relations Ministry member of the Interview Committee or designee thereof. (See Policy # 5.)

5. All forms, notes, and documents associated with the applicant will be collected together as part of the applicant's personnel record and filed for future reference by the Church Secretary. Form C - Background Investigation Consent Form will be considered confidential and will be kept in a locked file in the church office. Only the Parish Relations Ministry Chairperson, the Church Secretary, and the Senior Pastor will have access to the personnel files.

6. Appropriate action will be taken by the Parish Relations Ministry based on the information presented.

Associated Documents and/or Forms

Form A - Employment Application Form

Form B - Reference Contact Form

Form C - Background Investigation Consent Form

POLICY # 3: VOLUNTEER SCREENING - [ TOP ]

Peace Lutheran Church will employ a screening program for all volunteers who work with children and are likely to be in potentially high risk situations with them. Examples of this would include volunteers who participate in mission trips and overnight events with children.

Those Responsible for Implementation

Parish Relations Ministry (primary)

Life and Growth Ministry

Youth Ministry

Education Ministry

Procedures for Implementation

Application: To be used with all volunteers who are likely to be in potentially high risk situations with children.

1. All applicants will complete and submit to the Parish Relations Ministry the Volunteer Application Form (Form D).

2. A member of the Parish Relations Ministry, or designee thereof, will interview the volunteer applicant and will take detailed notes of the interview.

3. The Parish Relations Ministry member, or designee thereof, will contact the references listed on the Volunteer Application Form (Form D) and complete the Reference Contact Form (Form B). (See Policy # 4.)

4. All applicants will complete the Background Investigation Consent Form (Form C). Criminal record checks will be conducted by the Parish Relations Ministry member, or designee thereof. (See Policy # 5.)

6. Appropriate action will be taken by the Parish Relations Ministry based on the information presented.

Associated Documents and/or Forms

Form B - Reference Contact Form

Form C - Background Investigation Consent Form

Form D - Volunteer Application Form

POLICY # 4: REFERENCE REQUIREMENTS - [ TOP ]

Peace Lutheran Church requires that all screened employees and all screened volunteers have at least three references checked.

Those Responsible for Implementation

Parish Relations Ministry

Procedures for Implementation

1. As part of the application form (Form A or D), all applicants will provide a minimum of three (3) names to be used as references. These references are to be unrelated to the applicant either by blood or marriage.

2. A member of the Parish Relations Ministry, or designee thereof, will contact all three submitted references using the Reference Contact Form (Form B) to record all notes.

3. If a listed reference refuses to release any information to Peace Lutheran Church, this will be noted on the Reference Contact Form (Form B).

4. If a listed reference cannot be reached, this will be noted and a new reference will be provided by the applicant.

5. All information obtained from the reference contacts will be considered confidential. The completed Reference Contact Form (Form B) will be filed with the applicant's personnel file.

6. Appropriate action will be taken by the Parish Relations Ministry based on the information presented.

Associated Documents and/or Forms

Form A - Employment Application Form

Form B - Reference Contact Form

Form D - Volunteer Application Form

POLICY # 5: CRIMINAL RECORDS CHECK - [ TOP ]

Peace Lutheran Church requires that all screened employees and all screened volunteers sign a release for a criminal background check.

Those Responsible for Implementation

Parish Relations Ministry

Procedures for Implementation

1. All screened employees and screened volunteers must read and sign the Background Investigation Consent Form (Form C).

2. A member of the Parish Relations Ministry, or designee thereof, will submit the request for a criminal background check.

3. All forms, notes, documents and information obtained from the criminal background check will be kept in the applicant's personnel file and filed for future reference by the Church Secretary. This record will be considered confidential and will be kept in a locked file in the church office. Only the Parish Relations Ministry Chairperson, the Church Secretary, and the Senior Pastor will have access to the personnel files.

4. Appropriate action will be taken by the Parish Relations Ministry based on the information presented.

Associated Documents and/or Forms

Form C - Background Investigation Consent Form

POLICY # 6: APPLICANT WITH CRIMINAL SEXUAL ABUSE RECORD - [ TOP ]

It is Peace Lutheran Church's policy that no one with a known record who has been convicted of a sexual abuse crime of any kind will be allowed to work with children.

Those Responsible for Implementation

Parish Relations Ministry

Procedures for Implementation

1. Upon receiving notification that an applicant has a criminal sexual abuse record, a member of the Parish Relations Ministry, or designee thereof, will notify the applicant that they will not be allowed to work with children in potentially high risk situations at Peace Lutheran Church. At this time the Parish Relation Ministry representative, or designee thereof, and the applicant will complete the Notification of Ineligibility Form (Form E).

2. Information and documents concerning the applicant's sexual abuse record will be considered confidential and will be kept in a locked file in the church office. Only the Parish Relations Ministry Chairperson, the Church Secretary, and the Senior Pastor will have access to the file.

3. Persons with criminal sexual abuse records will be encouraged to participate in ministries of the congregation which do not involve interaction with children.

Associated Documents and/or Forms

Form E - Notice of Ineligibility Form

POLICY # 7: TWO ADULT RULE - [ TOP ]

To ensure a safe environment for our children and to protect those who work with them from false accusations, Peace Lutheran Church will use a “two adult rule” for designated activities with children.

Those Responsible for Implementation

Youth Ministry (primary)

Education Ministry

Parish Relations Ministry

Procedures for Implementation

1. Whenever possible activities involving children will have at least two adults present in the church facility. At least one of the adults will be 21 years of age or older.

2. Whenever possible, employees and volunteers will avoid being alone with a single child unless visual access by another adult is possible.

3. This policy recognizes that unforeseen and unplanned encounters between children and adults will arise.

Associated Documents and/or Forms

None

POLICY # 8: REVIEW AND TRAINING - [ TOP ]

To ensure that the Child Safety Governing Policy has been effectively implemented, members of the Parish Relations Ministry will periodically review the policy and conduct training events for the employees of the congregation and the volunteers who work with children.

Those Responsible for Implementation

Parish Relations Ministry

Procedures for Implementation

1. Once each year the Parish Relations Ministry will review the Child Safety Governing Policy to determine if any amendments need to be made. If amendments are necessary, the policy changes will be documented and attached to the old policy. The new policy will reflect the date it was amended. All policy changes must be submitted to and approved by the Church Council.

2. Once each year a member of the Parish Relations Ministry will conduct a training meeting on child safety for the employees and volunteers of the congregation who work with children.

Associated Documents and/or Forms

Child Safety Governing Policy

Booklet Specifying Procedures, Forms, and Training Materials

POLICY # 9: WINDOWS ON DOORS - [ TOP ]

To provide added safety, all rooms in our church's building, except bathrooms and storage closets, will have windows in their doors.

Those Responsible for Implementation

Property Ministry (primary)

Parish Relations Ministry

Procedures for Implementation

1. A member of the Property Ministry will conduct a periodic check of the church's building to make sure that nothing is obstructing the sight lines through the glass windows on all doors.

2. A report of this check will be made to the Parish Relations Ministry by the Property Ministry.

Associated Documents and/or Forms

None

POLICY # 10: VISITING ORGANIZATION USE OF THE CHURCH FACILITY - [ TOP ]

Peace Lutheran Church encourages the use of its facility by visiting organizations and opens its doors to organizations which need space for events involving children. To ensure the safety of all children, Peace Lutheran Church requires that visiting leaders abide by the Child Safety Governing Policy.

Those Responsible for Implementation

Church Secretary (primary)

Parish Relations Ministry

Education Ministry

Youth Ministry

Procedures for Implementation

1. Peace Lutheran Church will make available to the leaders of the visiting organization its Child Safety Governing Policy and the additional booklet which specifies the procedures, forms, and training materials used to implement the policy.

2. Two representatives of the visiting organization who will be present during the scheduled event must fill out the Visiting Organization Form (Form F).

Associated Documents and/or Forms

Child Safety Governing Policy

Booklet Specifying Procedures, Forms, and Training Materials

Form F - Visiting Organization Form

POLICY # 11: REPORTING AN INCIDENT - [ TOP ]

Child sexual abuse is criminal behavior that involves children in sexual behaviors as defined by state and federal law. All employees and volunteers who work with children at Peace Lutheran Church are required to immediately report any concerns related to suspected incidents of child sexual abuse to the Parish Relations Ministry Chairperson, the President of the Church Council, or the Senior Pastor.

Types of sexual abuse that involve touching include but are not limited to: fondling; oral, genital, and anal penetration; intercourse; and forcible rape. Types of sexual abuse that do not involve touching include but are not limited to: verbal comments; pornographic videos; obscene phone calls; exhibitionism; allowing children to witness sexual activity.

Those Responsible for Implementation

Parish Relations Ministry Chairperson (primary)

Senior Pastor

Church Council President

Procedures for Implementation

1. If sexual abuse of a child is suspected, the employee or volunteer who suspects the abuse is required to immediately report the suspicion to the Parish Relations Ministry Chairperson, the Senior Pastor, or the President of the Church Council. Together, the employee or volunteer who suspects the abuse and the responsible person contacted will immediately report the suspicion to the appropriate government agencies. (See Policy # 12.)

2. The employee or volunteer will complete Form G, Report of Suspected Incident of Child Sexual Abuse, and submit this form to the Parish Relations Ministry Chairperson, the Senior Pastor, or the Church Council President.

3. In order to protect the individuals involved, all information regarding the situation will be considered confidential and the employee or volunteer will only discuss the situation with appropriate authorities.

4. All forms, notes, and documents associated with the incident will be filed and considered confidential. These records will be kept in a locked file in the church office. Only the Parish Relations Ministry Chairperson, the Church Secretary, and the Senior Pastor will have access to the file.

Associated Documents and/or Forms

Form G - Report of Suspected Incident of Child Sexual Abuse Form

POLICY # 12: GOVERNMENT REPORTING PROCEDURES - [ TOP ]

In responding to a suspected incident of child sexual abuse, Peace Lutheran Church will work with appropriate government agencies in a prudent manner to ensure the safety and dignity of the suspected victim and the person who has been accused.

Those Responsible for Implementation

Parish Relations Ministry Chairperson (primary)

Senior Pastor

Church Council President

Procedures for Implementation

1. The following statement comes from the Wisconsin Department of Health and Family Services: “Individuals whose employment brings them into contact with children are required by law to report any suspected abuse or neglect or threatened abuse or neglect to a child seen in the course of their professional duties. Anyone who suspects a child is being maltreated may make such a referral. Persons making reports in good faith are immune from criminal or civil liability. Reports are made to the county in which the child or the child's family resides.”

2. Employees and volunteers at Peace Lutheran Church will follow the guidelines set forth in procedure # 1.

3. Reports of suspected child sexual abuse are to be made to the county Department of Human Services in which the child or child's family resides. Reports in Polk County should be made to:

Polk County Department of Human Services

300 Polk County Plaza Suite 110

Balsam Lake, WI 54810

Office Hours: 715-485-8400

After Hours: 715-485-8300

4. The person or persons responsible will contact legal representation, Peace Lutheran Church's insurance carrier (Church Mutual Insurance Company, Merrill, Wisconsin, 800-554-2642), and the office of the Bishop of the Northwest Synod of Wisconsin (Bishop Robert Berg, Rice Lake, Wisconsin, 715-234-3373), to notify them of the report of suspected child sexual abuse.

Associated Documents and/or Forms

Form G - Report of Suspected Incident of Child Sexual Abuse Form

POLICY # 13: RESPONDING TO A SUSPECTED INCIDENT - [ TOP ]

Following the report of a suspected incident of child sexual abuse, Peace Lutheran Church will follow established procedures when responding to inquiries made by the general public, the media, and/or members of the congregation. First and foremost, these procedures will protect the rights of the suspected victim, as well as the rights of the person who has been accused.

Those Responsible for Implementation

Parish Relations Ministry Chairperson (primary)

Senior Pastor

Church Council President

Procedures for Implementation

1. If an accusation of child sexual abuse is made, the Parish Relations Ministry Chairperson, the Senior Pastor, and the Church Council President will meet to formulate a prepared statement.

2. This prepared statement will be used to respond to inquiries made by the general public, the media, and/or members of the congregation.

Associated Documents and/or Forms

None

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