Symons Valley United Church

Symons Valley United Church

Child Protection and Duty of Care Policy

___________________________________________________________________________________________________________

CONTENTS:

Introduction

Goals Of This Policy

Background

Policy Statements

Risk Assessment
Volunteer Screening
Supervision and Training
Reporting Suspected Child Abuse or Neglect
Record Keeping
Confidentiality

Protocols

Volunteer Driving Program
Sunday School Leaders
Participating Children and Youth
Safety Procedures Relating to Church Functions:

Sunday School Classroom and Other Activities
Diaper Changing
Washrooms
Volunteer Behaviour with Children, Youth, and Vulnerable Participants
Special Events and Overnight Events
Reporting Suspected Child Abuse or Neglect

INTRODUCTION

At Symons Valley United Church, our aim is to maintain an environment where children and youth (0-18yrs.), and other vulnerable individuals, are well treated, well cared for, properly supervised, and safe. For reasons of liability and due diligence, Symons Valley United Church has created a Child Protection and Duty of Care Policy.

GOALS OF THIS POLICY

To set SVUC standards to be maintained in all situations, especially where people 0-18, and others who may be vulnerable, are in our programs and under our care.
To create and maintain a safe environment for all participants in order that everyone feel welcomed, safe and secure.
To provide guidelines surrounding expectations and screening processes for volunteers and staff within the ministry of Symons Valley United Church.

BACKGROUND

We thank the organizations whose documents we employed as resource data:

Faithful Footsteps: Screening for Positions of Trust and Authority in the United Church of Canada
United Church of Canada Web Site
St. David’s United Church, Calgary
Child Safe Calgary
Saskatchewan Conference Duty of Care for Church Camps
- with specific reference to appropriate touching

POLICY STATEMENTS

1. Risk Assessment

A volunteer position will be classified as Type A if any one of the criteria listed below is met. (Otherwise, the position will be classified as Type B):

The position involves the supervision of persons under 18 years of age: at the church, in a public location or in a private location (e.g. a home or vehicle).
The position involves formal one-on-one contact with another person: at the church, in a public location or in a private location (e.g. a home or vehicle).
The position involves acting in the formal role of mentor, personal counselor, or spiritual advisor

An appropriate job description will be written for each Type A volunteer position.

2. Volunteer Screening

All volunteers are required to complete the appropriate (Type A or Type B) written registration form. Volunteers for Type A positions are asked to provide a character reference.

A personal interview with the volunteer applicant will be conducted by a Duty of Care representative, the chair of the appropriate committee, clergy or staff of Symons Valley UC.

All volunteers applying for Type A positions (as well as all paid staff of SVUC) will be required to participate in a Calgary Police Information Check, dated no earlier than 6 months before the commencement of duties in the position, to be renewed every three years. The Duty of Care administrator can facilitate the Police Information Check, paid for by provincial volunteer funding, or in some cases, Symons Valley UC.

In the rare event that a Type A volunteer’s Police Information Check, reference check, and/or personal interview is deemed unsatisfactory by the person(s) conducting the screening, the minister will contact the applicant and meet with him/her to discuss the results and appropriate volunteer opportunities.

3. Supervision and Training

All volunteers in Type A positions will receive Child Protection and Duty of Care training at the beginning of their duties, also available in a self-study format.

All Type A volunteers will participate in documented annual performance reviews.

4. Reporting Suspected Child Abuse or Neglect

The minister shall be designated to receive reports of alleged harassment or abuse. The reporting of child abuse allegations is clearly mandated by law, regardless of when the abuse occurred, if the victim is still under the age of 18.

5. Record Keeping

The following records will be securely and confidentially kept at Symons Valley UC:

Registration forms
Medical Release and Permission forms
Results of Police Information Checks
Records of child protection and personal safety training
Completed Incident Reports
Records of harassment or abuse allegations
Referral plans for those who are or have been in the care of Symons Valley UC

Relevant materials and references for staff are kept by the Ministry and Personnel Committee Chairperson.

6. Confidentiality

All information that may be collected through the implementation of this policy is for the exclusive use of Symons Valley United Church. The information that is collected is for the safety and security of participants only. Records will be kept of the information obtained but the personal information will not be shared or disclosed. Information will be safely stored at Symons Valley UC in paper form locked in a secure office, and in electronic form in password secure computers. When no longer current or required the information will be destroyed.

PROTOCOLS

1. Volunteer Driving Program

All drivers must have a valid driver’s license and current automobile insurance. The number of persons per car must never exceed the number of seat belts. Drivers should be screened, Type A volunteers.

Participants (people who have rides to church programs arranged by the Volunteer Driving Program) should complete a registration form so that driver volunteers have relevant personal information in the case of an emergency.

2. Sunday School Leaders

‘Leaders’ are staff members or Type A volunteers who must be 18 years of age or older.

The Leader shall comply with the adult to child ratios as outlined below:

for children 2 and under: 1:3; minimum of 2 leaders present
for children aged 3-4: 1:6; minimum of 2 leaders present
for children aged 5-12: 1:8; minimum of 2 leaders present
for youth 13-18: 1:15

A minimum of 2 leaders must be present for overnight or off site events.

3. Participating Children and Youth

In order for children and youth under 18 years of age to participate on a regular basis in Symons Valley UC programs, the following steps need to be taken:

All children and youth need to have a completed registration form, including photo releases, to be renewed on a yearly basis.
A Medical Release and Permission form will be required for a child or youth to attend any offsite group event, and any event outside of regular Sunday morning church hours.
All children and youth will be expected to follow the participation guidelines set out by the leader.

When children and youth visit the church on a one time basis, all efforts will be made by Leaders to obtain registration information about them.

4. Safety Procedures Relating to Church Functions:

Sunday School Classrooms and Other Activities

A fully screened Type A Volunteer Leader or staff person must be in attendance at all times where children and youth (0-18) are present.
When possible, a minimum of two screened Leaders will be present for each age group. At the very least, the second volunteer/helper must complete a Type A Application and submit it to the Sunday School Coordinator, and complete the screening process within a reasonable time period. The second volunteer/helper may be a youth aged 13-18.
If one Leader/Helper needs to leave the room, the remaining Leader will maintain a safe environment by leaving the room door ajar, or may close the door if it contains a transparent window.

A Volunteer/Monitor will circulate between rooms to assist if extra help is needed.
Leaders will take attendance in each class, and children are required to be picked up by a parent or guardian following classes.
After classes, parents are expected to supervise their children while still at church.
The Sunday School classrooms shall have a first aid kit available to them in a visible place.

2. Diaper Changing

As a general rule, no one, other than parents in the nursery will be expected to change diapers. However in the event that this becomes necessary, it should always take place in such a way that another volunteer or leader can see the child whose diaper is being changed (two people present always).

3. Washrooms

Parents should be encouraged to take their children to visit the washroom prior to each class or service. This recommendation is to be communicated to parents at the beginning of each new school year, and throughout the year to newcomers.
A volunteer should escort a child aged up to 6 years old to the washroom, and inspect the washroom before the child enters. If a child needs assistance in the washroom, two volunteers should accompany the child in the washroom.
A volunteer should never go into a single washroom or a washroom cubicle with a child/youth and shut the door.

4. Volunteer Behaviour with Children, Youth, and Vulnerable Participants

Volunteers should always conduct themselves as a responsible person would do, being above reproach and as an example to young children and youth.
If a participant or volunteer is injured during a Church activity, and it is necessary to remove part of the person’s clothing to examine the injury, there should always be two volunteers present. An Incident Report should be completed and submitted to the Duty of Care administrator. For children and youth, the incident should be reported to parents as soon as possible.

Appropriate Touch:

Love and caring for children can be expressed in the following appropriate ways:

Bending down to the child’s eye level and speaking kindly; listening to him or her carefully.
Taking a child’s hand and leading him or her to an activity.
Putting an arm around the shoulder of a child or briefly hugging a child who needs quieting or comforting.
Taking both of the child’s hands as you say, "You did such a good job!" (or "I’m so glad to see you. We’ve missed you!" etc.)
Patting a child on the hand, shoulder or back to affirm him or her.
Holding a child by the hand to keep his or her attention while you redirect the child’s behaviour.
Holding a preschool child who is crying (with another volunteer present).
Asking permission of a child before hugging them.

Inappropriate Touch:

Volunteers and staff must avoid:

Kissing a child, coaxing a child to kiss you, extended hugging and tickling.
Touching a child in any area that would be covered by a bathing suit (except when assisting a child with toileting as outlined previously and only with another adult present!).
Carrying older children or having them sit on your lap.
Being alone with a child.
Prolonged physical contact.
Piggyback rides.
Seductiveness or suggestive contact, or even mention thereof.
Any physical contact of any kind that is done for the pleasure or satisfaction of care providers.
Any touching used to express power or control over a child when there is no issue of safety to the child or to others.
Spanking, hitting or slapping.

5. Special Events and Overnight Events

Leaders occasionally plan special activities in their homes, plan social activities, have field trips and involve t he groups they are responsible for in other projects. The following precautions need to be taken with these activities:

Parents should be notified at an appropriate time preceding the outing (one week is a suitable time).
Proper written consent (Parental Permission Form) and medical release forms are required for each child/youth participating in field trips and other events.
All trips and outings must be supervised by a minimum of two approved, adult leaders (at least one Type A Volunteer or staff).
When transportation by vehicles is arranged for an activity, all drivers must have a valid driver’s license and current automobile insurance. The number of persons per car must never exceed the number of seat belts. Drivers should be Type A volunteers.

Church-sponsored overnight activities may be permitted as long as the following guidelines are met:

All overnight activities must be pre-approved by appropriate church leadership. (Christian Ed Committee and Official Board).
Proper written consent and medical release forms are required for each child participating in overnight events.
Each leader should have an assigned group of children/youth for whom they will be responsible during the overnight event. All supervising adults must be approved volunteers.

6. Reporting Suspected Child Abuse or Neglect

All suspicions of child abuse or neglect must be reported immediately to the most senior staff member or volunteer available. That person, if he or she is not one of the ministers, must immediately report it to the minister (Chair of the Board or M&P Chair as alternates).

Note: If the minister is the person suspected of abusing, the suspicion must be reported to the Chair of Official Board, who will replace the minister’s role. The Chair of the Board will contact the Ministry and Personnel Chairperson.

The minister, with one other ministry staff person will record what has been seen or heard for the purpose of completing an Incident Report. Note: it is not the responsibility of the staff person or volunteer to conduct the investigation, or make a determination. (See “When a Child Discloses” document.)
The minister will then phone the Child Abuse Hotline at 1-800-387-5437 (KIDS) to report the incident and determine:
- If this incident will be investigated by the police,
- How and when the parents will be informed of any investigation, and
- How we will proceed to best protect the child or youth.

The accused person will be required to refrain from any contact with children or youth at Symons Valley UC until he or she has been cleared of the suspicions or accusations.
If the accused person is a staff member, he or she will be subject to actions as outlined by the United Church of Canada.

Revised: Nov 7 2009 PR