First Christian Church, San Marcos
Safe Conduct Policy
As Approved 2024
Table of Contents
I. Statement of Policy
II. General Definitions
III. Code of Conduct with Youth and Vulnerable Adults
IV. Policies for Working with Youth
A. Physical Contact
B. Verbal Interactions
C. One-on-One Interactions
D. Off-site Contact
E. Electronic Communication
F. Gift Giving
V. Screening and Selection
VI. Training
VII. Monitoring and Supervision
A. Facility Monitoring
B. General Supervision
C. Monitoring Youth in Facilities
D. Monitoring High Risk Activities
E. Directors and Church Authority Monitoring On-Site and Off-Site Programs
VIII. Responding
A. Responding to Suspicious or Inappropriate Behaviors or Policy Violations
B. Responding to Suspected Abuse by an Adult
C. Responding to Youth-to-Youth Sexual Abuse and Sexualized Behaviors
D. Responding to Victims
E. Notification of Parents
F. Responding to Media
IX. Congregational Awareness
X. Registered Sex Offender Policy
XI. Acknowledgement of Safe Conduct Policy and Procedure
Statement of Policy
As a community of Christian faith, First Christian Church, San Marcos is committed to creating and maintaining programs, facilities and a community in which members, friends, Clergy, employees, and volunteers can worship, learn and work together in an atmosphere free from all forms of discrimination, harassment, exploitation or intimidation. The congregation of First Christian Church, San Marcos supports principles of Safe Conduct, which include individual responsibility to fulfill the highest standards of personal conduct toward others and to lead and guide the congregation in fulfillment of the standards set by our Christian faith. First Christian Church, San Marcos strongly opposes and prohibits “sexual exploitation”, “sexual harassment” or any form of exploitation or abuse of others regardless of age, sex, sexual orientation, sexual identification or mental capacity. It is the intention of our congregation to affirmatively nurture good behavior, and to prevent and correct behavior that is contrary to this policy and, as necessary, discipline those persons who violate this policy.
Every member of the Congregation, whether “authorized clergy”, leader, lay staff, volunteer or parent, has a role to lead those who look to them individually for guidance, to monitor their behavior and redirect them as they cross boundaries of Safe Conduct. Our congregation shall nurture good conduct as demonstrated by personal behaviors that are consistent with our Christian values.
General Definitions
1. Physical abuse is injury that is intentionally inflicted upon a youth.
2. Sexual abuse is any contact of a sexual nature that occurs between a youth and an adult or between two youths. This includes any activity which is meant to arouse or gratify the sexual desires of the adult or the other youth.
3. Emotional abuse is mental or emotional injury to a youth that results in an observable and material impairment in the youth’s growth, development, or psychological functioning.
4. Neglect is the failure to provide for a youth’s basic needs or the failure to protect a youth from harm.
5. A Minor is anyone under the age of 18 (also referred to as youth throughout policy).
6. A Vulnerable Adult is anyone aged 18 or over, who is or may be in need of community care services by reason of mental or other disability, age, or illness, and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.
7. Mandatory Reporters are those persons required by Texas law to report suspected abuse to police or child welfare agencies.
8. Authorized Clergy includes any person who is admitted to ministry by The Disciples of Christ who serves the congregation in any capacity whether called as pastor or serving in a retired, emeritus, administrative, or volunteer capacity.
9. Church Authority is a Board Member, Clergy, Elder or employed Director.
Code of Conduct with Youth and Vulnerable Adults
The following Code of Conduct is intended to assist Clergy, employees, and volunteers in making decisions about interactions with youth and vulnerable adults. For clarification of any guideline, or to inquire about behaviors not addressed here, contact the church Pastor.
First Christian Church, San Marcos provides our youth and vulnerable adults with the highest quality services available. We are committed to creating an environment for youth and vulnerable adults that is safe, nurturing, empowering, and that promotes growth and success.
No form of abuse will be tolerated, and confirmed abuse will result in immediate dismissal from First Christian Church, San Marcos. All reports of suspicious or inappropriate behavior with youth and vulnerable adults or allegations of abuse will be taken seriously. First Christian Church, San Marcos will fully cooperate with authorities if allegations of abuse are made that require investigation.
The Conduct with Youth and Vulnerable Adult outlines specific expectations of the Clergy, employees, and volunteers as we strive to accomplish our mission together.
Youth and vulnerable adults will be treated fairly, regardless of race, sex, age, or religion.
Clergy, employees, and volunteers will adhere to uniform standards of displaying affection as outlined by First Christian Church, San Marcos. Clergy, employees, and volunteers will avoid affection with youth and vulnerable adults that cannot be observed by others. Clergy, employees, and volunteers will adhere to uniform standards of appropriate and inappropriate verbal interactions as outlined by First Christian Church, San Marcos.
Clergy, employees, and volunteers will not stare at or comment on youth and vulnerable adults’ bodies.
Clergy, employees, and volunteers will not date or become romantically involved with youth and vulnerable adults.
Clergy, employees, and volunteers will not use or be under the influence of alcohol or illegal drugs in the presence of youth and vulnerable adults.
Clergy, employees, and volunteers will not have sexually oriented materials, including printed or online pornography, on First Christian Church, San Marcos’s property.
Clergy, employees, and volunteers will not have secrets with youth and vulnerable adults and will only give gifts with prior permission from the church board as approved in the budget.
Clergy, employees, and volunteers will comply with First Christian Church, San Marcos’s policies regarding interactions with youth and vulnerable adults outside of our programs.
Clergy, employees, and volunteers will not engage in inappropriate electronic communication with youth and vulnerable adults. Clergy, employees, and volunteers are prohibited from working one-on-one with youth and vulnerable adults in a private setting. Clergy, employees, and volunteers will use common areas when working with individual youth and vulnerable adults.
Clergy, employees, and volunteers will not abuse youth and vulnerable adults in anyway including (but not limited to) the following:
Physical abuse: hitting, spanking, shaking, slapping, unnecessary restraints;
Verbal abuse: degrading, threatening, cursing;
Sexual abuse: inappropriate touching, exposing oneself, sexually oriented conversations;
Mental abuse: shaming, humiliation, cruelty, bullying;
Neglect: withholding food, water, shelter.
First Christian Church, San Marcos will not tolerate the mistreatment or abuse of one youth or vulnerable adult by another youth or vulnerable adult. In addition, First Christian Church, San Marcos will not tolerate any behavior that is classified under the definition of bullying, and to the extent that such actions are disruptive, we will take steps needed to eliminate such behavior.
Bullying is aggressive behavior that is intentional, is repeated over time, and involves an imbalance of power or strength. Bullying can take on various forms, including:
a. Physical bullying – when one person engages in physical force against another person, such as by hitting, punching, pushing, kicking, pinching, or restraining another.
b. Verbal bullying – when someone uses their words to hurt another, such as by belittling or calling another hurtful names.
c. Nonverbal or relational bullying – when one person manipulates a relationship or desired relationship to harm another person. This includes social exclusion, friendship manipulation, or gossip. This type of bullying also includes intimidating another person by using gestures.
d. Cyberbullying – the intentional and overt act of aggression toward another person by way of any technological tool, such as email, instant messages, text messages, digital pictures or images, or website postings (including blogs). Cyberbullying can involve:
• Sending mean, vulgar, or threatening messages or images.
• Posting sensitive, private information about another person.
• Pretending to be someone else in order to make that person look bad.
• Intentionally excluding someone from an online group.
• Hazing – an activity expected of someone joining or participating in a group that humiliates,
degrades, abuses, or endangers that person regardless of that person’s willingness to participate.
• Sexualized bullying – when bullying involves behaviors that are sexual in nature. Examples of sexualized bullying behaviors include sexting, bullying that involves exposures of private body parts, and verbal bullying involving sexualized language or innuendos.
Anyone who sees an act of bullying, and who then encourages it, is engaging in bullying.
This policy applies to all youth and vulnerable adults, Clergy, employees, and volunteers.
All Clergy, employees, and volunteers must follow state specific mandatory reporting requirements. They should be trained to be aware of and understand their legal and ethical obligation to recognize and report suspicions of mistreatment and abuse. They will:
a. Be familiar with the symptoms of child abuse and neglect, including physical, sexual, verbal, and emotional abuse.
b. Know and follow organization policies and procedures that protect youth and vulnerable adults against abuse.
c. Report suspected child abuse or neglect to the appropriate authorities as required by state mandated reporter laws.
d. Follow up to ensure that appropriate action has been taken.
Clergy, employees, and volunteers will report concerns or complaints about other employees, volunteers, adults, or youth to First Christian Church, San Marcos’s Pastor or Praesidium’s Anonymous Helpline at 855-347-0751.
First Christian Church, San Marcos cooperates fully with the authorities to investigate all cases of alleged abuse. Any Clergy, employee, or volunteer shall fully cooperate in any external investigation by outside authorities or internal investigation conducted by the organization or persons given investigative authority by the organization. Failure to cooperate fully may be grounds for termination.
Clergy, employees, and volunteers may not have engaged in or been accused or convicted of youth and vulnerable adult abuse, indecency with a youth and vulnerable adult, or injury to a youth and vulnerable adult.
Policies for Working with Youth
A. Physical Contact
First Christian Church, San Marcos’s physical contact policy promotes a positive, nurturing environment while protecting youths, Clergy, employees, and volunteers. First Christian Church, San Marcos encourages appropriate physical contact with youths and prohibits inappropriate displays of physical contact. Any inappropriate physical contact by Clergy, employees, and volunteers towards youths in the organization’s programs will result in disciplinary action, up to and including termination of employment.
First Christian Church, San Marcos’s policies for appropriate and inappropriate physical interactions are:
Appropriate Physical Interactions
• Side hugs
• Shoulder-to-shoulder or “temple” hugs
• Pats on the shoulder or back
• Handshakes
• High-fives and hand slapping
• Verbal praise
• Pats on the head when culturally appropriate
• Touching hands, shoulders, and arms
• Arms around shoulders
• Holding hands (with young children in escorting situations)
Inappropriate Physical Interactions
• Full-frontal hugs
• Kisses
• Showing affection in isolated area
• Lap sitting
• Wrestling
• Piggyback rides
• Tickling
• Allowing a youth to cling to an employee’s or volunteer’s leg
• Any type of massage given by or to a youth
• Any form of affection that is unwanted by the youth or the staff or volunteer
• Compliments relating to physique or body development
• Touching bottom, chest, or genital areas
B. Verbal Interactions
Clergy, employees, and volunteers are prohibited from speaking to youths in a way that is, or could be construed by any observer, as harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning, or humiliating. Clergy, employees, and volunteers must not initiate sexually oriented conversations with youths. Clergy, employees, and volunteers are not permitted to discuss their own sexual activities with youths.
First Christian Church, San Marcos’s policies for appropriate and inappropriate verbal interactions are:
Appropriate Verbal Interactions
• Positive reinforcement
• Appropriate jokes
• Encouragement
• Praise
Inappropriate Verbal Interactions
• Name-calling
• Discussing sexual encounters or in any way involving youths
• Secrets
• Cursing
• Off-color or sexual jokes • Shaming
• Belittling
• Derogatory remarks
• Harsh language that may frighten, threaten or humiliate youths
• Derogatory remarks about the youth or his/her family
C. One-on-One Interactions
Most abuse occurs when an adult is alone with a youth. First Christian Church, San Marcos aims to eliminate or reduce these situations and prohibits private one-on-one interactions unless approved in advance by administration.
In those situations where one-on-one interactions are approved, Clergy, employees, and volunteers should observe the following additional guidelines to manage the risk of abuse or false allegations of abuse:
Additional Guidelines for One-on-One Interactions
• When meeting one-on-one with a youth, always do so in a public place where you are in full view of others.
• Avoid physical affection that can be misinterpreted. Limit affection to pats on the shoulder, high-fives, and handshakes.
• If meeting in a room or office, leave the door open or move to an area that can be easily observed by others passing by.
• Inform other Clergy, employees, and volunteers that you are alone with a youth and ask them to randomly drop in.
• Document and immediately report any unusual incidents, including disclosures of abuse or maltreatment, behavior problems and how they were handled, injuries, or any interactions that might be misinterpreted.
Tutoring/ Private Coaching:
One-on-one situations, such as tutoring and private coaching sessions, introduce additional risks for false allegations. Clergy, employees, and volunteers should be aware of our policies regarding tutoring and private coaching:
a. Clergy, employees, and volunteers must have Director approval for any tutoring or private coaching sessions.
b. Tutoring and coaching sessions with First Christian Church, San Marcos’s youths may not occur outside of the organization.
c. Directors must keep a schedule of private tutoring and coaching sessions, which should include times, youths involved, and location of sessions.
D. Off-site Contact
Many cases of organizational abuse occur off-site and outside of regularly scheduled activities. This contact outside of regularly scheduled activities may put staff, volunteers, and First Christian Church, San Marcos at increased risk.
First Christian Church, San Marcos prohibits staff to have outside contact with youths from the organization without prior administration approval. If off-site contacts are planned and approved, First Christian Church, San Marcos has determined that the following forms of outside contact are appropriate and inappropriate:
Appropriate Outside Contact
• Taking groups of youths on an outing using the “Rule of Three” - At least two adults must be with a single youth, or at least two youths must be present with a single adult.
• Attending sporting activities with groups of youths
• Attending functions at a youth’s home, with parents present
Inappropriate Outside Contact
• Taking one youth on an outing without the parents’ written permission
• Visiting one youth in the youth’s home, without a parent present
• Entertaining one youth in the home of staff or volunteers
• A lone youth spending the night with staff or volunteers
In addition, when outside contact is unavoidable, ensure that the following steps are followed:
1. Board Guidelines should be followed for Clergy, employees, and volunteers as to what types of outside contact are appropriate and inappropriate.
2. Ensure that staff or volunteers have the parents’ permission to engage in outside contact with the youth. Consider requiring the parents to sign a release-of-liability statement.
E. Electronic Communication
Any private electronic communication between staff and youths, including the use of social networking websites like - Facebook, Instagram, Snapchat, instant messaging, texting, etc. - is prohibited. All communication between staff and youths must be transparent.
The following are examples of appropriate and inappropriate electronic communication:
Appropriate Electronic Communication
• Sending and replying to emails and text messages from youths ONLY when copying in a Director, Church Authority, or the youth’s parent
• Communicating through “organization group pages” on Facebook or other board approved public forums
Inappropriate Electronic Communication
• “Private” profiles for Clergy, employees, and volunteers which youths have unmonitored nonparental access
• Harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning or humiliating comments
• Sexually oriented conversations
• Private messages between Clergy, employees, and volunteers with youths
• Posting pictures of organization participants on personal social media sites
• Posting inappropriate comments on pictures
Cell Phone Use:
While assigned to work with youths, staff are not permitted to use an electronic communications device to contact youth directly except in emergency situations. Parents should be included in all electronic correspondence. Internet use, text messaging and/or emailing pictures or text while assigned to work with youths is strictly prohibited regardless of the type of device used and whether for business or personal reasons. Employees need to ensure that friends and family members are aware of this policy.
Use of personal electronic communication devices to contact youth privately (via voice, text, or pictures/video) shall be grounds for discipline up to and including termination of employment.
There are occasions in which staff will need to use personal or organization issued electronic communication devices. In these cases, staff will have explicit direction from the board governing use. Situations which may require use of organization issued or personal electronic communication devices include:
a. Field Trips;
b. Off-site Programs;
c. Emergencies
F. Gift Giving
Clergy, employees, and volunteers should only give gifts to youths with prior approval, and only under the following circumstances:
1. The Board is aware of and approves of the gift.
2. Parents must be notified.
3. No personally expensed gifts shall be given.
Screening and Selection
A. Standardized Application
All applicants should be expected to complete an application prior to working or volunteering at First Christian Church, San Marcos. The application should be reviewed by the hiring supervisor for completeness, high risks evaluation and fit the position requirements. If the application is not 100% complete, the applicant may be screened out, the applicant may be asked to complete the application, or the missing information may be obtained during an interview. However, First Christian Church, San Marcos should endeavor to follow a consistent approach to applications missing information.
Offers should not be made until an application is 100% complete. Applications should be kept in the church personnel file.
Volunteer applications may be obtained by online registration. Church volunteers must be active members of First Christian Church, San Marcos for a minimum of six months before being permitted to work in youth-oriented programs. There should be no exceptions to this policy for internal volunteers, even when volunteer candidates come from another church with similar programs.
Volunteers for a cosponsored event may come from a sponsoring church if the volunteer has been a member from a sponsoring church for more than 6 months.
B. Interviews
All applicants for employment or volunteering should be interviewed during the selection process and prior to employment or volunteer work. The purpose of the interview is to determine whether the applicant possesses the skills needed to perform the job requirements and whether the applicant demonstrates characteristics of a potentially abusive person. The interview should also provide the applicant with information about job responsibilities and expectations.
The Board shall establish appropriate requirements. Each interviewer shall employ behavioral interviewing techniques to assess suitability for working with children, and specifically discuss the church’s commitment to protect children and other vulnerable persons from abuse.
The interviewer should take notes as to applicant responses to the interview questions, and the interpretive guide should be used to evaluate applicant responses. After the interviews are completed, the applicant may be screened out or the applicant may continue in the Screening process. The information recorded will be kept in the personnel/volunteer file if the applicant is hired or volunteer selected.
C. Reference Checks
Reference checks should be conducted for all applicants prior to employment or volunteering. A minimum of three references is recommended, including two professional and one personal reference. The Supervisor will work with applicants to develop a good reference list. If the person responsible for screening the applicant does not believe the references are appropriate, he or she can ask for different ones. References should be conducted by telephone. The person responsible for the screening should inform the referent that the applicant is applying for a position with the organization and will explain that the applicant will have access to a vulnerable population. The Supervisor will use standard reference questions and will record the responses of the referents on the reference question form. The high-risk checklist will be used to help evaluate referent responses.
Offers of employment should not be made until the required number of references is contacted.
Completed reference check forms should be kept in the applicant’s personnel file if the applicant is employed. If it is a volunteer, the files will be maintained confidentially along with personnel files.
D. Background Checks
Criminal history and sexual offender registry checks should be conducted for all applicants for volunteering and employment. Generally, the information should be obtained prior to work of the applicant; however, if the length of time needed to receive the results of these checks is unduly long, First Christian Church, San Marcos could have the applicant start the position and remain in the position until the criminal background results are obtained and reviewed.
New employees and volunteers should not be left unsupervised with youths until the criminal history results are returned.
The background check(s) should include the following:
• National multi-state criminal records search;
• National sex offender registry search;
• Social security number trace and alias search; and
• County criminal records search for every county where the applicant has lived or worked for the past 7 years
Written permission to conduct a background check shall be obtained from each applicant prior to executing the check.
In addition, all applicants for employment, should undergo criminal drug screening prior to employment, and applicants responsible for transportation should have a driver’s license check performed to identify past driving concerns.
E. Employment/Vounteering Decisions
A committee of three individuals from Clergy, Elders, Executive Board, Treasurer and/or Department Administration shall be part of the screening managers to review each background check and agree that the applicant is eligible for employment as Clergy, employee, or volunteer.
Where a criminal record exists, consideration shall be given to:
• Seriousness of the crime;
• Statutes that may legally disqualify the person from working with minors;
• Length of time since the last offense;
• Pattern of criminal activity; and
• Activities the applicant has been involved in since the offense(s) occurred.
Conviction for the following crimes shall be considered prohibited to employment or volunteer work with children:
• Violent crimes;
• Sexual assault;
• Sexual abuse or neglect of a child; and
• Drug offenses or driving offenses (depending upon position requirements)
Arrest data is not grounds for disqualification, only convictions. The status or relevance of other crimes will be considered individually.
Before an offer of employment is made, screening managers involved in the Screening process should review all information obtained. The employment process should last a sufficient length of time to allow Employment Committee to carefully collect and evaluate information about applicants and to allow the applicant time to self-select out of the process if they have concerns about the position.
Following the review, each reviewing person shall sign and date the following statement that documents and becomes part of the applicant’s or employee’s permanent personnel file:
“We have reviewed the criminal history of Applicant X and determined, based on the information we had available at this time, the applicant would be acceptable for the position.”
OR
“We have reviewed the criminal history of Applicant X and determined, based on the information we had available at this time, the applicant is not acceptable for the position.” Visit Know Your Score! ™ resources for additional sample resources.
Training
The mission of First Christian Church, San Marcos is first to prevent abuse of children and other vulnerable adults. We wish to identify and nurture SafeConduct™, to lead and to guide through adequate training. It is difficult to comprehend that those among us, our friends and family, would commit such acts willingly. Nevertheless, persons who have been presented with no behavior standards and do not understand boundaries may unwittingly engage in behaviors that may be perceived as predatory. Their personal reputations and that of First Christian Church, San Marcos are then at risk.
To fulfill our leadership obligation, each new employee and new volunteer shall complete a specific program of training within 30 days of assuming duties. Fulfillment of training requirements shall be documented by the training program and respective program Director (Christian Education; Youth, etc.).
Training shall be repeated as certificates expire or annually if no expiration date is present. Records shall be maintained by the training program and respective program Directors. Training records shall be audited annually by the Treasurer and reported to the board as complete each year.
Abuse prevention curriculum shall include:
• Organization level
o Review of expected conduct and boundaries defined in this policy.
o Review of standards applicable to ministry.
o Explanation of procedures for reporting violations of standards of conduct and suspected child abuse.
o Explanation of individual statutory reporting obligations.
o Identifying and managing high-risk situations such as bathroom use, transition times, and free times.
o Physical security procedures.
• Abuse prevention education:
o Effects of sexual abuse.
o Types of child molesters.
o Characteristics of abusers.
o How child molesters operate: access, privacy, and control.
o Protecting oneself from false allegations.
o Examples of child-on-child sexual abuse, even among young children.
o Characteristics of children more likely to act out sexually.
o Characteristics of children more likely to be abused.
o High-risk activities and circumstances.
o Specific monitoring and supervision activities to prevent child-on-child sexual activity.
o How to respond to incidents of sexual activity between children.
Program Directors shall assure that each employee and volunteer has mastered requirements and provide additional supervision and guidance as required to assure required conduct.
Monitoring and Supervision
A. Facility Monitoring
Each week the Church Youth Director, or designee, shall conduct a walk through and complete a safety checklist of the church facilities to ensure that the facilities are safe and secure for the youth.
B. General Supervision
General supervision procedures:
1. Director and Church Authority Visits to Youth Programs- Youth Directors and Church Authorities will regularly visit all youth programs to ensure that all activities are well- managed and that youth policies are observed by all in attendance.
2. Ratios- Each program will follow the ratio requirements that are directly tied to the goals of the program and the design of the program area. The employee or volunteer-to-youth ratio should be adjusted for programs that serve youths with special needs. “Rule of Three” will be adhered to at all times. At least two adults must be with a single youth, or at least two youths must be present with a single adult.
3. Mixed Age Groups- Each program is responsible for establishing specific guidelines for additional monitoring and supervision of activities that involve youths from different age groups. Clergy, employees, and volunteers must be aware that close line of sight supervision is required when monitoring programs that mix age groups.
C. Monitoring Youth in Facilities
1. A parent or legal guardian must complete a youth membership sign in which includes identifying information, any special medical or behavioral circumstances, and any legal indemnification. The membership sign in should the youth’s date of birth, and emergency contact information. It is required that all youths to sign-in and sign-out of the facilities so that the program has a record of the youth who are in the facility at all times.
2. Youths that are of an age of understanding and all parents/guardians who attend regular church functions should sign this Code of Conduct that outlines the program’s behavioral expectations and policies regarding appropriate and inappropriate interactions. Youths and their parents should also understand that youths will be suspended or dismissed from the program for policy violations.
3. Youths without their guardians who are engaged in structured activities should be always supervised by an employee or authorized volunteer. Established staff to youth ratios should be maintained at all times.
4. Employees and authorized volunteers should routinely monitor the building during services and activities for unattended youth and/or others to ensure the safety and supervision of all attendees. Staff should follow the monitoring checklist and document periodic sweeps of the church and specific areas.
5. All program staff should wear nametags or identifying clothing so that the youth can easily recognize them as staff.
6. Staff and authorized volunteers should greet youths that enter the facility; direct youths to the structured activities or authorized areas; and, redirect youths who are not in an authorized area or who are not participating in a structured activity.
D. Monitoring High Risk Activities
Bathroom Activities
When supervising restroom use, adult staff members/authorized volunteers should first quickly scan the bathroom before allowing youths to enter.
For Group Bathroom Stalls:
• Take groups of youths to the bathroom – following the “rule of three” where one adult may supervise two or more children or two adults will supervise a single child.
• If the bathroom only has one stall, only one youth should enter the restroom while the others wait outside with the staff.
• If there are multiple stalls, only send in as many youths as there are stalls.
• Unrelated youths of different ages should not use the bathroom at the same time.
• Staff is required to stand outside the bathroom stall but must remain within earshot.
For single use restrooms:
•Youths must ask permission to use the bathroom.
• Staff is required to stand outside the bathroom but must remain within earshot.
Staff is prohibited from using the bathroom at the same time as youths.
When assisting young youths in the stalls, the staff should keep the door to the stall open at all times.
Other children should not be allowed to see the child in the stall.
Children should never be allowed to undress within the view of others.
Transition Times and Free Times
a. All youths are to remain in line-of-site of staff at all times.
b. There should be enough staff to safely monitor all the youth. Established staff to youth ratio should be maintained. The “rule of three” is used where one adult may supervise two or more children or two adults will supervise a single child.
c. Employees and volunteers should specify narrow geographic boundaries in the program areas.
d. Every staff/volunteer is required to monitor their area at all times.
e. Events lasting more than 2 hours should have periodic roll calls for each age group.
f. Directors should conduct periodic check-ins and sweeps of the entire activity area.
Playground Activities
a. Youths to remain in line-of-site of staff at all times.
b. Define specific and narrow geographic boundaries around the playground area for the youth to play.
c. Identify barriers of supervision (such as storage sheds, playhouses, tunnels, and shrubs) and do a walkthrough of those areas frequently.
d. All staff are assigned specific areas to supervise and must monitor their area at all times and adhere to the established staff to youth ratio. The “rule of three” is used where one adult may supervise two or more children or two adults will supervise a single child.
e. Directors should conduct periodic check-ins and sweeps of the entire activity area.
Organization transport guidelines:
a. Written parent permission from all youths on the trip is required. Staff should take copies of these permission forms and medical releases with them on the trip.
b. Staff is required to have a list of the youths on the trip and take roll when boarding the vehicle, when leaving the vehicle, periodically throughout the trip, and then again when boarding the vehicle.
c. Employees and Volunteers must adhere to the established youth to staff ratio. When possible, the driver is not included in the ratio. The “rule of three” is used where one adult may supervise two or more children or two adults will supervise a single child.
d. Staff is required to sit in seats that permit maximum supervision.
e. Unrelated mixed age groups are discouraged from sitting together. When possible, high-risk youths should be seated by themselves or with a staff member.
f. Drivers are prohibited from making unauthorized stops.
g. Staff should document the beginning and ending time of the trip and the mileage, names of the youths being transported, and the destination.
h. Any unusual occurrences should be documented by staff.
i. Clergy and at least two Board members must approve of all transportation activities.
j. Staff must avoid unnecessary physical contact with youths while in vehicles.
k. When possible, staff should avoid engaging in sensitive conversations with youths.
Public transport guidelines
a. In addition to the transportation procedures listed above, youths should remain in one area of the public transport if possible.
b. Clergy, employees, and volunteers that are assigned to a group should remain with that group on public transport.
c. Take a head count or call roll immediately after entering and leaving public transport.
Transport in non-organization vehicles:
In addition to the Organization transport guidelines above, a staff member must document beginning and ending times and mileage, the names of youths, and other Clergy, employees, and volunteers who are involved in transportation, purpose of the transportation, and destination.
Off-Site Activities
a. The approval of clergy and two or more board members is required for all off-site activities.
b. Written parental authorization is required.
c. Specified Staff-to-youth ratios must be maintained for the activity. “Rule of Three” must be used. At least two adults must be with a single youth, or at least two youths must be present with a single adult.
d. Staff and youths must be easily identifiable.
e. Bathroom rules must be applied including in a locker room during the outing.
f. Transportation rules must be applied during the outing.
g. A Director must observe the off-site activities at unscheduled times and random intervals.
Overnight Activities
Overnight stays present unique risks to youths and staff. They often involve changing clothes, groups of both genders and different ages in a more intimate atmosphere than usual, more unstructured activities, and increased supervision demands for staff.
Supervision Guidelines:.
a. All overnight activities must be documented and approved in writing by Clergy and at least two members of the Board.
b. The Youth Director or a Church Authority is expected to regularly and randomly observe overnight activities on a scheduled and periodic basis.
c. The Director should appoint a “lead” staff to supervise the overnight. A meeting with all staff must be conducted to discuss the unique risks of overnight activities, unique elements of the specific overnight activity and to review the specific policies and procedures.
d. Parents need to be provided with written information about the overnight activity. All parents must sign a permission slip for their youths to attend the overnight.
e. Appropriate staff-to-youth ratios should be established before the event and schedule staffed accordingly.
f. Meetings with the group should be hosted in open and observable areas; meetings should not be hosted in staff or youth rooms. “Rule of Three” must be used. At least two adults must be with a single youth, or at least two youths must be present with a single adult.
Overnights at the Facility:
All above Supervision guidelines should be followed.
a. Physical boundaries within the organization must be clearly defined and explained to the youths.
b. Assign each staff to a specific group of youths to supervise. Each staff should then maintain a role sheet that lists all of the youths in his or her group. Head counts and roll checks should be conducted routinely throughout the evening.
c. Assign staff to high risk areas in the church facility, such as the bathrooms, entrances and exits, hallways, etc. If it is not possible to assign specific staff to these areas, assign specific staff to conduct periodic facility “walk-throughs”.
d. With regards to sleeping arrangements, separate the male and female youths into separate rooms and post staff at the entrances and exits to these rooms. If this is not feasible, separate males and females by as much space as possible.
e. When preforming room checks, staff should always go in pairs.
f. At least one staff must stay awake overnight.
g. Bathroom rules should be applied as above.
h. Playground rules should be applied as above.
Overnights Away from the Facility:
a. Overnight stays at private homes are prohibited unless approved by in writing by the Board.
b. Physical boundaries at the off-site location must be clearly defined and explained to the youths.
c. Assign each staff to a specific group of youths to supervise. Each staff should then maintain a role sheet that lists all of the youths in his or her group. Head counts and roll checks should be conducted routinely throughout the event.
d. If in a cabin type setting, the staff should be placed in bunks to maximize supervision around the cabin and in a way that decreases the chances of youths sneaking out (such as by the door).
e. In hotel rooms, assign youths to rooms based on sex and age. Staff should have their own rooms. If staff must share rooms with youths, they must have their own beds and never change in front of youths.
f. All staff are to be on duty in the halls or cabins at night until an hour after lights out and all rooms are quiet. “Rule of Three” must be used. At least two adults must be with a single youth, or at least two youths must be present with a single adult.
g. At least one staff must stay be available for youth to contact overnight.
Teen Leadership Program
Older youths who participate in teen leadership programs are still youth participants and not staff or volunteers. Therefore, even though they are often given more responsibility, teens in the leadership programs must be provided with guidelines regarding appropriate behavior, and then supervised accordingly. In addition, Clergy, employees, and volunteers must understand and recognize that these teens are still youths and not their peers.
Screening process for teen leaders includes:
• A teen leader volunteer application (may be an online registration application)
• An interview with behaviorally based interview questions
• References (from teachers, counselors, family friends, etc.)
Train teen leaders in their role in programs and on program policies about appropriate and inappropriate interactions. This training should include the following information:
• Appropriate and inappropriate physical and verbal interactions and the importance of maintaining behavioral boundaries between teen leaders and younger youths and between teen leaders and Clergy, employees, and volunteers.
• Prohibiting teen leaders from being one-on-one with youths.
• Prohibiting teen leaders from escorting youths to the bathrooms.
• Prohibiting teen leaders from assisting youths with changing their clothes.
The director should have an established system to monitor the teen leaders.
• Designate a specific employee or volunteer who is in charge of the teen leadership program and its participants.
• Require teen leaders to wear clothing or lanyards that identify them as leaders-in-training and differentiate them from both Clergy, employees, and volunteers and from younger youths.
• The Director should conduct periodic check-ins with teen leaders and their program supervisor.
• Require teen leaders to keep a log documenting their daily activities and any problems they encounter. The program supervisor should frequently review these logs.
E. Directors and Church Authority Monitoring On-Site and Off-Site Programs
• Keep a record. Document your supervision visits. Include information like your arrival and departure times, which youths and parents were present, and a summary of the information collected. Provide staff with feedback about visits.
• Vary your observation times. Do not develop a predictable pattern of observation. Drop in at different times. Occasionally leave and come back immediately.
• Arrive before staff. Check punctuality and the routine that staff follow to prepare for the youths to arrive.
• Survey the physical environment. Is this a suitable location for the activity (e.g. size of area for number of youths, ability to supervise all areas used by youths, landscaping that may inhibit supervision)?
• Watch activities. Are they planned and organized? Are the staff actively involved? Ask to see the schedule of activities and compare with what is actually going on at a given time.
• Observe bathroom and high-risk activities to ensure that the staff are complying with the established policies and procedures.
• Observe as many Interactions as possible.
Responding
A. Responding to Suspicious or Inappropriate Behaviors or Policy Violations
Because First Christian Church, San Marcos is dedicated to maintaining zero tolerance for abuse, it is imperative that everyone actively participates in the protection of youths. In the event that a Clergy member, employee, or volunteer observe any suspicious or inappropriate behaviors and/or policy violations on the part of others, it is their personal responsibility to immediately report their observations.
Remember, at First Christian Church, San Marcos, the policies apply to everyone.
Examples of Suspicious or Inappropriate Behaviors Between Employees/Volunteers and Youth
• Violation of the abuse prevention policies described above
• Seeking private time or one-on-one time with youths
• Buying gifts for individual youths
• Making suggestive comments to youths
• Picking favorites
All reports of suspicious or inappropriate behavior with youths will be taken seriously. Our procedures will be carefully followed to ensure that the rights of all those involved are protected.
Employee and Volunteer Response:
If an employee or volunteer witness suspicious or inappropriate behaviors or policy violations from another employee or volunteer, they are instructed to do the following:
• Interrupt the behavior.
• Report the behavior to an elder, board member, director, clergy or other church authority.
• If you are not comfortable making the report directly, make it anonymously.
• If the report is about a Director, Clergy or church authority contact an executive board member immediately.
• Document the report but do not conduct an investigation.
• Keep reporting until you are informed that appropriate action is being taken.
Church Authority Response:
• Report the incident to two other church authority officers such as clergy, directors, board members or elders if possible and take action immediately.
• Determine the appropriate response for the accused individual based on the report.
• Speak with the employee or volunteer or volunteer who has been reported with a witness present.
• Review the file of the employee or volunteer or volunteer to determine if similar complaints were reported.
• Document the report in the appropriate form.
• If at any point in gathering information about a report of suspicious or inappropriate behavior, a concern arises about possible abuse, contact the state authorities and file an offical report.
• If appropriate, notify parents and/or guardians.
• Advise the person who reported the behavior what actions are being taken.
Based on the information gathered, the following may be required:
a. Increase monitoring or supervision of the employee, volunteer, or program.
b. Subject the employee or volunteer to disciplinary action up to and including termination and prosecution.
c. If more information is needed, interview and/or survey other Clergy, employees, and volunteers or youths.
Organizational Response:
• Review the need for increased supervision.
• Ensure that appropriate law enforcement and parental notifications are officially responded to.
• Review the need for revised policies or procedures.
• Review the need for additional training.
B. Responding to Suspected Abuse by an Adult
As required by mandated reporting laws, Clergy, employees, and volunteers must report any suspected abuse or neglect of a youth—whether on or off organization property or whether perpetrated by employees, volunteers, or others—to state authorities. Reports may be made confidentially or anonymously. A person who mistakenly reports suspected abuse is immune from civil or criminal liability as long as the report was made in good faith and without malice.
In addition to reporting to state authorities, Clergy, employees, and volunteers are required to report any suspected or known abuse of youths perpetrated by employees or volunteers directly to leadership so that immediate and proper steps may be taken to ensure the safety of alleged victims and others who may be at risk.
Reports of suspected or known abuse may be made confidentially to the following individuals:
a. Clergy
b. Directors
c. Elders
d. Board Members
Follow these steps:
• If you witness abuse, interrupt the behavior immediately.
• If abuse is disclosed to you, assure the individual disclosing that he or she was correct to tell to you.
• Protect the alleged victim from intimidation, retribution, or further abuse.
• Immediately report the allegation or incident to the proper church authority.
• Be sure to document the incident, disclosure, or any circumstances causing your suspicion of abuse. State only the facts.
• It is not your job to investigate the incident but it is your job to report the incident to a church authority in a timely manner.
• Check back to make sure appropriate steps were taken. If not, report again to the Director or another designated Church Authority.
Church Authority Response to Abuse:
In addition to the above response procedures, Directors and Church Authorities should ensure the following:
• First, determine if the youth is still in danger and if so, take immediate steps to prevent any further harm.
• Gather as much information about the allegation as you can. For example, who made the report, who was allegedly abused, who was the alleged abuser, what was the nature of the alleged abuse, where and when did the alleged abuse occur, etc.
• Accurately record everything you learn in as much detail as you can. Remember your notes may be read by others. Stick to the facts.
• Contact the appropriate local authorities as indicated by your mandatory reporting procedures. Make sure you get a case number and the name and contact information of the person with whom you speak at the reporting agency.
• Include at least two other Church Authority individuals in the situation. And all Church Authority if it is confirmed that a crime was committed.
• Suspend the accused employee or volunteer until the investigation is completed.
• Report the incident to the insurance company.
C. Responding to Youth-to-Youth Sexual Abuse and Sexualized Behaviors
Youth-to-Youth sexual activity and sexualized behaviors often remain unreported in organizations because Clergy, employees, and volunteers are not comfortable documenting these situations.
Most serious incidents of youth-to-youth abuse are preceded by more subtle incidents such as name-calling, taunting, or roughhousing. Interrupting these interactions early and establishing and communicating standards of conduct can keep the program environment safe. First Christian Church, San Marcos recognizes that the following interactions are high risk and should be prohibited:
• Hazing
• Bullying
• Derogatory name-calling
• Games of Truth or Dare
• Singling out one child for different treatment
• Ridicule or humiliation
In order to adequately respond to and track incidents within the organization, all sexual activity between youths and sexualized behaviors of youths must be consistently documented.
Employee and Volunteer Response:
Youth-to-youth sexual behaviors can include inappropriate touching, exposing body parts, using sexualized language, making threats of sexual activity, engaging in sexual activity, and similar types of interactions.
If employees or volunteers witness youth-to-youth sexual behaviors, they are instructed to follow these guidelines:
• If you observe sexual activity between youths, you should immediately separate them.
• Calmly explain that such interactions are not permitted and separate the youths.
• Notify the Director or another Church Authority Immediately.
• Complete the necessary paperwork including what you observed and how you responded.
• Follow the Director or Church Authorities instructions regarding jointly notifying law enforcement if appropriate and inform the parents of all the youth involved. Make sure this is done with a church authority to lead the discussion.
• In some cases, discipline may be required including not allowing one or both youths to return to the program.
Directors and Church Authority Response:
In the event that a Director or Church Authority receives a report of a youth’s sexualized behavior or youth-to-youth sexual activity, the Director or Church Authority should do the following:
• Immediately meet with the staff who reported the sexual activity to gather information.
• Confirm that the youths involved have been separated or placed under increased supervision.
• Review the steps taken by the staff on duty.
• Review the incident report to confirm it is accurately and thoroughly completed.
• Meet with parents of the youths involved.
• Determine what actions should be taken to make sure there is no recurrence, including assessing the suitability of the program for the children involved.
• Notify the proper authorities, if a crime was committed.
• Develop a written corrective action or follow-up plan in response to the incident
Based on the information gathered, the following may be required:
a. Review the need for additional supervision.
b. Review the need for revised policies or procedures.
c. Review the need for additional training.
d. Alert others in the organization.
D. Responding to Victims
In the event of cases of reportable abuse, the policy of First Christian Church, San Marcos, is to be responsive to the needs of victims within the constraints or obligations permitted by law and legal constraints. In general, we will attend to the immediate needs of victims by providing support and pastoral care.
E. Notification of Parents
A minor child may be party to an incident either as an initiator or as the victim. Whether a child is initiator or victim may not be clear in all circumstances, such as a child-on-child incident. And violation of policy does not necessarily create a victim. While notification of parents of such circumstances may be warranted, utmost care in communication is required. Notification of parents should happen immediately when medical care is required. Communication with a parent should be done by a Director, Clergy, Elder, or Board Member with at least 2 Church Authority individuals present.
While communicating with a parent, and being mindful of the importance of timely communication, care shall be given to assessing:
• The specific facts;
• Whether a disciplinary or termination process is required;
• Whether a child should be dismissed from a program (requiring notification of other parents/guardians);
• Whether “mandatory reporting” is a factor due to the nature of the situation;
• Three Individuals in Church Authority shall determine who and in what manner communicate with the parents/guardian;
• Whether the church should offer ministerial counseling.
• Tentative remedial steps to prevent a further incident.
F. Responding to Media
Media publicity following an incident of abuse or exploitation may be detrimental to the reputations of individuals, the congregation and to First Christian Church, San Marcos. Without intending ever to evade the media, contacts with media must be managed and conducted only by a person specifically designated by the Board of Directors to represent the church. No other person(s) may speak on behalf of the church. Unless designated differently by the Board in a particular circumstance, the exclusive spokesperson for the church shall be the Board Chair.
Prior to speaking to media, the Board Chair shall contact and consult with (Region (DOC), Presbytery (PCUSA), Conference (UCC)) Legal Counsel, to obtain an understanding of appropriate statements or admissions and issues of privacy that may apply to the situation.
Congregational Awareness
We are dedicated to a policy of open communication and education for the benefit of the children, parents, vulnerable adults and guardians we serve. They are entitled to know what to expect of our ministries, the Ministers who serve them, and to know the related policies and procedures created to protect the respective ministry constituencies. Constituencies include the children, the parents, the vulnerable adults, the guardians, and the Ministers.
This entire policy shall be posted on the FCC website, [www.fcc-sm.org].
At the time children or vulnerable adults are enrolled in First Christian Church, San Marcos programs, parents or legal guardians shall be provided:.
• A copy of section IV of this Policy Section: Working with Youth.
• A summary of the content with specifics regarding boundaries and reporting.
• An invitation to visit programs in progress at any time at their convenience.
Children and vulnerable adults shall be provided an orientation covering the following subjects:
• Age-appropriate information about boundaries (with reference to a Code of Conduct);
• How to protect themselves from abuse; and
• How to report boundary violations or incidents of abuse.
The orientation shall be provided:
• Individually at the time a child or “vulnerable adult” begins participation in a ministry of the church;
or
• As a group at the opening of a school term;
or
• Annually when a program, event or series is perpetual.
Parents and guardians shall be invited to receive the same “abuse prevention” training as provided to Ministers to be taken at their option.
Parents/guardians shall be encouraged to report violations of policy, boundaries or suspected abuse to the Director of Education, Clergy, Elders or the Church Board. Alternatively, they may report incidents to the Ombudsman. Anonymous reporting is permitted in the same manner and with the same precautions as reporting by Ministers or other observers.
If for any reason, parent/guardian believes that the primary contacts have failed to respond or have not given credibility to the parent’s/guardian’s concerns, the latter may contact the church Ombudsman to report those concerns.
Registered Sex Offender Policy
As a community of faith, serving by the example of Jesus Christ, we also seek to attend to the needs of all who seek healing, redemption and fellowship among us. We shall be prepared to accept in our midst those who have violated the most sacred mores of our society at large, in order to provide them refuge, peace, example and support in their recovery and penitence. We commit to doing so with utmost care for the welfare of our congregation, collectively and individually, and the community we serve.
We accept that there are risks to be born in our deliberate association with and ministry to sex offenders who are considered a pariah among the community-at-large as evidenced by the many constraints placed upon their interaction with the community. We agree to honor the needs of the congregation and our community to have reasonable assurance that a sex offender in our care will not have an opportunity to re-offend as a result of lapses in our management of the offender.
We shall consider limited participation or membership of a sex offender in our congregation with utmost care which shall include the following elements:
Document understanding of the statutory limitations applying in the State of Texas to the movement and activities of a sex offender, taking into account the programs of the church or the operations of tenants. (Examples: Sunday school, day care, pre-school, seasonal camps and associations which serve children and “vulnerable adults”.)
Consider and understand the character of the crimes which have resulted in requiring an individual to register as a sex offender, the passage of time without repeated conduct or behavior and the risk and opportunity of re-offending that is presented by the particular programs of our congregation.
Document understanding of limitations and prohibitions placed upon the offender by courts and probation authorities. The opinion of a mental health professional regarding the suitability of the person to participation in the life of the church shall be obtained. In all cases where probation is in force, we shall obtain the explicit approval of and conditions of participation specified by the probation officer. A recommendation by law enforcement or mental health professionals to deny participation to an offender shall be honored in all cases.
Understanding that, with respect to a person who is an employee, volunteer or in a position of church leadership, who has previously been conviction for acts of sexual misconduct as defined by insurance contracts, knowledge by church leaders and managers of such prior conviction will have the effect of voiding coverage for the individual employee, volunteer or church leader and for the church for future acts of sexual misconduct by that person.
Given that criminal convictions are a matter of public record, there shall be no expectation of secrecy on the part of the offender. As a condition of participation in our faith community, the offender must agree that the leadership of the church shall make it known to the members, constituencies and customers of the church that we have accepted among us a registered sex offender. The conditions and limitations that apply to participation in the life of the church shall be known to all.
With the advice of legal counsel, and in all cases, the conditions of participation by a registered offender shall be defined by a “limited access agreement” executed by the offender and church. Such agreement shall be approved by probation authorities as may be necessary according to para. 3., above. The agreement shall be reviewed annually to validate on going eligibility. Violation of the agreement by the offender shall be considered as grounds for immediate cancellation of the agreement.
The following additional considerations shall apply:
Victims in the congregation – In such case as the victim of a RSO (registered sex offender) is a member of the congregation, employee or is a client of other services provided by the congregation, the RSO shall not be permitted to attend the church or church activities.
Clergy-penitent privilege – “Clergy-penitent privilege” is a “Rule of Evidence” defining or limiting information which clergy may reveal in a court of law only. “Clergy penitent privilege” does not prevent clergy from informing the congregation of matters which may be relevant to their safety; it does not require clergy to hold information in secrecy.
Ordained clergy shall assume responsibility and take extraordinary care to understand the scope and limitations of clergy-penitent privilege in the State of Texas, and the parameters of confidence and privilege as defined by our denomination. Authorized clergy shall inform the leadership of the church of the general principles of confidence and privilege under which (s)he performs his/her clerical duties.
Escorts by a supervising Member of the Church – Conditions of limited access for a RSO will commonly require that the offender have an escort while on the church premises or at church events elsewhere. A person serving as an escort shall not be a spouse, partner or relative of the offender. The Escort will be chosen by the Church Board.
Approval & Supervision –
With the advice and prior approval of the Church Board, a Limited Access Agreement with a Petitioner (known RSO) may be signed only by the Senior Pastor.
The Senior Pastor, in association with other “authorized clergy” and designated escorts, who shall be named in the Limited Access Agreement, shall be responsible for the general supervision of the Petitioner in all of the latter’s activity in relation to the church. Elements of supervision shall include the following:
Knowledge of the terms of the Limited Access Agreement, including activity limitations placed upon the Petitioner.
Knowledge of the Petitioners offense history sufficient to understand the risks of association with the church and its ministries.
Willingness to assert activity limitations and to report any violation of restrictions placed upon the Petitioner.
Willingness to intervene in any onset of a risky or problem behavior.
Willingness to report all cases of non-compliance to the Senior Pastor.
The Senior Pastor shall assess, prior to selection, whether a proposed escort is willing to fulfill the above elements of supervision.
Professional privacy – Members who are employed in certain occupations may have a statutory obligation to maintain privacy around the criminal history of their clients who may also be members of the congregation. Such members shall decline to accept leadership roles which may put them in a position of decision-making regarding individuals who may be their professional clients.
Juveniles – While the criminal record of a juvenile is ordinarily concealed by the courts, the church may come to know the juvenile’s history by other means. Honest disclosure by a juvenile and parents in the volunteer application and screening process may reveal that a record exists without knowing the specifics. While a limited access agreement will be required for the juvenile, as for others, every precaution will be taken to preserve the privacy and confidentiality which the law affords a juvenile.
Acknowledgment of the First Christian Church, San Marcos Safe Conduct Policy and Procedure:
I have read and agree to comply with my organization’s policies regarding Safe Conduct.
______________________________________________________________________________
Signature of Employee, Church Authority, Clergy, Volunteer and/or Member;
________________________________________________________________________________
Date