Protection Policies for Youth and Children
 
Statement of Purpose
 
As a church, we believe that the spiritual, emotional, and physical well-being of minors is vital. The Protection Policies for Youth and Children - Forest Hills Baptist Church (PPYC) is intended to ensure that church activities involving youth and children (minors) are consistent with the teachings and example of our Lord Jesus Christ and with the Christian tradition of nurturing vulnerable children.
 
The primary purpose of the PPYC is to promote the safety and well-being of youth and children by providing clear instructions about the operation of Youth and Children's Ministries at Forest Hills Baptist Church(FHBC).
 
Church staff and volunteers are charged with the diligent enforcement of these policies as well as the other Christian standards of moral behavior. Workers must avoid even the appearance of misconduct. The violation of these policies is grounds for immediate dismissal, disciplinary action, or re-assignment from youth and children's work for both volunteers and staff, at the discretion of the church.
 
Introduction and Overview
 
This document presents policies and forms. The policies define how FHBC will work with minors to prevent and respond to abuse. In particular, they define how workers supervising minors will be selected, the operating model for supervising minors, how these policies are enforced and supervised, and finally how to respond to allegations or suspicions of abuse. The forms are used in selecting workers to supervise minors.

Document History

 The PPYC was developed by the FHBC Safety and Security Task Force using as a basis the sample policies and forms from The Good Shepherd Program by NEXUS Solutions. The PPYC was developed over the period of May 2003 to May 2006. The members of the FHBC Safety and Security Task Force are Allison Lairmore, Tom Hale, Tricia Wilson, Darrel Vuncannon, Jane Revak, Doug Mattox, Cathy Hopkins and Clint Scott .   During the development of this document, a draft of the policies and forms was reviewed with several groups that would be most affected by these policies. These groups included the Ministerial Staff, the Youth Committee, the Insurance Committee, the Preschool/Children's Committee, the Deacon Leadership Team, the Sunday School Council, the Youth Sunday School Director, and the Language School Team. Their feedback was solicited and incorporated into the present version of the document.
 
May 21, 2006 - PPYC presented to the FHBC church membership in conference for information.   July 16, 2006—PPYC adopted by church membership in conference.


Frequently Used Terms
  
Children - children from newbornthrough those in Grade 6.
 
Church Worker - volunteer or paid worker
 
Ministry Leaders - the Minister to Preschool/Children, the Minister to Youth, or another designated Ministry staff member
 
Minors - anyone under the age of 18 years, whether visitor or member
 
Non-related - not husband/wife, nor parent/child, nor siblings
 
Paid Workers - ­­anyonepaid by the church for work whether or not that work is with minors
 
Programs - the various events and activities involving minors located at FHBC, either as a part of the church or as a guest (e.g. Sunday School, GAs/RAs, Youth Choir, Bible Study Fellowship, Scouts)
 
Program Auditors - an independent (separate from Youth/Children programs)  group of three people who periodically verifies compliance to these policies in order to minimize risk
 
Program Leaders - the people in charge of the various programs (e.g. teachers, directors, and coaches for any program involving minors) 
 
Six Month Rule - (see policy #3)   Volunteer applicants must have attended at least six months prior to applying
 
Staff - employees of the church, whether ministerial, administrative, custodial, etc.
 
Two Adult Rule - (see policy #2) Minors must be supervised by at least two non-related screened adults
 
Volunteers - unpaid workers
 
Youth - children in Grades 7 thru 12 that are not yet 18 years of age
 
                            
PPYC Policy #1:
 
Youth and Children's Worker Selection and Supervision
 
The following policies will be used asFHBC reviews applicants for church worker positions in Youth or Children's Ministry:
 
Minimum Age
All workers must be 18 years of age or older. Younger persons may assist adults, but they may not take the place of two unrelated, screened adult workers.
 
Six-Month Rule
Volunteer applicants must have been an active member of FHBC or a regular attendee of the church for at least six months. This time of interaction between Ministry Leaders and the applicant allows Ministry Leaders to better evaluate the suitability of an applicant for youth or children's work. This rule only applies to volunteer applicants for FHBC programs.
 
Applications
Applicants must complete and sign an application and the related waivers giving permission to check references and background information. See Form #2 - Youth and Children's Ministry Application and Form #3 - Youth and Children's Worker Authorization for Criminal/Court Records Check.    Non-FHBC groups who use FHBC facilities or interact with FHBC minorsare responsible for implementing their own Application process and relaying the pertinent information to the appropriate Ministry Leader.   The minimum standard is established by FHBC and all outside organizations are required to meet that standard.
 
Criminal Background Check 
A background check will be required for all persons seeking to work with minors at FHBC. Non-FHBC groups are responsible for implementing their own Criminal Background check process and relaying the pertinent information to the appropriate Ministry Leader.   The minimum standard is established by FHBC and all outside organizations are required to meet that standard.
 
The criminal background check is the first step of the application review process. This check will be done by an independent, confidential contractor. The contractor will complete the search then compare the data found with the set of standards set forth by FHBC. If an applicant is deemed satisfactory under the FHBC standard, then that applicant's name is forwarded to the appropriate Ministry leader. If an applicant is not satisfactory, no information is communicated by the contractor to FHBC. Thus, from the criminal background check no underlying list of infractions or other data will be communicated to the Ministry Leaders of FHBC; only an applicant's approval. Reference checks and interviews will be conducted as needed.
 
References                          
For all FHBC paid positions, Ministry Leaders will check at least two, preferably three references.   In addition, references may be checked at any other time.   The Reference Check Form (PPYC Form #4) will be filled out by the person conducting the reference check.
 
 
Interviews
FHBC applicants must be interviewed either formally or informally for suitability for the work they desire to do. Interviews will be conducted by the Ministry or Program Leader in which the applicant will work. A team of interviewers may be used. Relevant policies and guidelines will be discussed during the interview or during an information session. (see Appendix A)
 
 
Survivors of Child Abuse
Any applicant who is a survivor of childhood sexual or physical abuse needs the love and acceptance of the FHBC family. A person's experience with abuse and their recovery process may be pertinent to their suitability for working with minors. Applicants who are survivors of abuse must discuss these circumstances with a qualified minister during a confidential interview.
 
The following factors will be considered for applicants who are survivors of child abuse:
 
Confidentiality of Information
FHBC will keep confidential all information received in the applicant selection process. Selection information will be marked as such and stored with limited access afforded only to Ministry Leaders and Program Auditors, subject to subpoena (civil or criminal). 
 
Delays in Receiving Information
While the church is waiting for background information and references, applicants may begin working in contact with children. During this time the applicant may only work with children in the presence of 2 non-related screened adults. Failure to receive satisfactory responses in a timely manner may result in dismissal or withdrawal of the offer to work with the Youth or Children's Ministry program.
 
Youth & Children's Worker Selection and Supervision Requirements Matrix

Position
Application
Previous
Employer
References
Character
References
Interview
Criminal
Background
Check
6 Month
Rule
Ministerial Staff
X
X
X
X
X
 
Interns
 
X
X
X
X
X
 
Paid Childcare workers
X
X
X
X
X
 
Youth & Children's Ministry Volunteers
X
 
 
X
X
X

  
PPYC Policy #2:
 
Operating Policies for All Youth and Children's Ministries
 
 
Reporting Suspected or Observed Abuse
Ministry Leaders, Program Leaders, and all workers within FHBC programs who suspect any unhealthy or abusive activities must promptly follow the procedure set up in PPYC Policy # 4 - FHBC Response Procedures for Abuse. Non-FHBC groups are responsible for defining and implementing their own Response Procedures for Abuse and must immediately notify the appropriate Ministerial staff of FHBC when those Response Procedures are used.
 
 
Two Adult Rule
The rule for all Youth and Children's workers is that there always be at least two non-related screenedadults present to supervise. When overnight trips with hotel style accommodations are necessary, sleeping arrangements should be made such that one screened adult is not supervising alone one unrelated youth or child. Specifically, 
In exceptional circumstances, a waiver to the two adult rule may be requested to allow the following to supervise: either (1) two unrelated adults, one screened and the other not screened or (2) two related screened adults (see Policy #3 - Waiver of Policy).
 
Touching Rules
We live in an age where child abuse is a reality in our society. The church should deal with this issue as a "good shepherd" by taking steps to protect the children in our care. fhbchas implemented a touching policy that will safeguard our children while promoting a positive, nurturing environment for ministry to them. The guidelines below are to be carefully followed by anyone working with youth or children.
 
1.      Hugs and other forms of appropriate physical affection are important for a child's development and are generally suitable in our church setting.
 
2.      Physical affection should be appropriate to the age of the youth or child. (For example, it is generally appropriate for a two-year-old to sit in a worker's lap and give a kiss on the cheek, but it is not appropriate for a teenager and youth leader to behave this way.)
 
3.      Touching should be initiated by the youth or child. It should be a response to the child's need for comfort, encouragement, or affection. It should not be based upon the adult's emotional need.
 
 
4.      Touching and affection should only be given when in the presence of other youth or children's church workers. It is much less likely that touches will be inappropriate or misconstrued as such when two adult workers are present and the touching is open to observation. This rule is especially important when diapering a baby, helping a child change clothes, or assisting a child in using the restroom.
 
5.      Touching behavior should not give even the appearance of wrongdoing. As church workers our behavior must foster trust at all times; it should be above reproach.
 
6.      A child's preference not to be touched should be respected. Do not force affection upon a reluctant child.
 
7.      Church workers are responsible to protect children under their supervision from inappropriate touching by others and must promptly discuss inappropriate touching or other questionable behavior by other workers with their Ministry leader.
 
 
 
PPYC Policy #3:
 
Ongoing Supervision of the PPYC
 
 
FHBC will appoint three people to audit and supervise the PPYC. This team, representing the PPYC, will be part of the Administration and Support Ministry Council. These people must meet the same requirements as anyone else participating in the PPYC program. This program shall govern all church activities that involve custody of children and youth less than 18 years of age.
 
Annual Review of the Protection Policies of Youth and Children
Each Ministry Leader will review compliance with safety policies and identify any new safety risk factors annually in a brief written report that will be given to the Program Auditors. The reports should include:
·         A listing of any new programs or program changes and the additional risks these changes may incur. 
·         A brief summary of policy violations and the program leader's response to these violations.
·         A log of workers from each event.
                                     
Any patterns of violations that suggest policy changes are needed should be identified. The Program Auditors will summarize the reports received from Ministry Leaders and submit an overall report annually to the Discipleship and Nurture Ministry Council who will inform the Leadership Team of the church.
 
Waiver of Policy
Church policies may be waived occasionally for exceptional circumstances. The goal of FHBC is to promote safety while maintaining practical flexibility in Youth and Children's Ministry. The waiver of a PPYC policy must be authorized by at least two of the following five persons:
 
1.      the Associate Pastor of Preschool/Children
2.      the Associate Pastor of Youth
3.      the Associate Pastor of Internationals
4.      the Chairperson of the Preschool/Children's team
5.      the Chairperson of the Youth team
 
Modification of Policies
Changes in these policies must be approved by the church in conference. These policies may be modified or withdrawn by FHBC at any time. These policies are not intended to create an implied or expressed contract with any person. They are not intended to create a legally enforceable or binding promise or representation.
 
 
Activities Covered by These Policies
All church sponsored activities of FHBC,both onsite and offsite, that require workers acting within the scope of their duties to have custody of persons less than 18 years of age shall follow these policies. In addition, any outside group that uses the facilities of FHBC shall adhere to the same policies. 
 
 
PPYC Policy #4:
 
FHBC Response Procedures for Abuse
 
(Also referred to as the 'Crisis Management Plan' in the 'Covenant between Forest Hills Baptist Church and Individuals Accused of Sexual Child Abuse')
 
This policy is appropriate for allegations involving church and non-church related forms of abuse. 
 
General Principles
Anyone working with minors has a legal responsibility to report suspected abuse to the proper authorities. When responding to allegations of abuse, the church and its representatives will keep several key principles in mind:
 
1.         Reports should be taken seriously.
2.         Allegations should be handled with sensitivity for people's privacy and confidentiality.
3.         The church should cooperate with law enforcement and social services.
4.         The victim should not be blamed.
5.         The church should seek to provide Christian support as appropriate for alleged victims, alleged offenders, and their families.
6.         The insurance carrier should be contacted as soon as possible.
 
 
When a Victim Reports Alleged Abuse 
The person hearing the initial report should follow these steps, keeping in mind to listen supportively without judging:
1.      Ask basic questions to clarify facts if needed, but do not try to investigate or verify the allegations of the report.
2.      Note the pertinent details in writing as soon as possible after hearing the report, but don't take notes when the victim is speaking. Give him or her your full attention.
3.      Contact the Senior Pastor and Associate Pastor of Youth or Associate Pastor of Preschool/Children or Associate Pastor of Internationals immediately. If the suspected abuse involves a paid staff member, then the Chairman of the Personnel Committee must also be contacted. The pastor and associate pastor will help decide on the next step that may include consulting with legal counsel and making the report to law enforcement if appropriate.
4.      If the Senior Pastor, Associate Pastor of Youth or Associate Pastor of Preschool/Children or the Associate Pastor of Internationals is being accused, the person receiving the initial report should contact an uninvolved pastor and the chair of the Diaconate.
5.      Do not discuss the allegation with anyone other than the aforementioned individuals unless required by law enforcement officials.   
6.      If the safety of the minor is at issue, the worker must use his or her own judgment to decide the best way to proceed. Youth and Children's workers may contact law enforcement directly if timing is critical and Ministry Leaders are unavailable for consultation. 
 
Child Protective Services      919-212-7000 (during business hours)   919-829-1911 (after business hours)
 
Local law enforcement         911 or as appropriate outside of Wake County
           
 
Church Leaders Responding to Alleged Abuse
The team is not trying to determine guilt or innocence, only that the allegations are worthy of further investigation.
 
A team will be formed consisting of:
 
The team should respond quickly to a report of abuse using the following guidelines:
 
 
Church Workers Who Observe Questionable Activities or Suspicious Behavior
Any person who observes violations of the PPYC or has reasonable suspicions of inappropriate activity should follow these steps:
1.      Write brief notes to document specifically what you have observed.
2.      Contact the program leader and the Ministry Leader as soon as possible. In a private conversation, the Ministry Leader can help evaluate any suspicions, consulting the program leader as needed.
3.      The Ministry Leader is responsible for any further response to the situation. He or she must document the report in a confidential file. Possible responses can range from reminding the worker about following policies to reporting the incident to law enforcement.