Plan to Protect Part 2
We are into our second week of focus. I trust that you all enjoyed going though your policy manual and highlighting various items of needed change or further discussion with your pastoral staff etc. It’s a BIG job but rest assured that now you are on the path to true protection.
This week we are going to be looking at the manual (from National Office www.paoc.org ) and I will be highlighting some chapters in terms of on-going maintenance required. As I mentioned last week the policy is good only if followed… brace yourself once again cause here we go!
The Introduction and Chapters 1 through 3 really outline some of the defined terms, some signs and symptoms etc. These can also be found on the internet and various government programs. Its so very important to avail yourself to these resources and review the signs and symptoms with teachers and volunteers as their input and often ‘gut’ feeling about situations are going to greatly assist you during an incident.
Chapter 4 begins with our churches responsibility. It’s important that this list accurately reflect exactly what you as a church plan to do. Don’t blue sky it here, document what you will absolutely do, not what would be really great to do.
Protection Procedures – The list of church to do’s indicates training, or screening etc. Please ensure that this is well documented when you do your training, or what you trained on. Although this documentation may appear tedious it will greatly assist you when being questioned by insurance companies should an incident occur. A simple photocopy of your training notes, signed by a couple of participants, along with an attendance record of those at that training is all that’s needed to prove that the training took place and what you spoke on.
Child security – When we are looking at the security of our children we are also looking at the security of our workers. The over all theme here is to avoid questions… doors are open or have windows because you don’t want people to question “why do they need the door closed, what are they actually doing in there?” Name Tags provide both identification and avoid further questions. Parents, both members and those new to the church know that you are approved by the church with your picture badge to be caring for their children. Ensure that your workers are wearing them by doing occasional checks. (I know I can be guilty of that one!)
Washroom Guidelines – From diaper changing to escorting, its all there and the main point is a 2 person rule or door open policy. With all the washroom violations at schools over the past few weeks its not unthinkable that someone is in the washroom waiting for children. If they can get through school security often getting through church security is a joke… lets not let it happen… For smaller churches you can do washroom together, take a break at the beginning or during the lesson and have everyone go together. Be sure to check the facilities prior to letting the children go in, and if they are young and require assistance be sure to leave the stall ajar. When I was teaching 3 year old Sunday school I mandated that parents took their children to the washroom prior to dropping them off. It saved us a lot of time and reduced the risk.
Health and Safety - The last thing that parent want is their children sick every Monday or Tuesday, inevitably from Sunday kids church… At our church we posted the health and wellness policy in the bulletin for a few weeks. Once the fist couple kids were tuned away due to serious illness the parents soon got the message that we were serious. You could have a sick kid package that you can give to parents to assist them in the service. In the zip lock you could have a few crayons, paper, small book, juice box and small package snack, along with a package of Kleenex. That will both show you both care about the healthy and unhealthy and possibly make it easier for the worker to turn them away…
Class Room Staffing – This section is fairly self expiatory, the main thing to take away is that 2 workers are best, however when its not possible an open door policy or door window is required. For younger classrooms, where children tend to escape, put a gate across the bottom of the door, or have the door cut in half allowing you to leave the top half open for viewing and the bottom closed for security.
Keep in mind when staffing in the youth areas that often relationships may begin for form between our jr. leaders (older teens) and those in the jr. high or youth group. These relationships, should they become sexual in nature, could scream law suit should an incident occur or parents get involved! The age of consent is 14 years old, however even if the youth is older and having sexual relationships with a youth in leadership they could still be liable due to the leadership position…
Displaying Affection & Discipline in the class - This is to be taken as common sense however sometimes it needs to be laid out. Keep in mind that holding a crying child is not bad, just ensure that it is done with an open door type policy.
Special & Overnight Events – This section is well laid out and attached forms are available for parental permission.
Recruitment & Staffing – In each volunteer file there should be a ministry application form, a police check, a reference check form, and information gathered from your volunteer interview. These are all essential and will often we the first place investigated by insurance companies. There is a grace period for criminal record check however not for the other items required. If using the grace period however ensure you have a way to follow up with the volunteer once they have begun volunteering.
Ahhh breath a sigh of relief you made it! Next week we will look at reporting of incidents.
This weeks to do:
1) Go through volunteer files and ensure that all the proper paperwork is there… if not make an action plan to ensure that it gets completed for your churches protection and theirs.
2) Continue working on your policy formation and maintenance points from last week… you’re doing a great job, keep up the good work.
3) Ensure that your Sr. Pastor is involved in this process, remember it’s a church policy, not a children’s ministry program J
Have a great week serving him
Pam