Child Protection Policies and Procedures

St. Stephen Lutheran Church

March 2007

Purpose: To provide a caring and secure environment for children in all aspects of church life.

Policy # 1

When working with children or youth, volunteers and paid staff members of St. Stephen Lutheran Church will ensure appropriate measures are taken for the protection and security of each child in their care.

Procedures:

1.      Meetings, rehearsals, or gatherings involving children and youth (those under 18) will be held in rooms with windows in the doors, or with open doors.

2.      For events or gatherings, including church nursery, a minimum of two adults must be present at all times.

3.      The adult-child ratio for children birth to age five is one adult for every eight children present (1:8).  Whenever possible, a lower ratio will be provided.  For youth, age six through 18, the adult-child ratio is not to exceed one adult for every 15 children (1:15).

4.      Nursery services are offered on a first-come, first-served basis in order to maintain ratio requirements.

5.      The nursery will be open during each church service for children birth through age seven.

6.      A weekly sign-in sheet will be provided for church nursery.  Children who attend will be signed in by their parent/guardian upon arrival and signed out upon departure.  For all other events or gatherings, arrangements will be made to release children only to their parent or guardian or someone appointed by the parent.

7.      Parents using the nursery will be responsible for the following:

·        Signing the children in/out

·        Changing diapers

·        Promptness in picking up children

·        Communicating with nursery staff regarding their children’s activities and behavior while in nursery care.

8.      Outdoor play will be at the discretion of nursery staff.

Policy # 2

St. Stephen Lutheran Church will provide a sanitary and healthy environment for staff and children in all activities and events.

Procedures:

1.      Children cannot use the Nursery during church services if they have a sign of possible contagious illness including but not limited to:

·        Colds

·        Fever

·        Vomiting within the previous 24 hours

·        Other significant symptoms such as coughing, ear or nasal discharge, etc.

2.      Efforts will be made to include children with special needs or disabilities in all church activities and events.  Parents must inform church staff of the child’s needs and any special requirements.

3.      Nursery volunteers will not change diapers, but will notify parents to change a soiled diaper if necessary.

4.      Parents will be informed of nursery procedures and that they are welcome in the nursery at any time.

Policy # 3

St. Stephen Lutheran Church will ensure that paid staff and volunteers who work with children have the skills and background to do their work with the utmost care.

Procedures:

1.      Background checks will be conducted on paid staff members who work with children.  The background checks will include screening for both criminal history and for complaints of child abuse and neglect.  Any applicant or staff member who is known to have a conviction or a standing complaint for child abuse or neglect will not be permitted work with children or youth. 

2.      All staff and volunteers will also sign a witnessed document that they have no convictions for child abuse or neglect.

3.      Before hiring a new staff member, the applicant must submit three references.  These references will be contacted and their feedback considered as part of the hiring process.

4.      As part of the orientation process, employees, and volunteers will be given a copy of this policy and will be asked to sign that they understand it and intend to follow the policy.

5.      All staff and volunteers will receive orientation that explains St. Stephen Lutheran Church’s Child Protection Policy.  Staff and volunteers will be held accountable for understanding these policies and procedures as a condition of continued employment or continued participation in events and activities with children and youth.

6.      At least once per year, training will be provided to all staff and volunteers who work with children on how to detect possible child abuse or neglect.  This training will include reporting procedures, and how to involve families.

7.      At least once per year, training will be provided to all staff and volunteers on appropriate child guidance strategies for children and youth.

8.      In situations where children must be driven to or from events, the volunteer or staff member who drives will sign a disclaimer that they understand that in the event of an accident, their personal insurance would be primary and church’s insurance would be secondary.

Policy # 4

Virginia state law requires that any staff person providing care or working with children for pay must make a report of any suspected abuse or neglect that they learn of in their professional capacity.  Therefore, all St. Stephen Lutheran Church staff members who work with children are mandated reporters. 

Procedures:

1.      A report of suspected abuse or neglect should be made to Child Protective Services of the Social Services Department at 1-800-552-7096, or 259-3201.

2.      When a report is made, staff must disclose to the Social Service Department all the information that forms the basis of the report, including any records or reports which document their allegations.

3.      In order to disclose information beyond that stated above, the staff member must secure a written release from the parent or Social Services must send a signed release or subpoena to St. Stephen Lutheran Church.

4.      A St. Stephen Lutheran Church staff member needing to report abuse or neglect must report it to his/her supervisor or designee immediately.  A written record of the incident including the child’s name, time and date of report, person receiving the report, and all other data disclosed to the Social Services Department.  Although the law permits a report to be made anonymously, staff members are strongly encouraged to disclose the referral to the family.

5.      Supervisors of volunteers and staff members who are working directly with children will make them aware of this policy.

Policy # 5

Responsibility for oversight and enforcement of the Child Protection Policy shall vest in the Director of Family Ministries.   St. Stephen Lutheran Church will inform the congregation of these policies and procedures and will keep the congregation informed of changes to these policies.    

Procedures:

1.      The Director of Family Ministries shall be responsible for ensuring that paid staff and volunteers who routinely work with children and youth are informed of and comply with the provisions of the St. Stephen Lutheran Church Child Protection Policy.  The Director of Family Ministries may delegate direct responsibility for enforcement to individuals and committees that oversee specific programs and ministries involving children and youth.

2.      The Director of Family Ministries shall report to the Congregational Council before the June Congregational Meeting on the Congregation’s compliance with the Child Protection Policy and make recommendations for any revisions necessary to maintain its effectiveness in protecting children and youth who participate in events and ministries conducted by St. Stephen Lutheran Church. 

3.      A copy of this policy document will be included in the packet of information about St. Stephen Lutheran Church for new members.

4.      The congregation will be informed about the purpose and contents of the policy and procedures annually at the June Congregational Meeting.

5.      Copies of this policy document will be posted in strategic location in the church.

6.      The policy will be posted on the church web site.

7.      This policy will be reviewed and updated as needed by the Church Council at least once per year.