OVERVIEW OF SAFETY SYSTEM
Because we love children and desire to protect them, Calvary Baptist Church requires all staff members and volunteers working with children or students (and other vulnerable populations) to complete four safety steps before ministry work or volunteer placements begin.
STEP ONE: Sexual Abuse Awareness Training
Calvary Baptist Church policies and procedures require that staff members and volunteers avoid abusive behavior of any kind. Staff members and volunteers are required to report any policy violations to a supervisor or a member of the pastoral staff. Staff members and volunteers should have a basic understanding of the characteristics of sexual abusers and their behaviors in ‘grooming’ a child for sexual abuse. Grooming is the process used by an abuser to select a child, win the child’s trust (and the trust of the child’s parent or ‘gatekeeper’), manipulate the child into sexual activity, and keep the child from disclosing the abuse.
To equip Calvary Baptist Church staff members and volunteers with information necessary to recognize abuser characteristics and grooming behavior, we require all staff members and volunteers to complete MinistrySafe’s Sexual Abuse Awareness Training. This training will be renewed every two years.
STEP TWO: Screening Process
Staff members and volunteers are required to review the policies contained in this manual and sign the last page indicating that he or she has read and understood the material and agrees to comply with policy requirements.
STEP THREE: Criminal Background Check
Calvary Baptist Church requires that all staff members and volunteers working or volunteering in children’s or student activities or programming undergo a criminal background check. Depending upon position, differing levels of intensity of background check may be required. Individuals who have committed sexually oriented or sex-related crimes may not serve in any area providing services to children or minors. In addition, certain other past criminal acts may preclude an applicant from serving minors.
CHILD SAFETY POLICY
ABUSE TOLERANCE
Calvary Baptist Church has zero tolerance for abuse in ministry programs and ministry activities. It is the responsibility of every staff member and volunteer at Calvary Baptist Church to act in the best interest of all children in every program.
In the event staff or volunteers observe any inappropriate behaviors (i.e. policy violations, neglectful supervision, poor role-modeling, etc.) or suspected abuse (physical, emotional, or sexual) it is their responsibility to immediately report their observations to their direct supervisor, the Children’s Ministry Director, or a member of the pastoral staff.
REPORTING SUSPICIOUS OR INAPPROPRIATE BEHAVIORS
Calvary Baptist Church is committed to providing a safe, secure environment for children and their families. To this end, any report of inappropriate behaviors or suspicions of abuse will be taken seriously and will be reported, in accordance with this policy and state law, to the pastoral staff, law enforcement, Child Protective Services, and/or other appropriate agencies.
An element of the safe environment referenced above includes the fostering of a culture of reporting relevant information to a supervisor or member of the pastoral staff. Because sexual abusers ‘groom’ children for abuse, it is possible a staff member or volunteer may witness behavior intended to ‘groom’ a child for sexual abuse. Staff members and volunteers are asked to report ‘grooming’ behavior, any policy violations, or any suspicious behaviors to a supervisor or a member of the pastoral staff.
ENFORCEMENT OF POLICIES
Calvary Baptist Church staff members and volunteers who supervise other staff members or volunteers are charged with the diligent enforcement of all Calvary Baptist Church policies. Violations of these policies are grounds for immediate dismissal, disciplinary action, or reassignment from a position in Children’s Ministries – for both volunteers and staff members. Final decisions related to policy violations will be the responsibility of the Council of Elders.
REPORTING ABUSE OR SUSPICIONS OF ABUSE
REPORTING VIOLATION OF POLICY
In order to maintain a safe environment for our children, Calvary Baptist Church staff members and volunteers must be aware of their individual responsibility to report any questionable circumstance, observation, act, omission, or situation that is a violation of these policies. All questions or concerns related to inappropriate, suspicious, or suspected grooming behavior should be directed to an immediate supervisor in the ministry area, the Children’s Ministry Director, or a member of the pastoral staff.
CONSEQUENCES OF VIOLATION
Any person accused of committing a prohibited act or any act considered by the church to be harmful to a child will be immediately suspended from participation in Calvary Baptist Church Children’s Ministries. This suspension will continue during any investigation by law enforcement or Child Protective agencies.
Any person found to have committed a prohibited act should be prohibited from future participation as a staff member or volunteer in all activities and programming that involves children, students, or vulnerable populations at Calvary Baptist Church. If the person is a staff member or employee, such conduct may also result in termination of employment from Calvary Baptist Church.
Failure to report a prohibited act to the designated person is a violation of this policy and grounds for termination (employee) or removal (volunteer). Volunteers who fail to report a prohibited act may be restricted from participation in any activities involving children, students, or vulnerable populations at Calvary Baptist Church.
REPORTING ABUSE OR SUSPICIONS OF ABUSE
Because sexual abusers ‘groom’ children for abuse, it is possible that a staff member or volunteer may witness behavior intended to groom a child for sexual abuse. Please report ‘grooming’ behavior, policy violations, or any suspicious behaviors to an immediate supervisor, such that the church may take appropriate action to safeguard children in the program.
We report all suspected or alleged abuse or neglect of children to the Rapid City Police Department (RCPD).
RCPD: 1-605-394-4131
Anyone with evidence a child has been subject to any type of abuse should contact the police immediately. If you suspect a child is the victim of abuse, but do not have evidence or are unsure of the proper procedures, contact your direct supervisor, the Children’s Ministry Director, or a member of the pastoral staff immediately and request help dealing with the situation appropriately. If a child makes accusatory statements of abuse, DO NOT:
- Attempt to gather more information from the child.
- Attempt to speak with parents regarding your concerns.
- Talk with any other team members regarding your concerns.
While not required by state law, please report all suspicions of child abuse or neglect (or any inappropriate or ‘grooming’ behaviors of a colleague or coworker) to an immediate supervisor, the Children’s Ministry Director, or a member of the pastoral staff. This request is intended to assist the church in properly protecting children involved in Calvary Baptist Church programs.
When in doubt, report.
CHILDREN’S MINISTRY STAFF MONITORING PLAN
BUILDING SAFETY
Every ministry supervisor is responsible for ensuring that the ministry program area is monitored during programming serving children. This includes unobserved monitoring of staff members, volunteers, and children. No child will ever be left unattended in a ministry area or on a playground during regular programming, classes, or activities.
SUPERVISION
Only parents (dropping off children), screened ministry volunteers, church staff members, and children are allowed in areas where ministry to children is occurring. All other adults should be asked for identification and immediately escorted out of the area. If questions or concerns arise related to any person in the area, a ministry supervisor should be notified immediately.
TWO-DEEP LEADERSHIP
Two trained, screened adults (18 years and older) should supervise children at all times. Avoid being alone with an individual child in any room or during any ministry program. If one supervising adult must leave a group of children, another volunteer or employee must be notified so that the Two Adult Rule can be followed.
If two individuals serving in a room are related to one another, a third unrelated volunteer or staff member must be present.
If an unusual circumstance occurs and you find yourself alone with a single child, take the child to a room or building occupied by others, or to a location easily observed by others. (Example: If a child is the last in a class to be picked up by a parent, move to an adjoining room where other staff members or volunteers are present.)
If you need to talk with a child alone, do it in the hallway or in a highly visible area, or have another leader with you.
After every ministry event, ensure that every room, area, and restroom is checked prior to leaving.
PLAYGROUNDS
On the playground, remember to circulate, watching children during play periods, giving particular attention to areas not easily seen from all viewpoints. (Example: under slides, in corners, behind structures). Any two children together in an unseen or less easily viewed area should be redirected to another (more open) area of the playground.
CHILD SAFETY MEASURES
WORKER TO CHILD RATIOS
Calvary Baptist church is committed to providing adequate supervision in all Children’s Ministry programs. Accordingly, the following worker-to-child ratios should be observed:
Program Workers Children
Nursery 2 8
Preschool – 2s & 3s 2 12
Preschool – 4s & 5s 2 18
Elementary & VBS 2 20
If a worker is ‘out of ratio’ it is his or her responsibility to immediately notify the ministry supervisor or the Children’s Ministry Director. Supervisors will make diligent efforts to find substitute workers to immediately bring worker-to-child ratios into compliance with church policy.
ATTENDANCE
As with any ministry, attendance is crucial. It takes time to build rapport with children and parents, especially when we serve children who do not have much consistency in their lives. If you commit to serving with us, please be here if at all possible. Additionally, we ask volunteers to be in their ministry area in sufficient time to prepare the ministry space and be ready to receive children into their care.
APPEARANCE
We want to model modesty to our children, so please wear clothing that will be appropriate during games when you will be actively moving, bending, and stretching.
IDENTIFICATION
We require all volunteers to wear their nametags. This is for safety reasons as well as for our children and parents to be able to easily identify their leaders.
CURRICULUM
Our goal is to build a foundation of biblical truth within our children’s lives, so please be prepared if you are teaching a lesson or facilitating discussion.
CHECK-IN
Upon check-in, each child will receive a nametag and their parent or guardian will be given a claim tag. Volunteers must check each claim tag before releasing a child at pick up. If a claim tag is lost, send the parent or guardian to the check-in counter, where proper identification must be shown to a staff member before the child is released. (Have the child stay in the classroom; the parent may pick up the child once cleared.)
RELEASE OF CHILDREN
Any time a child has been entrusted to Calvary Baptist Church staff members or volunteers, the church incurs responsibility for the safety and well-being of the child. Staff members and volunteers must act to ensure the appropriate supervision and safety of children in their charge.
Children’s Ministry staff members or volunteers are responsible for releasing children in their care only to parents, legal guardians, or other persons designated by parents or legal guardians at the close of services or activities. It is presumed a person who drops off a child or student has authority to pick up the child.
In the event that staff members or volunteers are uncertain of the propriety of releasing a child, they should immediately locate or contact their direct supervisor or the Children’s Ministry Director before releasing the child.
GUEST PASSES
Guest passes are required for all volunteers and visitors who have not completed the Calvary Baptist Church Children’s Ministry screening process. In order to receive a guest pass, visitors must meet at least one of the following criteria and follow protocol:
- They are the parent of a struggling child and desire to be in the classroom to assist. They may only interact with their child.
- They are the parent of a first-time visitor who desires to observe the program and/or to be present to help their child feel comfortable. The same rule applies: these guests are restricted to interaction only with their child.
- They are a friend or guest of a staff member or volunteer or from another church who desires to observe our children’s ministry program for the consideration of enrolling their child and/or serving in our ministry. These guests must be approved by either the Children’s Ministry Director or a member of the pastoral staff.
DISCIPLINARY POLICIES
DISCIPLINE
It is Calvary Baptist Church’s policy that staff members and volunteers are prohibited from using physical discipline in any manner for behavioral management of children. No form of physical discipline is acceptable. This prohibition includes spanking, slapping, pinching, hitting, or any other physical force as retaliation or correction for inappropriate behaviors by children. When a child is misbehaving, follow these steps:
- Go to the child and calmly ask him or her to stop the behavior. (Most children respond immediately and correct the behavior.) Give a warning and remind the child of class expectations, and redirect to a positive behavior. Do this individually when possible, try not to single out a specific child in a large group setting. *When working with younger children, some physical redirection may be necessary: for example, removing a toy from the hands of a child who is hitting another.
- If the child repeats the action, guide them to a quiet place – separate from the other children – for a short but designated period of time. Stay within sight of others, and avoid being alone (or unseen) with the child. Provide the child with a simple, understandable reason for the separation, and a clear explanation of your expectations. (“Terry, you didn’t stop hitting Kelly when I asked you to, so it was necessary for me to separate you from the group.”)
- After a third time, refer to a staff member. A staff member may inform a parent or guardian, who may be asked to become involved in redirecting misbehavior.
Uncontrollable or unusual behavior should be reported to a ministry supervisor.
NEVER…
- Never yell at a child.
- Never grab a child.
- Never threaten a child. Always follow through with your word.
- Never hit a child.
- Never confront a parent in front of others.
- Never openly humiliate a child in front of the class.
Remember the “Three ‘R’s Rule:
- Redirect. Meet the child at eye level, gently correct the inappropriate behavior, and redirect their attention.
- Remove. If necessary, remove the child from the situation and place in a “time-out” within the room. One minute per year of age is the suggested amount of time.
- Refer. If all else fails, refer the child to your ministry leader.
Remember: never place yourself or any child in a dangerous or uncomfortable situation. If a parent or guardian needs to be contacted, consult with the ministry leader and share what happened, what you did to resolve the issue, and the outcome of those actions.
BULLYING
Verbal, physical, or emotional bullying is not acceptable in Calvary Baptist Church’s ministry programs. At the first sign of bullying in any form, act decisively, and inform your ministry supervisor. There is no “harmless put-down” where bullying is concerned.
- First Offense: Issue a warning to the child and a general reminder to the group that this kind of interaction is wrong. Try not to embarrass or chastise.
- Second Offense: Pull the offending child(ren) from the group (in a seen or supervised location) and discuss the inappropriate interaction or behavior. Set clear parameters and behavioral goals. Let the child know that the next step is communication with a pastor and the child’s parents. Notify an immediate supervisor of ANY signs of bullying or verbal abuse. Privately, but with another adult present, confirm that a child who was the target of the bullying behaviors is not in danger of continued harassment and is physically and emotionally stable. DO NOT SINGLE A CHILD OUT IN FRONT OF THE GROUP…be discreet.
- Third Offense: Send the child to a pastor or ministry supervisor for a phone call (or communication onsite) with his or her parent(s) and possible removal from the activity or event.
RESTROOM POLICIES
DO NOT USE OR OCCUPY a bathroom in use by children. Adults should use a restroom separate and apart from restrooms used by children during weekend services or when there are children present. No volunteer OF ANY AGE should enter or occupy a restroom while children are using it. If it becomes necessary to monitor a group of children in the restroom, the door must remain open at all times. When no child is present, adults (and young volunteers) are allowed in a restroom, so long as there is another adult at the doorway keeping any child from entering. Only adult females may change diapers and must do so within plain view of other volunteers.
NURSERY
Because nursery children may require complete assistance with their restroom activities, all staff members and volunteers will observe the following policies:
DIAPERING
- Only female nursery workers or the child’s parent or legal guardian will undertake the diapering of children of either sex.
- Changing of diapers should be done in plain sight of other nursery workers.
- Children will never be left unattended on changing tables.
- Any special instructions given by parents leaving children in nursery will be recorded on the registration cards (“Seth Adams has a medicine in the bag for rash.”).
- Children should be re-diapered and re-clothed immediately upon the completion of changing their soiled diaper.
- Children should be changed on changing stations only.
TOILET TRAINING
- No child will be forced to toilet train.
- Only female nursery workers or the child’s parent or legal guardian will participate in toilet training efforts with children of either sex.
- When children are taken into bathrooms the door will be left partially open.
- Young children will never be left unattended in restrooms.
- Parents should be consulted on each child’s progress in the toilet training process before leaving the child with volunteers or staff members. Any special instructions given by parents leaving children in the nursery will be recorded on the registration card (“Georgia can use the toilet, but she needs to be reminded – ask her if she needs to go.”).
- Children should be assisted in straightening their clothing before returning to the room with other children.
- “Accidents” should be handled by reassuring the child and completing the changing of diapers or underwear and clothing.
GRADES 1-6
If you must go into the restroom to check on an individual child, seek out another worker to accompany you. If another worker is not available, go to the exterior restroom door, knock, and ask if the child needs assistance. Do not enter the restroom.
If a child requires immediate assistance, leave the exterior restroom door open when entering the restroom area and try to verbally assist the child in completing his or her toileting activities, while the child remains behind the door of the restroom stall. Any assistance with the straightening or fastening of garments should be done in the presence of another staff member or volunteer.
If restroom use is required:
- Only adult female workers will assist children in the restroom, unless a parent or legal guardian is assisting their own child.
- Only one child in the restroom at a time, in a single toilet facility.
- When a worker is assisting a child, the door must not be locked, and must remain ajar. In general, children should receive the minimum amount of assistance needed based upon their individual capabilities. Encourage children to do all they can for themselves.
- All students in grades 1-3 must be accompanied to the restroom by a female leader. Grade 4-5 students may go to KIDS ONLY restroom alone with a bathroom pass from their room.
- Be aware if a student repeatedly asks to use the restroom and stays there for unusual periods of time. Report this behavior to a supervisor if it occurs.
- A single staff member or volunteer should never take a lone child to the restroom.
SPECIAL NEEDS
Parents will offer instruction to staff members or volunteers to change the diapers of individuals with special needs. After the age of 4, parents or legal guardians will change the diapers of all individuals with special needs. If someone with special needs requires assistance using the restroom, a special needs volunteer may assist them in the restroom.
WELLNESS
Sick children do not need to be around other children. If sick children have already been dropped off or any child gets sick after being dropped off, keep the child at a safe distance away from other children and staff members and/or volunteers, and contact your direct supervisor. For the safety of the children in our ministry areas and our staff members and volunteers, children with the following symptoms during the previous 24-hour period will be asked to stay with their parents:
- Fever of 100.4 F or higher
- Diarrhea
- Chills
- Vomiting
- Sore throat
- Very runny nose or bad cough
- Any Illness Requiring Antibiotics (must be on antibiotics at least 24 hours)
- Rach of unknown origin or that causes the child discomfort
- Pink eye
EMERGENCY SITUATIONS
While we will do everything in our power to ensure our children’s safety, accidents do occur. The following guidelines are for injuries and illness.
MINOR INJURIES
A Child Incident Report must be filled out for any injury that requires first aid or any head injury. The form must be completed, signed by the parent or legal guardian, and a copy must be made and given to the parent. The original copy will be given to the direct supervisor, the Children’s Ministry Director, or a member of the pastoral staff. For minor injuries, you may perform basic first aid, but no medication of any kind should ever be administered without parental consent.
SEVERE INJURIES
In case of severe and/or life-threatening injuries or illness (including any type of head trauma) contact 911 and then your ministry leader immediately.
TRANSPORTATION
Staff members and volunteers may from time to time be in a position to provide transportation for children. The following guidelines should be strictly observed when workers are involved in the transportation of children:
- Children should be transported directly to their destination. Unauthorized stops to a non-public place should be avoided. Staff members and volunteers should avoid transportation circumstances that leave only one child in transport.
- Staff members and volunteers should avoid physical contact with children while in vehicles.
- No cell phones may be utilized by the driver while driving when transporting children, unless in an emergency.
- No drivers under age 25 may drive Calvary Baptist Church owned or rented vehicles.
VERBAL INTERACTIONS WITH CHILDREN
Verbal interactions between staff members or volunteers and children should be positive and uplifting. Calvary Baptist Church staff members and volunteers should strive to keep verbal interactions encouraging, constructive, and mindful of their mission of aiding parents in the spiritual growth and development of children. To this end, staff members and volunteers should not talk to children in a way that is or could be construed by any reasonable observer as harsh, threatening, intimidating, shaming, derogatory, demeaning, or humiliating. In addition, staff members and volunteers are expected to refrain from swearing in the presence of children.
ONE-TO-ONE INTERACTIONS WITH CHILDREN
Staff members and volunteers should never conduct ono-to-one, unobserved meetings or interaction with children while participating in Calvary Baptist Church’s Children’s Ministry program. Another adult who has completed the Calvary Baptist Church screening process should always be present.
PHYSICAL CONTACT
Calvary Baptist Church is committed to protecting children in its care. To this end, we have implemented a ‘physical contact policy’ which promotes a positive, nurturing environment for our Children’s Ministry while protecting children. The following guidelines are to be carefully followed by anyone working in Children’s Ministry programs:
- Hugging, pats on the back, and other forms of appropriate physical affection between staff members or volunteers and children are important for children’s development and are generally suitable in the church setting.
- Inappropriate touching and inappropriate displays of affection are forbidden. Any inappropriate physical contact, touching, or displays of affection should be immediately reported to an immediate supervisor, the Children’s Ministry Director, or a member of the pastoral staff.
- Physical contact should be for the benefit of the child, and never be based upon the emotional needs of a staff member or volunteer.
- Physical contact and affection should be given only in observable places in the presence of other children or children’s staff members or volunteers. It is much less likely that touch will be inappropriate or misinterpreted when physical contact is observable.
- Physical contact in any form should not give even the appearance of wrongdoing. The personal behavior of staff members or volunteers in Children’s Ministry must foster trust at all times. Personal conduct must be above reproach.
- Do not force physical contact, touch, or affection on a reluctant child. A child’s preference not to be touched must be respected.
- Children’s Ministry staff members and volunteers are responsible for protecting children under their supervision from inappropriate or unwanted touch by others.
- Any inappropriate behavior or suspected abuse by a staff member or volunteer must be reported immediately to an immediate supervisor, the Children’s Ministry Director, or a member of the pastoral staff.
INTOXICANTS
Calvary Baptist Church staff members and volunteers are prohibited from the use, possession, or being under the influence of alcohol or any illegal drugs while in any Calvary Baptist Church facility, while traveling with children, or while working with or supervising children.
TOBACCO USE
Calvary Baptist Church staff members and volunteers are prohibited from the use or possession of tobacco products while in the presence of children or their parents, or during Calvary Baptist Church activities or programs. Calvary Baptist Church is a tobacco-free facility.
SEXUALLY ORIENTED CONVERSATIONS
Calvary Baptist Church staff members and volunteers are prohibited from engaging in any sexually oriented conversations with children and are not permitted to discuss any inappropriate or explicit information about their own personal relationships, dating, or sexual activities with any child in the program.
SEXUALLY ORIENTED MATERIAL
Calvary Baptist Church staff members and volunteers are prohibited from possessing any sexually oriented materials (magazines, cards, images, videos, films, etc.) on church property or in the presence of children.
NUDITY
Calvary Baptist Church staff members and volunteers should never be nude in the presence of children in their care. In the event there is a situation that may call for or contemplate the possibility of nudity (i.e. changing clothes during a pool party, weekend or overnight retreat, etc.), staff members and volunteers will submit a plan to the Children’s Ministry Director concerning arrangements for showering and/or changing clothes.
PARENTAL INVOLVEMENT
PARENTAL CONTACT
Parents who leave a child in the care of Calvary Baptist Church staff members and volunteers during church services or activities will be contacted if their child becomes ill, injured, or has a severe disciplinary problem while participating in Children’s Ministry programs.
PARENTAL INVOLVEMENT
Parents are encouraged to visit any and all services and programs in which their child is involved at Calvary Baptist Church. Parents have an open invitation to observe all programs and activities in which their child is involved. However, parents who desire to participate in or have continuous, ongoing contact with their children’s programs at Calvary Baptist Church will be required to complete the Calvary Baptist Church Children’s Ministry screening process.