• Steps to a Safer Congregation at
• All Souls Community Church

                      4.18.07

• Envision a Safe Congregation
• Commit
• Research How
• Initiate Dialogue with the Congregation
• Launch FAQ
• Draft Protocols (e.g., screening)
• Adopt Policy
• Implement by New Church Year
• Review and improve over and over and over toward a safer congregation

1. Who conducts screenings of volunteers? Where?

A Board of Trustees (BOT)-appointed screener conducts a search of volunteers’ names in the Michigan State Police data base, the National Sex Offenders Registry (NSOR), and the Internet Criminal History Access Tool (ICHAT).

2. How are the screenings conducted?

Volunteers complete a screening form. Their names are searched in the state police data base, etc., cited above. The BOT-appointed screener alerts the RE Coordinator if any name comes back with a background behavior not conducive to a safe congregation. The BOT-appointed screener shall conduct the background checks within 2 weeks of receiving names, and before the start of the church year.

3. Where did the forms come from?

All Souls is using a new form created by a host of resources compiled by the RE board, including those provided by the Heartland District of the Unitarian Universalist Association.

4. What is the cost of the screenings? Are we using a third party?

The screenings are free. At this time there is no budget for third-party screenings, which can cost $5-50 or more per person.

5. Which offenses disqualify a member of the congregation from volunteering in the RE program?

The goal of the background check is to flag any prior behavior which may have a negative effect on children, which includes but is not limited to Child Abuse or Neglect, Child Sexual Abuse or Misconduct, Sexual Abuse or Misconduct, Assault, Battery, and Driving Offenses (if that person plans to transport children). Thus it is a subjective decision on the part of the RE Board and RE Committee, and the spirit of the rule includes common sense.

6. Who checks the checker?

A BOT-appointed screener conducts screenings. The Vice President for Programs for the church initiates the screening for the BOT-appointed screener.

7. Who keeps the screening reports?

Since All Souls Community Church (ASCC) does not currently have a building with a secretary’s office, the screening reports are kept in a confidential place in the home of the chair of the RE board.

8. Who has access to the reports? Can any board member review the reports?

Only the RE chair, the VP of Programs, and the minister have access to the reports.

9. How often are the checks conducted?

Annually before the start of the church year.

10. What are the long-term goals of the policy?

–Create a policy for periodic review, amendments and or educational/awareness plans of "Safe Congregations Policy."

–Create a "Universal Precautions" protocol for infectious diseases, handling of bodily fluids, etc.

–Create "incident report" form and procedure for accidents or complaints by adults or children.

–Review church liability policy to track responsibilities and areas of liability related to RE activities.

–Train RE Board, Board of Trustees, Minister, REC, and other appropriate staff and volunteers regarding the integration of a convicted or accused sex offender into the congregational life, possibly creating a "limited access agreement" for convicted or accused sex offenders.

–Create a process to follow if there is an incident or accusation of abuse or neglect in our congregation.

And under consideration are the following:

–A process for dealing with inappropriate behavior among youths during church-sponsored education and other activities.

–The legal and ethical obligations of volunteers to report suspicions of abuse.

–Sessions on sexual abuse including Our Whole Lives (OWL) program at each grade level.

–Work with Minister and Adult RE program regarding sexuality education; encourage education programming which addresses sexual abuse prevention for all.

–Creation and distribution of a referral list of community organizations and therapists who specialize in sex abuse prevention and treatment in cases where such referrals are necessary and appropriate.

11. If a convicted sex offender has served his or her time, does that not mean his/her punishment is over and they should be welcomed by our community?

Yes, but it does not mean that they are considered fit for volunteering in the RE program. On a case by case basis the RE Board-appointed screener in conjunction with the RE Board chair, the VP of Programs and the minister as necessary will decide on RE volunteer participation. Individuals may be asked to take part in the congregation in ways other than RE volunteering. You would not put a recovering alcoholic in charge of the bar at a reception.

12. Where should questions about this policy be directed?

To the chair of the RE Board, REC or any BOT member.

13. I am a long-time member of the church. You are my family. Do I have to submit to the screening process to volunteer in RE.

Yes. We must hold ourselves to the highest standard when it comes to the safety of our children.

14. What is considered a “vulnerable adult” as cited in the policy?

The BOT is considering that question but does not yet have an answer. The definition is still under consideration by the board.

1–All current and potential staff and volunteers who will have contact with children, youth, or vulnerable adults in any church-sanctioned or church-led activity, on site or off site, must complete a “Screening Form”, sign an “Agreement to Teach Form”, and read and sign a “Code of Ethics Form” (see

attachments).

a) These forms must be filled out and signed annually.

b) The Religious Education Coordinator (REC) and/or a trained Religious Education (RE) Board volunteer will evaluate the forms and will flag any that need more information or follow-up.

c) In the unlikely event that there are any serious concerns regarding the forms filled out by the volunteer or staff, the REC and/or the trained RE Board volunteer will consult with appropriate RE Board and/or Board of Trustee (BOT) members. He/she will also consult a Unitarian Universalist (UUA) manual written by the Reverend Debra W. Haffner, “Balancing Acts: Keeping Children Safe in Congregations” for assistance in responding to these concerns (until further policies can be created in this regard.)

2–We will orient and train all RE volunteers regarding policies and expectations.

a) Medical/first aid procedures

b) Fire safety (exits, drills, use of matches, etc.)

c) Behavior expectations of children and adults (see behavior policy).

d) Child abuse protection–how to recognize possible signs of abuse and sexual abuse

e) When and how to report suspected child abuse and neglect.

f) We will provide relevant information and resources in their volunteer folder.

3–All staff and volunteers who will have contact with children, youth, and vulnerable adults in anychurch-sanctioned or church-led activity will have their criminal backgrounds checked with NSOR, State of Michigan’s ICHAT, and/or other relevant states’ or countries’ law enforcement agencies.

a) These checks are only for current and potential staff and volunteers who will have contact with children and vulnerable adults, not for everyone in the congregation.

b) The background check will be performed before the staff/volunteer is allowed to have contact with the children or vulnerable adults.

c) Background checks will be performed annually by a trained RE Volunteer and/or by the REC.

d) The goal of the background check is to flag any prior behavior which may have a negative effect on the children, which include, but are not limited to, Child Abuse or Neglect, Child Sexual Abuse or Misconduct, Sexual Abuse or Misconduct, Assault, Battery, and Driving Offenses (if that person plans to transport children).

e) In the unlikely event that there are any concerns regarding information revealed in the background check, the REC and/or the trained RE Board volunteer will consult with appropriate RE BOARD and/or BOT members. He/she will also consult a UUA manual written by the Reverend Debra W. Haffner, “Balancing Acts: Keeping Children Safe in Congregations” for assistance in responding to these concerns (until further policies can be created in this regard).

4–We will not recruit RE volunteers who are new to our congregation, allowing at least six months for them to function appropriately in the life of the congregation. Some individuals and families come directly from years of service at other UU congregations or from other established organizations; these folks may be experienced enough to work with children and youth sooner than six months, though we may contact their former congregations’ RECs or Ministers for references and recommendations.

5–Appropriately staff classrooms and other activities.

a) REC, or a designated person, must patrol the hallways during class time.

b) Schedule at least two adults in each classroom or other on-site activity.

c) Ideal ratios for staffing classrooms or other church-led activities are: 1:3 Preschool, 1:5 Kindergarten-5th grade, 1:7 6th -8th grade, 1:10 High school.

d) All off-site church-led or church-sanctioned activities (such as sleepovers, youth conferences, COA trips, etc.) require at least two non-related adult chaperones.

e) When it not possible or practical to have the required amount of adults, REC will attempt to recruit substitutes from the congregation as soon as possible.

6–Create safe classrooms/events

a) Implement the emergency evacuation procedure (scheduling practice drills at least twice a year, as required by State of Michigan law).

b) All children will be registered or complete a “visitor card” which outlines special needs or medical concerns as well as parent location in building

c) Emergency “contact cards” for nursery and preschool and registration forms for other grades shall be available to all volunteers in the classroom bins

d) Parents must complete field trip permission form for off-site events

e) Volunteers will be trained in the Behavior Policy.

f) A First Aid kit will be centrally located and available to all volunteers

g) Latex gloves will be available to nursery caregiver and other volunteers

7–The greatest possible care will be given to protect the privacy of the children and adults in the RE Program.

a) All forms which include personal information, including background check information, applications, and registration forms, will be kept by the RE Board-appointed person in a secure location.

b) Only information which is relevant to working with the children and vulnerable adults will be shared with the RE Board or Staff.

c) RE Board and REC will work to protect the privacy of all children and adults in the program, and they will report all incidents of abuse or neglect as mentioned in section 2 above.