Northern Light United Church

Safe Sanctuary Policy For Children, Youth and Vulnerable Adults

Northern Light United Church, as a congregation of the Alaska United Methodist Conference and Alaska Presbytery, is called by God to make our church a safe place for children and other vulnerable persons.  At the baptism of a child or adult, and through our Confessions, we agree to nurture them and participate in helping them grow into faithful disciples.

Therefore, the policy of NLUC is, by means of its established Safe Sanctuary procedures, to

• Thoroughly screen all staff and volunteers who work with children, youth, or vulnerable adults as part of Northern Light’s activities or program before their selection
• Regularly train the above-mentioned staff and volunteers in the use of practices and procedures that assure the safe well being of children, youth, and vulnerable adults in all church-sponsored activities
• Carefully monitor for the consistent use by the above-mentioned staff and volunteers of those practices and procedures in which they have been trained
• Provide periodic educational opportunities for interested congregational members and/or others in its safe sanctuary procedures and practices
• Guarantee
  • Cessation of any alleged violation of the safety or well-being of children, youth, or vulnerable adults at any church-sponsored event
  • Reporting to all appropriate authorities and/or individuals the alleged violation
  • An immediate and thorough investigation of the alleged violation; and
  • Counseling, care and support to impacted parties.

This policy and related procedures shall be reviewed yearly by the Staff Parish Relation Committee and any needed changes will be brought to Church Council, and any updates included in annual meeting reports.

Screening

As part of the selection process and prior to the first day of work/service of any adult who works with children, youth or vulnerable adults (A vulnerable adult is a person 18 years of age or older who is unable to meet his/her own needs or to seek help without assistance.) either as a paid staff member or as a volunteer there shall be a screening process for proven or alleged commission of a crime of any kind of theft, violent action against another individual, pornography, child molestation, or for a court-ordered restraint issued for fear of commission of such acts.  When the screening reveals charges but no conviction for any of the afore-mentioned acts, the screener will investigate as to why there was no conviction and take that into consideration when deciding if the person being screened will continue to be considered for the position in question.  Individuals who drive vehicles for church functions will also be screened for commission of any moving vehicle violation subsequent to their 21^st birthday.  Screenings shall include a national background search and be conducted by the contracted agency used by the church’s insurance provider.  Staff and volunteers will sign permission forms and provide information needed for the church to complete the screening process.

Completed background screenings for staff and volunteers will be reviewed by the pastor for all individuals except for the pastor (or prospective pastor) and his/her family, in which case the review will be done by the SPRC designee.  Absent extenuating circumstances approved in advance of selection by the SPRC and pastor an individual having committed any of the afore-mentioned acts will not be further considered for any position within the church that involves working with children, youth or vulnerable adults. 

Screening documents will, immediately after being received, be stored in a secure, locked file, accessible only by the authorized reviewer of those documents.  No person will review or have access to his/her own screening documents.  Once a background check is completed, sensitive information such as social security numbers or driver’s license numbers will be blacked out or shredded. Signed permission forms will be retained with the report.  When the report and the screening are to be updated, a new authorization to conduct a background screening will be completed by the individual being screened.  That new authorization will be retained with the new report under the same conditions the original paperwork was retained.  The previous authorization and resulting report will be destroyed.

Background screening shall be redone every three years to assure safety of all. (As positions change new people will be trained in the screening process.)

Individuals who can provide screening results equivalent in terms of the items screened for and jurisdictions in which the screening was done may substitute those results for the screening called for above provided the alternate results were obtained within the last two years or since the last documented screening by Northern Light.  A pastor or intern who has not completed the initial screening called for above may substitute, for a brief period of time, a written reference addressing issues covered by the above-called-for screening.

Training

The SPRC, in consultation with the pastor, will make provisions for training for all persons working with children, youth and vulnerable adults.  Denominational resources and trainers may be used. Training shall include but not be limited to: recognizing signs of abuse, avoiding situations where abuse might take place, avoiding conduct that might be perceived as abuse, reporting requirements and media response procedures.

First Aid training will be provided periodically for paid staff and volunteers.

Supervision

The church building is open to the public, and children, youth and vulnerable adults should be supervised and not left unattended while in the facility.

Group of Three Rule

A child, youth or vulnerable adult shall not be alone with another unrelated adult or child or youth or vulnerable adult.   Everything should be done in groups of at least three:  at least two adults and child, youth or vulnerable adult; or two children, youth or vulnerable adults and an adult.  The ideal to strive for is two unrelated adults to be with those being protected at all times.

Classrooms.  Northern Light has a goal of having two teachers for each class for children and youth. In addition, classrooms in the church building will be equipped with windows and/or windows in the entry doors so that the adults and children or youth inside the classroom may, at any time, be observed from outside the room. In the event of only one student being present for a class or function, the teacher should leave the classroom door open or conduct the function in a common area such as the Fellowship Hall.

Restrooms.    The rule of three should be followed when children and youth use the restroom during church functions. A bathroom monitor may be sought in order to allow the teacher to remain in the classroom with other students. This monitor will follow the Rule of Three. The monitor or teacher may stand outside the restroom so they are not alone behind closed doors.

Riding In A Car.   Adults should be careful when transporting vulnerable participants to not be alone in the car with a child, youth or vulnerable adult.  When dropping off or picking up, the route can be planned so two are dropped off last or picked up first if another adult is not available.  If this is not possible, the vulnerable participant should sit in the back seat of the vehicle, and when possible, another vehicle can follow behind the car when an adult is transporting a single child, youth or vulnerable adult.

After Events.   If an adult is alone with a child, youth or vulnerable adult who is awaiting pick up, they should wait in the front door entry area visible to the street or outdoors.  Children, youth, and vulnerable adults should not be left alone or unattended after events.  Responsible adults should assure that safe passage from the building has been completed for everyone before leaving. 

Overnight events.   At any event where both boys and girls will be spending the night, there will be at least one chaperone of each sex for the respective groups.  For high and/or middle school events, the participant to chaperone ratio will not exceed 15 to 1.  Separate ‘sleeping areas (rooms or divisions within a room) will be provided for each gender.  Adults and vulnerable participants at an overnight event should not shower at the same time.  If a planned overnight event will not be in conformity with the above requirements, the pastor and each child or youth’s parent or guardian must approve, in advance, of the exception to the requirements in order for that child or youth to attend.

Counseling situations should be handled in such a manner that there is provision for private conversation, but, if possible, in visual contact with others.  Open door, window into the area of counseling, sitting outside in an area visible to others, or an area of a room away from others but still visible is best.  If an adult is going to enter a counseling situation it is best if they inform another adult so the other adult can be alert to the situation.

Permission Slips

Permission slips shall be completed and signed annually by a parent or guardian, and kept on file for any non-overnight event in which children, youth or vulnerable adults leave church grounds for a function.  If the event is an overnight or out-of-town  event, an event-specific permission slip will be required for each participating child, youth, or vulnerable adult.

Discipline

No form of corporal punishment shall be used by any volunteer or staff in any situation, even if a parent requests or recommends it.  In a situation where a student is too disruptive for a teacher to continue with a function, that student should be returned to the care of their parent or guardian.  If a parent or guardian is not immediately available, the student shall be placed in the care of the Pastor or designated adult until a parent can be located to receive the student.

Age Differences

For the protection of all, when possible there will be a minimum five-year age difference between the oldest participant and the youngest responsible adult-in-charge at youth and children’s events.

Under Eighteen Years of Age

In most circumstances, those under the age of 18 will not be left in sole charge of children, youth or vulnerable adults. The church may consider using older teens for nursery/child care in collaboration and consultation with parents of the children in nursery/child care.

New Volunteers

New volunteers for programs involving children, youth or vulnerable adults shall have been attending Northern Light United Church for at least six months, unless

• they are assigned as a co-worker with a previously screened and approved adult who will be present with them any time they are involved with children, youth or vulnerable adults; or
• they have a reference from their previous church or other appropriate documentation.

Cyber Safety

Written permission shall be received in advance for pictures of any child, youth, or adult to be used or linked with his/her name (tagged) on the internet or in any form of media (e.g., church website, Facebook page, Newsletter). 

When a service is being live-streamed, congregants will be advised as to which part of the sanctuary will not be videoed or broadcast.

Church emails sent from the Northern Light Office or a NLUC organization to a broad set of recipients (such as the congregation as a whole) will not provide recipients with access to others’ email addresses. 

Convicted Abusers Attending Church

The pastor shall, at least twice a year, check for known church attendees on a sex offender registry website. While all are welcome at church, those who have been abusers should be monitored while in any church building or facility in which children, youth or vulnerable adults are present.  A team designated by the pastor, which may include the pastor, a member of SPRC, or other church leaders, shall meet with the offender and develop a plan that will allow them to attend worship and other activities, but restrict them from being anywhere they might be alone with children, youth or vulnerable adults.  The Pastor will assign, in confidentiality, someone to monitor the offender at any church sponsored function they attend.

Educating the Congregation

Northern Light United Church will educate the congregation about its Safe Sanctuaries Policy and Procedures, as well as will send copies to the Conference and Presbytery offices.  On-going education for the congregation will include:

• published copies of the policy and procedures;
• at least annual newsletter articles;
• inclusion in the Annual Meeting;
• new member orientations

Reporting Incidents

Any incident in which there is evidence or suspicion of

• non-accidental physical injury, sexual abuse, activities of child prostitution or pornography , maltreatment, or mental injury to a child; or.
• harm from abandonment, abuse, exploitation, neglect or self-neglect to a vulnerable adult shall be reported within 24 hours of the incident to the

• SPRC designee and/or Pastor and
• the State of Alaska Department of Health and Social Services,
  • Office of Children’s Services or
  • Adult Protective Services, respectively

by the person first made aware of the incident.  Incidents in violation of the above prohibition on corporal punishment shall be immediately reported to the SPRC designee and/or Pastor.  In all cases, the Church’s insurance agent will also be informed.

The established Conference and Presbytery plans for responding to incidents of clergy abuse will be followed if the pastor is accused of abuse.

Pastoral Care

In an incident of alleged abuse in violation of these procedures, the Pastor, as well as personnel from the Conference/Presbytery will provide Pastoral Care for the victim and family, the accused abuser and family, and the congregation.  If the pastor is the accused abuser, this care will be provided solely by Conference/Presbytery representatives.

Media Contact

When allegations of abuse become known, the media may become involved.  The Pastor, Moderator or SPRC designee will respond to any media. Conference/Presbytery staff should also be consulted to help in the time of crisis.  In the case of clergy abuse, Conference/Presbytery staff will respond to media.  Northern Light staff other than the pastor will comply with these procedures by making the appropriate media referral in any such incident.

Use of Northern Light’s Facilities

Any group using Northern Light’s facilities shall be given, prior to such use, a copy of Northern Light’s adopted Safe Sanctuary Policy and Procedures and asked to sign a commitment to them and, while using the facilities, abide by Northern Light’s adopted Safe Sanctuary Policy and Procedures.  If a group indicates that it is unable to abide by the adopted Policy and Procedures, the group will be required to document its valid and current possession of a liability insurance policy and, as any group which uses Northern Light’s facilities and has its own liability insurance policy must do: name Northern Light United Church as an additional insured entity under its liability policy during the time the group is using Northern Light’s facilities.

Procedures last amended June 30, 2014