Home - Family Ministry - Protection Policy - Protection Policy
These policies have been adopted for the protection of children, youth, and those who minister with them at Christ Church. They have been included on our web-site www.cc-ob.org for the full awareness of parents, staff and volunteers, members and friends of Christ Church.
All volunteers and employees of Christ Church of Oak Brook shall immediately report to the Minister / Director of their Ministry Area any allegations or suspicions of abuse or neglect on minor children (0-18 years old) which they become aware of during their duties at Christ Church. If the appropriate Minister / Director is unavailable [or if the allegation or suspicion involves them], all allegations or suspicions shall be immediately reported to the Senior Pastor or another member of the Executive Team. For details of this mandatory process see Section III of the Policy.
When people brought little children to Jesus, he took them in his arms and blessed them (Mark 10:16). Jesus also warned of the most serious consequences for anyone who would harm children (Luke 17:2). Because we recognize that we are a reflection of God's love to those in our care, we take seriously our responsibility to them. We view ourselves as partners with parents, seeking to provide quality care and instruction in our ministry with children of all ages. The following guidelines are set forth to provide a safe and nurturing environment in which we can bring our children to the Savior. Everyone who teaches, helps, or cares for children under the sponsorship of Christ Church must understand and follow these policies and procedures. Be aware that the document that follows represents minimum requirements. Individual programs may impose additional guidelines as appropriate to their ministry setting.
I. ARCHITECTURAL PRECAUTIONS
A. Interior windows provide easy viewing by parents and supervisors.
B. All doors, with the exception of hallway public rest rooms, shall have windows or side windows. Sight lines through the windows should remain unobstructed at all times.
C. Rooms with adjoining toilets shall be used for preschoolers whenever possible, preventing the need for children to leave the room.
D. Diaper changing tables/areas shall be in clear view.
E. First aid kits shall be displayed / stored in an obvious place in most classrooms.
F. Evacuation plans shall be displayed at the doorway.
II. SECURITY, SUPERVISION AND SELECTION POLICIES
A. Policies for Early Childhood, Children’s Ministries and Mothers of Preschoolers (MOPS)
1. Drop-off Policy
Children will be welcome to enter our classrooms when adequate supervision is available. Generally, supervision of two adults will be provided ten minutes before a program starts.
2. Volunteer Identification Policy
All MOPS and Sunday School volunteers working with children should wear a name tag. All paid nursery workers should wear an apron identifying themselves as nursery staff. All nursery volunteers should wear an official badge identifying themselves as an approved nursery volunteer.
3. Registration Policy (infancy - fifth grade)
a. Programs for MOPS and preschool-aged children provide a weekly sign-in sheet (Appendices A, B, & C). Parents are required to complete the information requested.
b. Parents shall fill out a registration form for any child who attends any of the Sunday School or weekday programs (Appendices D, E, & F). These forms are available in each classroom/nursery, and should be forwarded by the teachers to the Department Coordinator.
c. Children should be registered and attend the class at their age, grade, or developmental level.
4. Security System
All children nursery through four years old will be issued a claim tag. The claim tag is used to release children back to their parents. A teacher will oversee the pickup process to ensure a child is only released to a parent or person authorized by a parent.
Children (nursery through four years old) will be released only to those who have the child's claim tag.
5. Parent Pick Up/Child Release Authorization
Due to the large number of children involved in our nursery through fifth grade programs, we require that a parent or a person authorized by a parent come to the room and pick up their children from their classroom following any Christ Church of Oak Brook program. We ask that this be done within ten minutes of the class ending.
Parents may fill out a parental authorization/release form at the Children’s Ministry Office, or with the teacher, to allow another family member to pick up children from the classroom for those children Kindergarten – third grade (Appendix G). Only the adult who dropped off a preschool child can pick up that child. We strongly recommend that no siblings under age 12 pick up a preschool or younger child.
Parental release forms may be filled out with the teachers or at the Children’s Ministry Office for those children fourth – fifth grade who are given permission to leave the classroom to meet their parents at a different location (Appendix H). Without the form, parents must pick up their children from the classroom.
Parents are advised not to enter the nursery/classroom when picking up their child unless requested to do so.
Two special arrangements: Children participating in Thursday KIDS (Divorce) can only be picked up from the assigned classroom by their authorized parent. Children participating in Tuesday KIDS (Bereavement/Grief) are escorted to their parent's room after each session.
6. Diaper Changing Policy
All approved nursery volunteers may change children’s diapers. Parents may change the diapers of their own children.
7. Bathroom Policy
Most classrooms for younger ages (nursery through four years old) have bathrooms located in the rooms.
If a younger child needs assistance in the classroom bathroom, an approved volunteer (whenever possible of the same gender) may enter to assist observing the following guidelines:
If the bathroom door has no window, the door must be left open (either fully or the top half) while the approved volunteer is present.
If there is a classroom for ages two through four without a bathroom, an approved volunteer should escort a group of children to the hallway bathroom. It should be the aim to always go in a group. At a minimum have at least one other child go along as “a buddy.” Avoid taking a child to the bathroom alone.
Remember, never be alone with a child in a bathroom with the door closed, and never go into a bathroom stall with a child and shut the door.
Five year olds through third grade classrooms will utilize hallway bathrooms following the escorting guidelines listed above. Fourth grade and above classrooms will utilize hallway bathrooms one at a time with the teacher’s permission.
We strongly encourage parents and their children to visit the bathroom prior to each class.
Male staff and volunteers should not be in the lounge area of the women’s bathrooms.
8. Classroom doors must never be locked while occupied
9. Elevator Usage: When accompanying children in the elevator, two-deep leadership is required.
B.Children Choirs and Music Conservatory
1. Children Choirs Drop-off and Transition Policy
Children will be welcome to enter our classrooms when adequate supervision is available. Generally, supervision of two adults will be provided ten minutes before a program starts.
During times of transition from one program to another two adults will escort the children.
2. Children Choirs Registration and Parent Pick Up/Child Release Policy
Parents shall fill out a registration form for any child who participates in any of the children choirs.
The normal policies about Parent Pick Up/Child Release are followed as applicable to all Children Choirs. Please see Section II. A. 5 on page 2.
3. Music Conservatory
Parents are expected to escort their children in third grade and below both to and from the music teacher and for one parent to remain outside the classroom during the music lesson. Children third grade and below may not wait alone outside the classroom or upstairs to be picked up. There must
be a written parental authorization for any adult other than a parent to pick up a child in third grade and below. All parents in the Music Conservatory will need to sign that they understand and follow this policy (Appendix I).
C. Classroom Supervision Guidelines: For all children and youth ministries at Christ Church
1. Staffing Guidelines
a. All approved workers will have completed a screening process (outlined in section E). Volunteers must have been involved with Christ Church for six months before being considered. Known and trusted parents may be asked to assist temporarily when necessary. They will be given a list of the relevant Protection Policy guidelines for their specific responsibilities, sign their pledge to follow those guidelines, and never be alone with a child. Two parents serving temporarily will never be paired together in the same room. As paid employees of Christ Church of Oak Brook, all staff who minister with children and youth will have completed their own staff screening process and all employees will submit to a Criminal Record Check.
b. Two-deep leadership is essential. At least two unrelated workers should be in the room at all times. Rooms for children are ideally staffed with workers of both genders. This will facilitate observance of Christ Church's Bathroom Policy. The exception to this two-deep policy is music lessons in the Music Conservatory. Please see Section II. B. 3 above.
c. The Program Director or department coordinators will make regular visits to the classrooms to insure that classrooms are properly supervised.
d. The following ratios are staffing guidelines. A minimum of two adults*** must be present regardless of the number of children /students present.
MOPS One adult per 3-4
Nursery One adult per 4-5
PreSchool One adult per 6-8
Elementary One adult per 10-12
Middle School One adult per 10-12
High School One adult per 10-12
Children Choirs One adult per 10-12
* Exceptions for summer activities: two deep leadership may involve one adult and one college intern.
** Exceptions for Middle School and High School: For large group events held in public places, the adult/student ratio may be lower (examples--Bible School, roller skating). Another exception for High School is student-led small groups meeting in a home, at which time the parents in the home function as the supervising adults.
*** One of the adults present may be high school age or older.
If a class is unexpectedly short-staffed, the following steps will be taken:
(1) Combining of Classes:
Two classes may be combined, if practical, to meet the staffing requirements. A notice will be posted for parents telling them where to pick up their children.
(2) Utilization of Parent Helpers:
If combining classes is not an appropriate option, a known and trusted parent will be asked to assist temporarily before additional children will be admitted to the classroom. The teacher will assume supervisory responsibility. The parent will be given a list of the relevant Protection Policy guidelines for their specific responsibilities, sign their pledge to follow those guidelines, and never be alone with a child.
(3) Cancellation of Class:
Class meetings without adequate staffing will not commence. Additionally, programs which continually experience staffing deficiencies will be subject to review and possible cancellations.
e. When babysitting is provided for a church-sponsored event not defined as children's ministry
(example: annual meetings, Women's Bible Study brunch, etc.) and church facilities are used, the following is required:
(1) An approved adult must be present to ensure that child protection policies relevant to the situation are followed.
(2) Two-deep leadership is required as well as strict adherence to the staffing guidelines listed above.
(3) The event should be officially registered in the church office.
2. Special Events/Overnight Policies
a. Adult Supervision Guidelines
The following ratios are adult supervision guidelines. A minimum of two adults must be present regardless of the number of children present. If there are not enough adults to meet these ratios, the event must be cancelled.
Elementary - One adult per 10-12 children
Middle School - One adult per 10-12 children
High School - One adult per 10-12 children
b. Special Events/Overnight Activities
1. Field Trips and Special Events
Church-sponsored, off-campus activities must be pre-approved by the Department Supervisor. Parents will be notified in advance. Two-deep leadership is essential for these types of excursions.
Proper written consent and medical release forms are required for each child participating in off-campus activities (Appendix J). These forms are distributed through the Children’s Ministry Office.
When transporting children involved in an activity, all drivers must have a valid driver’s license and current automobile insurance. The number of persons per vehicle should not exceed the number of seat belts. Drivers and all passengers must fasten their seat belts.
2. Overnight Activities
A. All overnight activities must have a ratio of one leader for every seven or eight children.
B. All leaders will be responsible for an assigned group of children during the overnight event.
C. All leaders should not be from the same family.
D. No children/students of the opposite gender shall be together without adult supervision.
E. All curfews set for overnight events will be followed.
F. Separate sleeping quarters must be designated for males and females.
G. A staff person will never sleep in a bed, on a cot, or in a sleeping bag with a minor.
H. Appropriately modest sleepwear must be worn by minors and staff.
3. Proper Displays of Affection
Touch is an essential responsibility in nurturing lives. Physical contact with children should be age and developmentally appropriate. Be aware of, and sensitive to, differences in sexual development, cultural differences, family backgrounds, individual personalities, and special needs. The following guidelines are to be promoted for pure, genuine and positive displays of God's love:
Hugs
Kisses - One-arm side hugs are positive contact. Avoid initiating full contact, body-to-body hugs, or kisses.
Lap
Sitting - Appropriate sitting on laps may occur with children five years old and younger. Discourage lapsitting with school-age children. Rather, encourage them to sit next to you. Requesting or allowing teenagers to sit on your lap or between your legs is inappropriate.
Touch - Gentle contact during activities may be on children's heads, shoulders, arms, and hands. Demanding or pressuring for any physical touch is inappropriate. Any physical touch for your own pleasure or satisfaction is inappropriate.
Back-rubs
Anyone working with our children should refrain from giving backrubs unless part of a public group activity.
4. Discipline Policy
a. Nursery – Fifth Grade
All interaction regarding discipline needs to carefully consider a child's dignity and fragile life. Gentleness, respect, and understanding must guide all actions and words. Discipline will be carried out through instruction, training, and correction. Physical punishment will not be used. Teachers may bring disruptive students to the Children’s Ministry Office for “time-out” with a representative from the Children’s Ministry Team.
b. Middle School and High School
All interaction regarding discipline needs to carefully consider a child's dignity and fragile life. Gentleness, respect, and understanding must guide all actions and words. Discipline will be carried out through instruction, training, and correction. Physical punishment will not be used. For additional information see the Student Ministry Behavior Policy (Appendix K).
D. Special Concerns for Youth Ministry
1. Driving: When a staff member (volunteer or paid) is driving students home, he or she should never be alone with a student of the opposite sex. If the possibility arises, call the student’s parents and ask if someone could pick up the student or if you may drive the student alone. If you aren’t able to speak with a parent, be sure to notify a fulltime program staff member before driving the student alone. Additionally, the driver must have a valid driver’s license and current automobile insurance. The number of persons per car should not exceed the number of seat belts.
2. Student Contacts: Informal contacts between staff members (volunteer and paid) and students should (if possible) be with the prior approval of parents. Such meetings should occur in public places.
3. Dating: At no time shall anyone working with youth pursue a dating relationship with a student. Staff should always be alert for and sensitive to “students crushes" and their own “emotional attachment” to particular students. The danger is that emotional attraction can lead to physical expressions. All intimate touches (including face or hands) are inappropriate.
4. Open Door Policy: At no time should anyone working with youth have a one-on-one meeting behind closed doors unless a window allows unrestricted viewing into the room. For your protection, keep the door at least partially open.
5. Ministry reports: Volunteers and interns are required to turn in at least bi-monthly a report designed to increase their self-awareness of important relationship dynamics and helpfully guide their ministry choices (Appendix L). The appropriate pastor or director must review all reports and discuss any concerns with the volunteer or intern. Major concerns should be directed first to the Coordinator of the Family Team and second to the Executive Team.
6. Telephone, Email, Written correspondence, Internet Chat, Instant Messaging: Frequent or lengthy communication should be discouraged and not initiated unless for a particular pastoral reason. You should not communicate anonymously and communications via technology need to be included in your regular ministry reports.
7. Personal Disclosure: While your own personal disclosures of the challenges and difficulties you’ve experienced can build rapport and trust and encourage students’ honest discussion of their life situations, they can also create an unhelpful and confusing emotional intimacy. Your personal disclosures should be infrequent and brief and always for the benefit of the students not yourself. Do not talk with students for your own support and guidance. Any significant personal disclosures must be included in your regular ministry reports.
8. Student Disclosure: At times students (known, anonymous or new contacts) may reveal highly personal information. You need not avoid such communication because it may be an opportunity for significant ministry. But you cannot promise total confidentiality. Everything significant needs to be reported to the pastor/director of your ministry area (sometimes ASAP not in your next ministry report) and some things may need to be discussed with others as well – e.g. suicidal thoughts, plans, attempts; past abuse or current risk of serious harm to self or others; dangerous activities. While you can offer significant Christian care, you are not professional counselors. It is important, therefore, at times 1) to get appropriate consultation with the pastor/director of your ministry area and the pastor of counseling, 2) to encourage students to speak to a counselor, the pastor of counseling, or another pastor, and 3) not attempt to take the place of a trained counselor.
9. Pornography: It is totally inappropriate to show or view with a minor any form or medium of pornography. Full efforts must be made to prevent any access to pornography on all offsite and overnight activities.
E. Volunteer Screening Procedures
A. Children
1. Application (Appendix M)
2. Criminal Record Check
3. Interview
4. Background Check -- Reference Checks (Appendix N)
5. Orientation and training
B. Middle school and High school
1. Application (Appendix M)
2. Criminal Record Check
3. Interview and orientation
4. Background Check -- Reference Checks (Appendix N)
5. Program Observation – four weeks
6. Second interview
7. Total Involvement
C. Music Conservatory Teachers
1. Application
2. Criminal Record Check
3. Background Check -- Reference Checks
At least two references should be checked from a previous congregation or organization where a volunteer has worked with children. If the volunteer has been a member of Christ Church for two years, the references may be from Christ Church. A volunteer is considered approved when they have filled out the appropriate application, the screening procedures related to the volunteer have been completed, the volunteer has been orientated on the Protection Policy's procedures outlined in this document, and the volunteer has been notified in person of his/her approved status.
Annual Renewal Application: Annually, CCOB requires all teachers in the Music Conservatory and all volunteers in the MOPS (Mothers of Pre-Schoolers), Early Childhood, Children's, and Student Ministries to reaffirm that their life circumstances have not changed in ways that may negatively impact their ministry. This is done with an Annual Renewal Application (Appendix O) which inquires about the same matters included in the Confidential Part II of their initial application.
III. OUR RESPONSE TO ALLEGATIONS OR SUSPICIONS OF CHILD ABUSE OR NEGLECT
A. Reporting the Abuse
1. All volunteers and employees of Christ Church of Oak Brook shall immediately report to the Minister / Director of their Ministry Area any allegations or suspicions of abuse or neglect of minor children (0-18 years old) which they become aware of during their duties at Christ Church. If the appropriate Minister / Director is unavailable [or if the allegation or suspicion involves them], all allegations or suspicions shall be immediately reported to the Senior Pastor or another member of the Executive Team.
2. A report is called for if a child:
· Verbally complains about, or mentions in passing, specific acts of neglect or abuse (physical, sexual, or verbal) or exposure to sexual activity, pornography or abuse of others;
· Verbally complains about, or mentions in passing, vague references to having to do bad things or having bad things / secret things done to him or her;
· Alludes to abuse or neglect in writing, in prayer requests, or in drawings;
· Has an injury [e.g. a patch of missing hair, a burn or a bruise] that can’t be adequately explained or which the child attempts to hide or deny;
· Has an inordinate number of explained injuries;
· Has an age inappropriate interest in or knowledge of sexual matters or acting out of sexual behavior;
· Is frequently dirty or smelly or inadequately dressed, has bad teeth or hair falling out, is undernourished, does not receive appropriate medical care for injuries;
· Reports or evidences difficulty urinating or discomfort sitting;
· Reports or evidences an atypical fear or discomfort of being with particular people.
3. All allegations or suspicions of abuse or neglect shall be kept confidential and be discussed only with the appropriate persons indicated in this Protection Policy. Once reported, the volunteer or employee of Christ Church of Oak Brook shall complete and submit a “Suspicion of Child Abuse or Neglect” Form (Appendix P). These Forms are available from the Minister / Director of each Ministry Area, the Senior Pastor or another member of the Executive Team.
B. Responding to a Child
1. If and when a child first speaks to you about abuse or neglect, be sure to take his / her word seriously. Don’t deny or minimize the problem. Stay calm and listen. Offer emotional reassurance that it was right to tell you and that it is OK to talk about what may be bothering them. Do not promise you will not tell anyone. If the child asks, tell with whom you will discuss the problem.
2. As a volunteer or employee of Christ Church, it is not your responsibility to interrogate the child to get “all the facts” or to attempt to substantiate any allegation or suspicion of abuse or neglect. Your responsibility is to listen, to ask a few questions so you have some understanding of what the child has said to you, to offer reassurance that it is OK to talk about what’s bothering the child, and to immediately report your concern to the Minister / Director of your Ministry Area. The Minister / Director of the Ministry Area will then complete their own form (Appendix Q). Both forms are to be given to the Senior Pastor or another member of the Executive Team.
C. Review Committee
1. When a report has been made and the “Suspicion of Child Abuse or Neglect” Forms have been completed, the Senior Pastor or another member of the Executive Team will be informed, GuideOne’s Claim Team will be called, and the Review Committee assembled.
2. The Review Committee shall consist of the Senior Pastor or another member of the Executive Team, an attorney, a physician, and, on a pro tem basis, the Minister / Director of the Ministry Area in which the allegation or suspicion was reported.
3. The Review Committee will make an assessment within twenty-four hours, and make a recommendation of what steps should be taken to the Senior Pastor or another member of the ExecutiveTeam. The Review Committee should lean toward outside consultation and reporting of all alleged misconduct—especially if the alleged misconduct was by a staff person. Only the Review Committee has the authority to terminate the process of investigation and intervention.
4. The Senior Pastor and all members of the Executive Team, the Director / Pastor who submitted Suspicion Form Q and their direct supervisor, and GuideOne shall be given copies of the suspicion forms, informed of the initial assessment of the Review Committee.
5. Only those persons designated by the Senior Pastor or another member of the Executive Team will be authorized to speak to any outside consultants or agencies [e.g. GuideOne or the Department of Child and Family Services], the alleged abuser and victim and their families, to the Christ Church community, the press or the community at large about any allegations or suspicions of abuse.
6. All those authorized by the Senior Pastor or another member of the Executive Team will comply with Illinois law regarding mandatory reporting of suspected abuse or neglect and will cooperate with any state or local investigations and the agents of GuideOne.
7. Unless the parent or legal guardian of the minor child may be involved in the alleged abuse or neglect, the parent or legal guardian will be notified and pastoral care offered to all those affected.
8. Any employee or volunteer who may be involved in the alleged abuse or neglect will be immediately relieved of any ministry responsibilities that involve children or youth.
9. Any employee or volunteer not found innocent of the alleged abuse or neglect will be removed from their ministry with children or youth.
D. Summary of Responsibilities
1. Volunteer or employee
· respond to the child or youth [see section B above]
· report to the Director / Minister of your Ministry Area
· complete Form P “Suspicion of Child Abuse or Neglect” and give to the Director / Minister of your Ministry Area
· keep the identity of the child, the conversations, and the report CONFIDENTIAL
2. Director / Minister of the Ministry Area
· discuss Form P and the interaction of the volunteer or employee with the child or youth
· complete Form Q and give Forms P and Q to the Senior Pastor or another member of the Executive Team.
· keep the identity of the child, the conversations, and the reports CONFIDENTIAL
3. The Senior Pastor or another member of the Executive Team
· notify the Senior Pastor or another member of the Executive Team of the concern and give copies of Forms P and Q
· call GuideOne’s Claim Team
· assemble the Review Committee
· inform the Senior Pastor or another member of the Executive Team of the initial assessment of the Review Committee
· give copies of his Final Report to members of the Review Committee, the Senior Pastor and other members of the Executive Team
· keep the identity of the child, the conversations, and the reports CONFIDENTIAL
4. Review Committee [see section C.2 above]
· make an initial assessment within 24 hours
· make a recommendation of what steps should be taken to the Senior Pastor or another member of the Executive Team
· keep the identity of the child, the conversations, the reports, the assessment and the recommendations CONFIDENTIAL
5. Senior Pastor or another member of the Executive Team
· make final decision of what steps should be taken
· authorize as appropriate persons to speak to any outside consultants or agencies [e.g. the Department of Child and Family Services], the alleged abuser and victim and their families, to the Christ Church community, the press or the community at large about any allegations or suspicions of abuse
I have read, understand and promise to follow and obey the Christ Church of Oak Brook Protection Policy. I promise to report immediately any deviations (whether personally observed or heard about) from the Protection Policy to the Director/Pastor of my ministry area, the Senior Pastor or any member of the Executive Team.
Signature ___________________________
Date _______________________
Printed name ______________________________________
Ministry Area _____________________________________
Director / Pastor of ministry area (witness) _______________________________________________
It is the responsibility of the Executive Director of Ministry Services (in coordination with the directors / pastors of each ministry area) to ensure 1) that all paid staff and volunteers are aware of the Protection Policy and have signed the above pledge, 2) that each September and January the Elders of Christ Church of Oak Brook approve all new volunteers in the MOPS, Early Childhood, Children’s and Student Ministries, and 3) that the staff of the Music Conservatory, Pre-school, Early Childhood, Children’s and Student Ministries cooperate and meet with representatives of the Protection Policy Audit team [typically in September, January and May] to celebrate and pray for their ministries and to consider any challenges or questions there may be about the content or implementation of the Protection Policies.