Edgewood United Church: Safe Church Policy
Approved at February 2009 Congregational Meeting
I. General Policy Statement
As Christians we are called to live according to the gospel of Jesus Christ. The gospel reminds us that children are clearly included and provided for within a community of faith. Children and youth are welcomed into the worship and ministry of Edgewood church. Unconditional love to grow, thrive, and to become faithful people requires coming into a place in which all people can experience the love of God through relationships with others. A safe church policy is created to intentionally provide a safe church for all. The policy indicates ways to provide a safe and secure environment for all those who participate in ministries and activities sponsored by the church.
II. Definitions
As used in this policy:
A. “CE Coordinator” means the Christian Education Coordinator.
B. “Childcare Provider” means an individual who is paid on a part-time basis to provide childcare to children on Sunday morning and at other Church
events.
C. “Church Staff” means the pastors, the Christian Education Coordinator (“CE Coordinator”), the choir directors, the organists, the Childcare
Coordinator, the church secretary, the church accountant, the building manager, and the custodians who regularly clean the church, and any other
persons who become employed at Edgewood.
D. “Occasional Volunteers” means volunteers who serve at specific occasional, periodic, or annual events. These events include, but are not limited to,
mission trips, retreats, and Christmas programs.
E. “ICHAT” means the State of Michigan Internet Criminal Access Tool, a service provided free of charge to non-profit corporations. ICHAT allows the
search of public records contained in the Michigan Criminal History Record maintained by the Michigan State Police, Criminal Justice Information
Center. All felonies and serious misdemeanors that are punishable by over 93 days are required to be reported to the state repository by law
enforcement agencies, prosecutors, and courts in all 83 Michigan counties.
F. “Indentix” means the national criminal history verification service that, as of the effective date of this policy, is used by the Church. This type of
background check is not free and will provide information regarding criminal offenses under federal law and the laws of all fifty states. An individual
must be fingerprinted in order to run an Identix check.
G. “Michigan Public Sex Offender Registry” means the registry maintained by the Michigan State Police that according to the web site “is intended to
provide the people of this state with an appropriate, comprehensive, and effective means to monitor those persons who pose such a potential
danger.” The web site also notes that “[e]xtreme care should be exercised in using any information obtained from this web site.” For further
information, go to http://www.mipsor.state.mi.us/.
H. “Regular Volunteers” means church school teachers, regular church school substitutes, members of the Christian Education Team (“CE Team”),
Youth Fellowship leaders, regular chaperones, confirmation mentors, and Our Whole Lives teachers.
I. “Regular Volunteer Assistants” means those who assist Regular Volunteers. These assistants include church school assistants, volunteers who provide
children’s sermons, and volunteers who plan intergenerational services.
J. “Supervised Activities” means structured Church programs for youth and children, including the nursery, church school, and youth groups.
“Supervised Activities” also includes the following programs at Edgewood Summer Camp: (a) organized morning activities for children and youth and
(b) evening childcare.
K. “Unsupervised Activities” means all other times that children, youth, and adults are gathered for church-related activities, on or off church grounds.
“Unsupervised Activities” include, for example, all times at Edgewood Summer Camp, other than those specifically mentioned under Section IV.A.1.
below and the Bow’s Lake Winter Retreat.
L. “Volunteers” means Regular Volunteers, Regular Volunteer Assistants, and Occasional Volunteers.
III. Recruiting, Screening, and Hiring Workers
A. Volunteer Job Descriptions: The CE Coordinator, in consultation with the pastors, the Personnel Team, and the CE Team, shall create job
descriptions for all Volunteers.
B. Church Staff
1. All Church Staff job candidates shall complete an application, including a disclosure form, and a personal interview.
2. Background Checks
a. Before a job offer is made, the PersonnelTeam shall check the candidate’s personal references and, at the Church’s expense, shall conduct a
national criminal history verification by a third party vendor, such as Identix. The PersonnelTeam may, in its discretion, conduct other
background checks including, but not limited to, a review of the Michigan Public Sex Offender Registry and a criminal background check using the
state Internet Criminal History Access Tool (“ICHAT”). As part of the national criminal history verification, the applicant shall be fingerprinted.
b. After the initial national criminal history verification, the PersonnelTeam shall annually conduct a review of the Michigan Public Sex Offender
Registry and a state ICHAT background check for all Church Staff. Every five years, the PersonnelTeam shall conduct a national criminal history
verification, by a third party vendor, such as Identix.
C. Childcare Providers
1. All Childcare Provider job candidates shall complete an application, including a disclosure form, and a personal interview.
2. Background Checks
a. Before a job offer is made, the Childcare Coordinator shall check a candidate’s personal references and the CE Coordinator shall , at the Church’s
expense, conduct a national criminal history verification by a third party vendor, such as Identix. The CE Coordinator may, in its discretion,
conduct other background checks including, but not necessarily limited to, a review of the Michigan Public Sex Offender Registry and a criminal
background check using the state Internet Criminal History Access Tool (“ICHAT”). As part of the national criminal history verification, the
applicant shall be fingerprinted.
b. After the initial national criminal history verification, the CE Coordinator shall annually conduct a review of the Michigan Public Sex Offender
Registry and a state ICHAT background check for all Childcare Providers. Every five years, the CE Coordinator shall conduct a national criminal
history verification by a third party vendor, such as Identix.
c. For those Childcare Providers who are minors, parental consent will be obtained for background checks.
D. Regular Volunteers
1. All Regular Volunteers shall complete an application, including a self disclosure form. For those volunteers who want to be a driver for off-site field
trips, a copy of their driver’s license and proof of automobile insurance shall be provided and be on file in advance of participating as a driver for a
field trip.
2. Before beginning volunteer service, Regular Volunteers should be church members or active attendees for approximately six months time.
3. Background Checks: The CE Coordinator shall conduct annual state ICHAT checks of all Regular Volunteers. In addition, if a potential Regular
Volunteer has moved to the State of Michigan within the last twelve months, at the discretion of the Christian Education Coordinator and in
consultation with the pastors, a potential Regular Volunteer may also be subject to a national criminal history verification by a third party vendor,
such as Identix. As part of these discretionary checks, a potential Regular Volunteer may be asked to submit fingerprints.
E. Confidentiality
1. The results of all background checks shall be confidential and stored in a secure cabinet. Only the pastors, CE Coordinator, and church moderator
shall have access to the background check results completed for Regular Volunteers and Childcare Providers. Only the pastors and the chair of the
PersonnelTeam shall have access to the background check results completed for Church Staff.
2. The pastors, CE Coordinator, and church moderator will review the results of the Regular Volunteer and the Childcare Provider background checks
and will respond in an appropriate manner. The pastors and the chair of the Personnel Team will review the results of the Church Staff background
checks and will respond in an appropriate manner.
F. Implementation
1. As soon as reasonably possible after this policy is approved, within approximately six months, the current Church Staff, Childcare Coordinators,
and Regular Volunteers shall complete the disclosure form, national criminal history verification, registered sex offender review, and ICHAT check,
as required above.
2. Church Staff and Regular Volunteers who have already fulfilled the screening requirements before the adoption of this policy will repeat the
screening required by Sections III.B. and III.C. of this policy before the fifth anniversary of their last screening.
IV. Guidelines for Safe Ministry
A. Training of Regular Volunteers; Discipline Policy; Behavior Covenant; Physical Touch
1. The CE Coordinator, in consultation with the pastors and the CE Team, shall conduct periodic training sessions for all Regular Volunteers.
2. Such training shall include information regarding appropriate discipline methods and the Safe Church Policy, including building and physical safety.
3. Discipline Policy: The CE Coordinator, in consultation with the pastors and the CE Team, shall create a policy containing appropriate guidelines for
discipline for the children and youth. This policy should contain clear, simple guidelines. The goal of the policy is to create a safe environment for
students and teachers. The theme of the discipline policy should be respect for self, peers, adults, and property. Physical, mental or emotional
punishment is never an appropriate form of discipline.
4. Behavior Covenant: The CE Coordinator, in consultation with the pastors and the CE Team, shall create a behavior covenant for the children and
youth. The Safe Church Committe suggests that children and youth be involved in creating this behavioral covenant. The Safe Church Committee
also suggests that the behavioral covenant be drafted very simply and broadly so that it might apply from year to year. Periodically, the covenant
shall be reviewed and, if appropriate, revised.
5. Physical Touch: Training of Regular Volunteers should include information regarding appropriate touch.
B. Record-Keeping; Permission Slips
1. The CE Coordinator shall develop a system for taking attendance in Sunday morning classes for children and youth.
2. The CE Coordinator shall have parents complete annual emergency cards for each child and youth and shall attempt to have visitors complete
visitor registration forms.
3. Permission slips containing emergency contact information shall be completed for all youth and children for off-site field trips.
C. Drivers for Off-Site Field Trips; Seatbelts; Life Jackets
1. Drivers for off-site field trips must be at least 21 years old and must be Church Staff, Childcare Providers, or Regular Volunteers.
2. Car seats and seat belts must be used for each passenger as required by State law.
3. Life jackets must be worn by each passenger when on a boat of any kind.
D. Bathroom Policy
1. A Childcare Provider shall act as a hall monitor for the east Christian Education wing during Sunday morning classes, shall be available to assist
young children with bathroom needs, and shall periodically check the bathrooms for safety.
2. If an adult is in the bathroom stall with a preschool child who needs toileting assistance, the stall door shall be cracked open.
E. Care during Unsupervised Activities and Supervised Activities
1. During Unsupervised Activities, parents are responsible for the safety of their children and youth.
2. At all Supervised Activities, including, but not limited to, the nursery, church school, youth fellowship, youth retreats, and mission trips, there
shall be a minimum of two adults present, at least one of whom is Church Staff , a Regular Volunteer, or a Childcare Provider. To the extent
possible, the adults shall be unrelated. Adults may be related if there is a third adult present.
3. During overnight coed Supervised Activities including children and youth, to the extent possible there shall be both a male and female chaperone.
4. With the exception of high school events as discussed in Section IV.E.5. below, during Supervised Activities Child Care Providers and Regular
Volunteers must be at least five years older than the youth or children that they are supervising.
5. At high school events, each Volunteer must be at least 18 years old.
6. A child less than eighteen years old may attend either Bow’s Lake Retreat or Edgewood Summer Camp without their parents if the child’s parents
arrange for another adult to supervise the child.
F. Recommended Adult-Child Ratios during Supervised Activities
1. Nursery: In the nursery there shall be two adults (at least one of whom is a Childcare Provider or a Regular Volunteer) to care for eight or fewer
children. If there are more than eight children, there shall be an additional adult for each four children. Thus, for example, if there are nine
children, there should be three adults; if there are thirteen children, there should be four adults.
2. Preschool: In the preschool room, there shall be two adults (at least one of whom is a Childcare Provider or a Regular Volunteer) to care for sixteen
or fewer children. If there are more than sixteen children, there shall be an additional adult for each eight children. Thus, for example, if there are
seventeen children there should be three adults; if there are twenty-four children, there should be four adults.
3. During Supervised Activities that take place away from the Church building, there should be a 1:5 ratio of adults to children or youth. It is presumed
that there will be no such Supervised Activities away from the Church building for nursery-aged children.
G. First Aid & CPR Training: All Church Staff who work with children and Childcare Providers will be offered education in first aid and CPR. Volunteers
will also be encouraged to attend these educational sessions.
H. “Open Door Policy”
1. As stated in Section VI.D.1. below, to the extent possible, windows shall be placed in all main entry classroom doors and office doors. If windows
cannot be placed in doors, those doors shall remain open during class times and meetings.
2. To the extent possible, pastors shall have an open door policy when visiting with individuals in their offices. To the extent a door must be closed
because a conversation must be private, counseling shall take place in rooms with a window, either cut into the door or otherwise.
I. Educating New Members: As part of the new member class, potential members shall be informed of the Edgewood Safe Church policy.
J. Basic Safety Precautions, Health Issues, Allergies, & Dietary Restrictions
1. Basic safety precautions shall be encouraged through the education of Church Staff, Child Care Providers, and Volunteers. Such safety precautions
shall include:
a. Proper hand washing techniques,
b. Food safety guidelines to be posted in the kitchen,
c. Safety procedures for Volunteers who help with Church renovation and maintenance projects, and
d. Common sense health guidelines, such as reminding Church Staff, Child Care Providers, and Volunteers to stay home if they are ill, particularly
if they are to be serving or preparing food.
2. Registration forms shall include a question regarding relevant health issues, (asthma or environmental allergies, for example), dietary restrictions
(vegetarian, vegan, etc.), and food allergies.
3. The CE Coordinator, in consultation with the CE Team, shall create policies to ensure that Church Staff, Child Care Providers, and Volunteers are
informed of any relevant health issues, food allergies and dietary restrictions. Such policies shall include placing allergies on children’s name tags
and placing an allergy list next to classroom doors.
K. Drop-off and Pick-up Policies
1. Christian Education registration forms shall ask parents to list all authorized persons to whom their children may be released. The CE Coordinator,
in consultation with the CE Team, shall develop policies to ensure that this information is given to Volunteers.
2. Nursery and Pre-School: Parents or another authorized person must sign-in and sign-out their children.
3. Kindergarten-Fifth Grade: Parents or another authorized person shall come to pick up their children from Supervised Activities. Alternatively, the
volunteer may take the child to find a parent or another authorized person. This applies to church school, choir, and other Supervised Activities.
4. Middle School and High School Youth: Middle School and High School Youth shall be released from class once the church service has concluded.
5. The CE Coordinator and the pastors shall periodically educate parents and Volunteers regarding drop off and pick up policies. Such education
shall include periodic announcements at the beginning of the service and during children’s time. Such education might also include
announcements in the bulletin, the newsletter, handouts to be given parents at the beginning of the church year, and information in Visitor’s
packets.
V. Reporting Possible Abuse
A. If for any reason Church Staff, Childcare Providers, or a Volunteer suspects that abuse may have occurred or receives a report of possible abuse, he or
she shall immediately contact one of the pastors. B. In all cases, the Church Staff member, Childcare Provider, Volunteer, or the pastor shall reassure the person reporting that they hear their concern
and that action will be taken. Other than as provided in Section V.A. above, the information should be kept strictly confidential.
C. As mandated reporters, the pastors shall contact appropriate State authorities as required by law. Other community resources and professionals shall
be contacted as needed or required.
D. When counseling the potential victim, the pastors shall recommend other professional help, as appropriate.
E. The pastors will use a tracking form to log meetings, contacts, and other information regarding any situation in which alleged abuse has been
reported. Record keeping will be done in the most thorough way possible and these records will be kept in a password protected location.
VI. Building and Physical Safety A. Emergence Fire Procedures: In consultation with the Fire Marshall, Church Staff shall develop emergency fire safety procedures.
B. Playground: The Building and Grounds Team shall make periodic safety inspections of the playground and shall arrange necessary upkeep and
repairs.
C. Hazardous Materials
1. The Building and Grounds Team shall have the building inspected for potentially hazardous materials such as lead and asbestos. If such materials
are found and, if reasonably possible, the Building and Grounds Team shall arrange to abate such materials.
2. The Building and Grounds Team shall inform the Fire Department of the location of hazardous materials, if any.
D. Building Security: The Building and Grounds Team shall take additional reasonable steps to create a safe building, including:
1. To the extent possible, windows shall be placed in all classroom and office doors. If windows cannot be placed in doors, those doors shall remain
open during class times.
2. The sextons shall be asked to check all exterior windows and doors to ensure they are locked.
3. As soon as feasible, a doorbell system shall be installed so church doors can be locked when staff members are alone in the building.
4. Building keys shall be secure. The Building and Grounds Team shall develop a policy to ensure that building keys are secure.
E. Additional Safety Policies and Procedures
1. The Building and Grounds Team shall develop additional policies and procedures, including those for inclement weather, intruders, medical
emergencies, etc. The following should be considered:
a. Arranging for volunteer hall monitors on Sundays. These volunteers, who would be equipped with cell phones, might be charged with being alert
for intruder issues. Such monitors would be in addition to the child care worker who is to be posted in the child care wing hallway during church
school on Sunday mornings.
b. Arranging for a few pre-paid phones to be located in a few spots in the church.
c. Creating procedures to follow in the event of an attack. For example, if there is a suspicion of attack, teachers shall lock doors and turn out lights
d. Suggesting and paying for self-defense classes for staff members.
2. The Building and Grounds Team shall review safety policies and procedures annually for compliance and possible amendment.
F. Injury or Illness
1. First aid kits with gloves for handling bodily fluids shall be placed in all classrooms.
2. In case of injury or illness, classroom teachers and any other adults shall use gloves when handling bodily fluids. Materials containing bodily fluids
shall be bagged, tied up, and disposed of.
3. Procedures on universal precautions regarding the handling of bodily fluids shall be posted in classrooms.
VII. Policy Review
This policy will be reviewed by the Church Council for implementation one year after passage and then every three years after the initial review.
As Christians we are called to live according to the gospel of Jesus Christ. The gospel reminds us that children are clearly included and provided for within a community of faith. Children and youth are welcomed into the worship and ministry of Edgewood church. Unconditional love to grow, thrive, and to become faithful people requires coming into a place in which all people can experience the love of God through relationships with others. A safe church policy is created to intentionally provide a safe church for all. The policy indicates ways to provide a safe and secure environment for all those who participate in ministries and activities sponsored by the church.
II. Definitions
As used in this policy:
A. “CE Coordinator” means the Christian Education Coordinator.
B. “Childcare Provider” means an individual who is paid on a part-time basis to provide childcare to children on Sunday morning and at other Church
events.
C. “Church Staff” means the pastors, the Christian Education Coordinator (“CE Coordinator”), the choir directors, the organists, the Childcare
Coordinator, the church secretary, the church accountant, the building manager, and the custodians who regularly clean the church, and any other
persons who become employed at Edgewood.
D. “Occasional Volunteers” means volunteers who serve at specific occasional, periodic, or annual events. These events include, but are not limited to,
mission trips, retreats, and Christmas programs.
E. “ICHAT” means the State of Michigan Internet Criminal Access Tool, a service provided free of charge to non-profit corporations. ICHAT allows the
search of public records contained in the Michigan Criminal History Record maintained by the Michigan State Police, Criminal Justice Information
Center. All felonies and serious misdemeanors that are punishable by over 93 days are required to be reported to the state repository by law
enforcement agencies, prosecutors, and courts in all 83 Michigan counties.
F. “Indentix” means the national criminal history verification service that, as of the effective date of this policy, is used by the Church. This type of
background check is not free and will provide information regarding criminal offenses under federal law and the laws of all fifty states. An individual
must be fingerprinted in order to run an Identix check.
G. “Michigan Public Sex Offender Registry” means the registry maintained by the Michigan State Police that according to the web site “is intended to
provide the people of this state with an appropriate, comprehensive, and effective means to monitor those persons who pose such a potential
danger.” The web site also notes that “[e]xtreme care should be exercised in using any information obtained from this web site.” For further
information, go to http://www.mipsor.state.mi.us/.
H. “Regular Volunteers” means church school teachers, regular church school substitutes, members of the Christian Education Team (“CE Team”),
Youth Fellowship leaders, regular chaperones, confirmation mentors, and Our Whole Lives teachers.
I. “Regular Volunteer Assistants” means those who assist Regular Volunteers. These assistants include church school assistants, volunteers who provide
children’s sermons, and volunteers who plan intergenerational services.
J. “Supervised Activities” means structured Church programs for youth and children, including the nursery, church school, and youth groups.
“Supervised Activities” also includes the following programs at Edgewood Summer Camp: (a) organized morning activities for children and youth and
(b) evening childcare.
K. “Unsupervised Activities” means all other times that children, youth, and adults are gathered for church-related activities, on or off church grounds.
“Unsupervised Activities” include, for example, all times at Edgewood Summer Camp, other than those specifically mentioned under Section IV.A.1.
below and the Bow’s Lake Winter Retreat.
L. “Volunteers” means Regular Volunteers, Regular Volunteer Assistants, and Occasional Volunteers.
III. Recruiting, Screening, and Hiring Workers
A. Volunteer Job Descriptions: The CE Coordinator, in consultation with the pastors, the Personnel Team, and the CE Team, shall create job
descriptions for all Volunteers.
B. Church Staff
1. All Church Staff job candidates shall complete an application, including a disclosure form, and a personal interview.
2. Background Checks
a. Before a job offer is made, the PersonnelTeam shall check the candidate’s personal references and, at the Church’s expense, shall conduct a
national criminal history verification by a third party vendor, such as Identix. The PersonnelTeam may, in its discretion, conduct other
background checks including, but not limited to, a review of the Michigan Public Sex Offender Registry and a criminal background check using the
state Internet Criminal History Access Tool (“ICHAT”). As part of the national criminal history verification, the applicant shall be fingerprinted.
b. After the initial national criminal history verification, the PersonnelTeam shall annually conduct a review of the Michigan Public Sex Offender
Registry and a state ICHAT background check for all Church Staff. Every five years, the PersonnelTeam shall conduct a national criminal history
verification, by a third party vendor, such as Identix.
C. Childcare Providers
1. All Childcare Provider job candidates shall complete an application, including a disclosure form, and a personal interview.
2. Background Checks
a. Before a job offer is made, the Childcare Coordinator shall check a candidate’s personal references and the CE Coordinator shall , at the Church’s
expense, conduct a national criminal history verification by a third party vendor, such as Identix. The CE Coordinator may, in its discretion,
conduct other background checks including, but not necessarily limited to, a review of the Michigan Public Sex Offender Registry and a criminal
background check using the state Internet Criminal History Access Tool (“ICHAT”). As part of the national criminal history verification, the
applicant shall be fingerprinted.
b. After the initial national criminal history verification, the CE Coordinator shall annually conduct a review of the Michigan Public Sex Offender
Registry and a state ICHAT background check for all Childcare Providers. Every five years, the CE Coordinator shall conduct a national criminal
history verification by a third party vendor, such as Identix.
c. For those Childcare Providers who are minors, parental consent will be obtained for background checks.
D. Regular Volunteers
1. All Regular Volunteers shall complete an application, including a self disclosure form. For those volunteers who want to be a driver for off-site field
trips, a copy of their driver’s license and proof of automobile insurance shall be provided and be on file in advance of participating as a driver for a
field trip.
2. Before beginning volunteer service, Regular Volunteers should be church members or active attendees for approximately six months time.
3. Background Checks: The CE Coordinator shall conduct annual state ICHAT checks of all Regular Volunteers. In addition, if a potential Regular
Volunteer has moved to the State of Michigan within the last twelve months, at the discretion of the Christian Education Coordinator and in
consultation with the pastors, a potential Regular Volunteer may also be subject to a national criminal history verification by a third party vendor,
such as Identix. As part of these discretionary checks, a potential Regular Volunteer may be asked to submit fingerprints.
E. Confidentiality
1. The results of all background checks shall be confidential and stored in a secure cabinet. Only the pastors, CE Coordinator, and church moderator
shall have access to the background check results completed for Regular Volunteers and Childcare Providers. Only the pastors and the chair of the
PersonnelTeam shall have access to the background check results completed for Church Staff.
2. The pastors, CE Coordinator, and church moderator will review the results of the Regular Volunteer and the Childcare Provider background checks
and will respond in an appropriate manner. The pastors and the chair of the Personnel Team will review the results of the Church Staff background
checks and will respond in an appropriate manner.
F. Implementation
1. As soon as reasonably possible after this policy is approved, within approximately six months, the current Church Staff, Childcare Coordinators,
and Regular Volunteers shall complete the disclosure form, national criminal history verification, registered sex offender review, and ICHAT check,
as required above.
2. Church Staff and Regular Volunteers who have already fulfilled the screening requirements before the adoption of this policy will repeat the
screening required by Sections III.B. and III.C. of this policy before the fifth anniversary of their last screening.
IV. Guidelines for Safe Ministry
A. Training of Regular Volunteers; Discipline Policy; Behavior Covenant; Physical Touch
1. The CE Coordinator, in consultation with the pastors and the CE Team, shall conduct periodic training sessions for all Regular Volunteers.
2. Such training shall include information regarding appropriate discipline methods and the Safe Church Policy, including building and physical safety.
3. Discipline Policy: The CE Coordinator, in consultation with the pastors and the CE Team, shall create a policy containing appropriate guidelines for
discipline for the children and youth. This policy should contain clear, simple guidelines. The goal of the policy is to create a safe environment for
students and teachers. The theme of the discipline policy should be respect for self, peers, adults, and property. Physical, mental or emotional
punishment is never an appropriate form of discipline.
4. Behavior Covenant: The CE Coordinator, in consultation with the pastors and the CE Team, shall create a behavior covenant for the children and
youth. The Safe Church Committe suggests that children and youth be involved in creating this behavioral covenant. The Safe Church Committee
also suggests that the behavioral covenant be drafted very simply and broadly so that it might apply from year to year. Periodically, the covenant
shall be reviewed and, if appropriate, revised.
5. Physical Touch: Training of Regular Volunteers should include information regarding appropriate touch.
B. Record-Keeping; Permission Slips
1. The CE Coordinator shall develop a system for taking attendance in Sunday morning classes for children and youth.
2. The CE Coordinator shall have parents complete annual emergency cards for each child and youth and shall attempt to have visitors complete
visitor registration forms.
3. Permission slips containing emergency contact information shall be completed for all youth and children for off-site field trips.
C. Drivers for Off-Site Field Trips; Seatbelts; Life Jackets
1. Drivers for off-site field trips must be at least 21 years old and must be Church Staff, Childcare Providers, or Regular Volunteers.
2. Car seats and seat belts must be used for each passenger as required by State law.
3. Life jackets must be worn by each passenger when on a boat of any kind.
D. Bathroom Policy
1. A Childcare Provider shall act as a hall monitor for the east Christian Education wing during Sunday morning classes, shall be available to assist
young children with bathroom needs, and shall periodically check the bathrooms for safety.
2. If an adult is in the bathroom stall with a preschool child who needs toileting assistance, the stall door shall be cracked open.
E. Care during Unsupervised Activities and Supervised Activities
1. During Unsupervised Activities, parents are responsible for the safety of their children and youth.
2. At all Supervised Activities, including, but not limited to, the nursery, church school, youth fellowship, youth retreats, and mission trips, there
shall be a minimum of two adults present, at least one of whom is Church Staff , a Regular Volunteer, or a Childcare Provider. To the extent
possible, the adults shall be unrelated. Adults may be related if there is a third adult present.
3. During overnight coed Supervised Activities including children and youth, to the extent possible there shall be both a male and female chaperone.
4. With the exception of high school events as discussed in Section IV.E.5. below, during Supervised Activities Child Care Providers and Regular
Volunteers must be at least five years older than the youth or children that they are supervising.
5. At high school events, each Volunteer must be at least 18 years old.
6. A child less than eighteen years old may attend either Bow’s Lake Retreat or Edgewood Summer Camp without their parents if the child’s parents
arrange for another adult to supervise the child.
F. Recommended Adult-Child Ratios during Supervised Activities
1. Nursery: In the nursery there shall be two adults (at least one of whom is a Childcare Provider or a Regular Volunteer) to care for eight or fewer
children. If there are more than eight children, there shall be an additional adult for each four children. Thus, for example, if there are nine
children, there should be three adults; if there are thirteen children, there should be four adults.
2. Preschool: In the preschool room, there shall be two adults (at least one of whom is a Childcare Provider or a Regular Volunteer) to care for sixteen
or fewer children. If there are more than sixteen children, there shall be an additional adult for each eight children. Thus, for example, if there are
seventeen children there should be three adults; if there are twenty-four children, there should be four adults.
3. During Supervised Activities that take place away from the Church building, there should be a 1:5 ratio of adults to children or youth. It is presumed
that there will be no such Supervised Activities away from the Church building for nursery-aged children.
G. First Aid & CPR Training: All Church Staff who work with children and Childcare Providers will be offered education in first aid and CPR. Volunteers
will also be encouraged to attend these educational sessions.
H. “Open Door Policy”
1. As stated in Section VI.D.1. below, to the extent possible, windows shall be placed in all main entry classroom doors and office doors. If windows
cannot be placed in doors, those doors shall remain open during class times and meetings.
2. To the extent possible, pastors shall have an open door policy when visiting with individuals in their offices. To the extent a door must be closed
because a conversation must be private, counseling shall take place in rooms with a window, either cut into the door or otherwise.
I. Educating New Members: As part of the new member class, potential members shall be informed of the Edgewood Safe Church policy.
J. Basic Safety Precautions, Health Issues, Allergies, & Dietary Restrictions
1. Basic safety precautions shall be encouraged through the education of Church Staff, Child Care Providers, and Volunteers. Such safety precautions
shall include:
a. Proper hand washing techniques,
b. Food safety guidelines to be posted in the kitchen,
c. Safety procedures for Volunteers who help with Church renovation and maintenance projects, and
d. Common sense health guidelines, such as reminding Church Staff, Child Care Providers, and Volunteers to stay home if they are ill, particularly
if they are to be serving or preparing food.
2. Registration forms shall include a question regarding relevant health issues, (asthma or environmental allergies, for example), dietary restrictions
(vegetarian, vegan, etc.), and food allergies.
3. The CE Coordinator, in consultation with the CE Team, shall create policies to ensure that Church Staff, Child Care Providers, and Volunteers are
informed of any relevant health issues, food allergies and dietary restrictions. Such policies shall include placing allergies on children’s name tags
and placing an allergy list next to classroom doors.
K. Drop-off and Pick-up Policies
1. Christian Education registration forms shall ask parents to list all authorized persons to whom their children may be released. The CE Coordinator,
in consultation with the CE Team, shall develop policies to ensure that this information is given to Volunteers.
2. Nursery and Pre-School: Parents or another authorized person must sign-in and sign-out their children.
3. Kindergarten-Fifth Grade: Parents or another authorized person shall come to pick up their children from Supervised Activities. Alternatively, the
volunteer may take the child to find a parent or another authorized person. This applies to church school, choir, and other Supervised Activities.
4. Middle School and High School Youth: Middle School and High School Youth shall be released from class once the church service has concluded.
5. The CE Coordinator and the pastors shall periodically educate parents and Volunteers regarding drop off and pick up policies. Such education
shall include periodic announcements at the beginning of the service and during children’s time. Such education might also include
announcements in the bulletin, the newsletter, handouts to be given parents at the beginning of the church year, and information in Visitor’s
packets.
V. Reporting Possible Abuse
A. If for any reason Church Staff, Childcare Providers, or a Volunteer suspects that abuse may have occurred or receives a report of possible abuse, he or
she shall immediately contact one of the pastors. B. In all cases, the Church Staff member, Childcare Provider, Volunteer, or the pastor shall reassure the person reporting that they hear their concern
and that action will be taken. Other than as provided in Section V.A. above, the information should be kept strictly confidential.
C. As mandated reporters, the pastors shall contact appropriate State authorities as required by law. Other community resources and professionals shall
be contacted as needed or required.
D. When counseling the potential victim, the pastors shall recommend other professional help, as appropriate.
E. The pastors will use a tracking form to log meetings, contacts, and other information regarding any situation in which alleged abuse has been
reported. Record keeping will be done in the most thorough way possible and these records will be kept in a password protected location.
VI. Building and Physical Safety A. Emergence Fire Procedures: In consultation with the Fire Marshall, Church Staff shall develop emergency fire safety procedures.
B. Playground: The Building and Grounds Team shall make periodic safety inspections of the playground and shall arrange necessary upkeep and
repairs.
C. Hazardous Materials
1. The Building and Grounds Team shall have the building inspected for potentially hazardous materials such as lead and asbestos. If such materials
are found and, if reasonably possible, the Building and Grounds Team shall arrange to abate such materials.
2. The Building and Grounds Team shall inform the Fire Department of the location of hazardous materials, if any.
D. Building Security: The Building and Grounds Team shall take additional reasonable steps to create a safe building, including:
1. To the extent possible, windows shall be placed in all classroom and office doors. If windows cannot be placed in doors, those doors shall remain
open during class times.
2. The sextons shall be asked to check all exterior windows and doors to ensure they are locked.
3. As soon as feasible, a doorbell system shall be installed so church doors can be locked when staff members are alone in the building.
4. Building keys shall be secure. The Building and Grounds Team shall develop a policy to ensure that building keys are secure.
E. Additional Safety Policies and Procedures
1. The Building and Grounds Team shall develop additional policies and procedures, including those for inclement weather, intruders, medical
emergencies, etc. The following should be considered:
a. Arranging for volunteer hall monitors on Sundays. These volunteers, who would be equipped with cell phones, might be charged with being alert
for intruder issues. Such monitors would be in addition to the child care worker who is to be posted in the child care wing hallway during church
school on Sunday mornings.
b. Arranging for a few pre-paid phones to be located in a few spots in the church.
c. Creating procedures to follow in the event of an attack. For example, if there is a suspicion of attack, teachers shall lock doors and turn out lights
d. Suggesting and paying for self-defense classes for staff members.
2. The Building and Grounds Team shall review safety policies and procedures annually for compliance and possible amendment.
F. Injury or Illness
1. First aid kits with gloves for handling bodily fluids shall be placed in all classrooms.
2. In case of injury or illness, classroom teachers and any other adults shall use gloves when handling bodily fluids. Materials containing bodily fluids
shall be bagged, tied up, and disposed of.
3. Procedures on universal precautions regarding the handling of bodily fluids shall be posted in classrooms.
VII. Policy Review
This policy will be reviewed by the Church Council for implementation one year after passage and then every three years after the initial review.
