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Best Practices for Healthy Children’s & Youth Ministry Episcopal Diocese of North Carolina

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The Diocese of North Carolina Children and Youth Ministries Office is dedicated to modeling positive and healthy practices in our ministry with children and youth, striving for the wellbeing of all young people and those who work with them. This document provides relevant and up-to-date practices, including matters of transportation, medication, supervision, and yes, even technology such as use of Facebook and texting. We encourage feedback and will be up dating these practices as needed. These practices are recommended and highly encouraged, but are not required policies of the diocese, unless otherwise stated.

The Episcopal Diocese of North Carolina Safe Church Training http://www.dionc.org/Diocese/safe-church-training.html Diocesan House 800-448-8775

Spring 2016


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Young people are one of the highest priorities of the Episcopal Diocese of North Carolina. Those who work with our children and youth have been entrusted to protect, nurture and guide them in a healthy, Christian atmosphere. This document offers guidelines to assist those working with children and youth in providing the safest environment for our young people. These are not mandates from the diocese; each parish may need to adapt these policies to their own unique community.

The term: Children will refer to persons from infancy through 5th grade. Youth will refer to persons from 6th grade-12th grade. The term Young People will refer to all persons from infancy to 18 years old. Young Adult will refer to all persons ages 18 (after graduating from high school) to 23 years old; young adults should have been out of high school at least one year to volunteer with any youth program. Adult will refer to all persons age 24 & older working with youth at parish & diocesan programs. The policies below apply to all adults and young adults who work with youth, except when stated otherwise.

DIOCESAN POLICY ON MISCONDUCT PREVENTION TRAINING

This diocesan webpage provides definitions of terms, guidelines for those working with children and youth and required trainings. Click on this link and scroll down to Misconduct Prevention training to learn more about Level I & II. For Training set up contact Catherine Massey. Level I: Online training (Approximately 1.5 hours)

Online training is required for all Sunday school teachers, nursery volunteers and volunteers working with a partner . This training should be renewed online every year. Confirmation of course completion will be sent from Church Pension Group directly to the parish for record keeping, and a copy will also be sent to the diocese. No certificate will be mailed to the individual.

Level II: Classroom training (3 hours)

This interactive classroom training is required for clergy serving in the Diocese, diocesan employees, church employees, volunteer Youth Ministers, preschool employees, Lay Eucharistic Visitors, Stephen Ministers, tutors, pastoral visitors and those who visit the sick, elderly or those in prison on behalf of the church. Training is provided through the Diocese by certified trainers. This course must be renewed every three years. The Diocese will keep records of those who have completed Level II training, and a certificate may be provided upon request.


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RECOMMENDED GUIDELINES

● TWO OR MORE POLICY: There should be two or more adults present with any one or more

young people. ● 1:7 RATIO: For groups of 14 or more youth, there should be at least one adult to every seven

youth. Young adults may be counted as one of the adults, provided there is at least one adult present, though they should not be left in a supervisory role. Ratios for children to adults are not set by the Diocese and should be determined by each parish. Recommended guidelines are available from National Association for Education of Young Children.

● INSURANCE: Adult leaders should review both their church’s policy and their own personal policies for liability coverage.

● ADULT VOLUNTEERS should be active participants in their parish for at least six months prior to working with young people.

● OPEN DOOR POLICY: Two people together should be observable at all times. When meeting with a youth outside of regular youth group activities, the adult leader should follow the Open Door Policy as long as other people are in the church. Otherwise, the meeting should take place in a public location, such as a coffee shop.

● SUPERVISION: ○ MALES AND FEMALES should sleep in separate spaces. If conditions force both

genders to sleep in the same room, a physical boundary should be created to separate the sexes.

○ It is recommended that only one person sleep in a bed unless they are a married couple.

○ Roommates should always change clothes in a private space, such as in the bathroom. ○ HOURS OF SLEEP: The schedule of the event should allow for at least 8 hours of sleep

per day. ○ ADULTS WITH YOUTH: There should be at least two adults present if they are in the

same sleeping area as youth. ○ ADULT SHOWERS: Adult leaders should shower in a separate place or at a separate

time from youth. Exceptions to be made with persons with disabilities; open door and or 2 people to assist.

○ For children or those who need assistance in the bathroom, including diaper changing, the door will be left open when they are being assisted so that they are observable at all times.

○ Young children should be supervised at all times. It is at the discretion of each parish to set their own policy in terms of allowing young people to travel throughout the facility.


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MEDICAL SUPERVISION

● MEDICAL FORMS: A current (within the last year) medical form for all young people and adults

should be completed and made readily available for all programs, whether at the church or another location. (See Resources)

● FIRST AID KITS: A Red Cross First Aid kit (or the equivalent) should be readily available for all programs. Included in this should be a notebook to record all transactions involving administration of first aid, and/or distribution of medications. Young people and young adults should not distribute any medications. (See Resources)

● INJURY/INCIDENT REPORT: Should an injury or accident occur during a program with young people, a report should be completed before the end of the event, describing the incident and the actions taken. Parents should be notified in the event of an injury or accident. (See Resources)

● EMERGENCY PLAN: Adult leaders should develop an emergency plan prior to any event. This plan should include location of the closest medical facility, what two individuals (two adults or an adult and another youth) will accompany the injured young person to the hospital and what adult would contact the parents of the injured youth.

PASTORAL CARE

● PASTORAL COUNSELING: Adult leaders need to recognize the limits of their counseling expertise

and the severity of any issue brought to them by young people. The adult leader may need to consult his or her priest and/or the parents of the young person about the issue and make referrals to professional counseling agencies.

● EMERGENCY INTERVENTION: If there is a concern of self harm or harm to another individual, the leader should first contact the parents and priest, then possibly the Diocesan Pastoral Response Team at 877-332-3394. This committee can help advise the appropriate actions that should be taken. The third step may be a meeting with the young person and his or her parents.

COMMUNICATION

● COMMUNITY COVENANT: All youth groups should create a community covenant that will be

signed by each youth participant and his or her parents. The covenant should clarify rules and expectations, especially involving social media. (See Resources)

● PARENT NOTIFICATION: When meeting with a youth outside of regular youth group activities, the adult leader should notify the parents of the youth as to when, where and why this meeting will take place.

● PUBLICATION AND WEB: Adults leaders should obtain written permission from parents to print, publish and upload on a website any photos or video of young people. Their last names, and/or any photos of them in swim suites or sleepwear should not be displayed on the web, church


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bulletin boards or any public viewing. It is highly recommended that adults working with young people not take such photos.

● Social Media ○ Email/Texting/Facebook/Instagram/Twitter (any social media between young people and

adults) are all helpful tools in ministry when used appropriately. However... ■ It is recommended that Snapchat not be used. ■ Clear expectations on use of these tools should be spelled out in the Community

Covenant. ■ It is recommended that there be no texting between young people and adult

leaders during school hours or after 10 PM. ■ If adult leaders create a social networking site for their youth program, this site

should be accessible to other adult leaders within the program. Adult leaders should primarily use this page to send group messages and refrain from exclusive, personal messages.

■ No images of youth in sleepwear or swimsuits should be posted. ■ Should adult leaders maintain a personal site, this should be made private and not

made available to the youth. ■ Adult leaders should educate both youth and adults in the risks involved with

such social networking and how to safeguard oneself from these risks. ■ It is highly recommended that all communication between adults and young

people should be done in a group form, though there may be occasions when individual communication is necessary. At all times, these communication should be related to the ministry and not private communications.

TRANSPORTATION

● YOUTH AND YOUNG ADULT DRIVERS: IT IS HIGHLY RECOMMENDED THAT youth and young

adults should not be permitted to drive young people during any event. ● DRIVER’S LICENSE: Churches should request a copy of all adult leaders’ driver’s licenses; and

have each driver complete the Transporting Young People in a Motor Vehicle Form. As an additional measure, if there are questions concerning the driving record, A DMV Driving Record Request should be completed.

● CAR SEAT BELTS: All passengers and the driver MUST wear a seatbelt at all times while the vehicle’s engine is running.

● CELL PHONES: No drivers should use a cell phone for calls or texting while vehicle is in motion. ● 2 ADULTS PER VEHICLE: For trips eight hours or longer, it is recommended that there be at least

two adult drivers who will rotate driving responsibilities. It is highly discouraged that one adult drive with one youth; should circumstances force this arrangement, the driver should call the parents of the young people and one other adult from the group at the time of departure and arrival.


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● PASSENGER VANS/CHURCH BUSES: Adult leaders should check the insurance policy of their church for regulations about use of vans and buses. If either of these vehicles is to be used, it is recommended that the driver(s) receive special driving/safety training.

● When transporting children under eight years old or weighing less than eighty pounds must ride in a car seat or booster. Link to NC Laws.

● (See Resources)

PERSONAL SPACE

● No Lap Sitting for persons over the age of 5 ● No Wrestling ● No Hugs From Behind ● No Body Massages ● No Intimate Contact ● No unwanted and/or Unsolicited Body Contact ● (See Resources)

APPROPRIATE DRESS

● OFFENSIVE CLOTHING: No offensive clothing, slogans or messages should be visible during any

youth event. ● SWIM WEAR DURING MISSION TRIPS AND CAMP: Females should wear bathing suits that cover

the torso with shoulder straps; Males should not wear spandex suits. Swimsuits should only be worn at the beach or pool or any other kind of recreational water activity. Shirts should be worn by both genders while at a work site.

● Undergarments should not be exposed. ie. bras, boxers, thin leggings. Shorts should be fingertip length and tops should cover cleavage.

SAFETY IN GAMES

● FOLLOW PERSONAL SPACE STANDARDS: All games should be reviewed for appropriateness in

terms of body contact, familiarity of the group, and physical and emotional safety. ● SAFE ENVIRONMENT: Leaders should assess the space for games concerning safety. Are there

rocks or holes in the field? Check to be sure there is adequate lighting and space. What are the limitations of the facility?

● INCLUSIVE VERSUS EXCLUSIVE/FAMILIARITY OF THE GROUP: Leaders should assess the game(s) with regard to how inclusive the game is for individuals in the group. What are the physical limitations of the members of your group? Are participants eliminated and for how long? How well do the participants know each other?


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● PURPOSE AND GOALS: Leaders should assess the games for their overall purpose. What are you trying to accomplish; getting the group to know each other, building community or perhaps just releasing energy? How can the game relate to the overall theme of the program? How can you process with the group to evaluate what they have learned from the experience?

● INAPPROPRIATE GAMES OR GAMES TO ASSESSED FOR APPROPRIATENESS (See Resources)


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RESOURCES

● SAMPLE FORMS (RECOMMENDED)

• Registration and Medical Form • Consent and Liability Form • Incident Report Form • Children and Youth Ministry Volunteer Policies/Form • Reporting Abuse, Neglect, or Exploitation of Children, the Elderly, or People with

Disabilities • Community Covenant • Adult Community Covenant • Media/Photo Release Form • Transportation of Children and Youth • Medical Log Form • Red Cross First Aid List

● HELPFUL LINKS • Texting with Teens: Sample Policies • What Your Ministry Should Know about Youth Texting Exposures • Brotherhood Mutual: Safety Library • Diocese of Central Florida Guidelines for Appropriate Affection • Secure Search $ (background checks) • Safeguards for Children and Youth (The Appendix, page 11, has numerous sample forms,

including Confidential notice of concern, application form and Code of Conduct for the Protection of Children and Youth)

● TRANSPORTATION

• Transportation of Children and Youth • Driving Record $ • 15 Passenger Van Safety • Consumer Advisory: NHTSA Reissues 15-Passenger Van Safety Caution

● MISSION TRIPS/PILGRIMAGE/FOREIGN TRAVEL

• Protecting Your Ministry's Travelers

● BOOKS & ARTICLES • Better Safe Than Sued • Better Safe than Sued: 12 principles of safety every youth minister needs to know • Youth Ministry: Stay Safe and Have Fun

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