Child, Youth, and Vulnerable Adult Protection Polices

Reviewed July 2023

God calls us to make our churches safe places, protecting children and other vulnerable persons from sexual and ritual abuse. God calls us to create communities of faith where children and adults grow safe and strong (from The Book of Resolutions of the United Methodist Church). First United Methodist Church, Boerne (FUMC) is committed to provide a safe and nurturing environment for children and youth who participate in its ministries. Additionally, we will take precautions to protect church workers from false accusations or suspicions. In response to the resolution of the General Conference of The United Methodist Church and the directives of the Rio Texas Conference of The United Methodist Church and in covenant with the children and youth who participate in our programs and ministries, the parents and guardians of those children and youth, we adopt the following Child/Youth/Vulnerable Adult Protection Policy.

Every church worker, whether volunteer or employed staff, plays a part in our collective role of fostering the spiritual development of those who participate in our church-sponsored ministries. All individuals who participate in this church’s ministries for children and youth are an expression of our vows to nurture these precious and blessed gifts in the Christian faith. Any policy or procedure affecting these ministries and those that serve to further them must acknowledge the gift of service and respect the integrity of the individuals who demonstrate the love of Jesus Christ for our children and youth.

Striving to achieve a balance between caution and respect, love and procedure, we pledge to conduct the ministry of the gospel in ways that assure the safety and spiritual growth of all our children and youth as well as all of those who work with children and youth. We will follow reasonable safety measures in the recruitment and selection of workers; we will implement prudent operational and supervisory procedures in all programs and events; we will educate all of our workers regarding the use of all appropriate policies and methods; we will require an agreement from all who work in this ministry to acknowledge a code of ethics and participate in a covenant to conform to the spirit and terms of such code; we will have a clearly defined procedure for reporting a suspected incident of abuse that conforms to the requirement of the law; and we will establish respectful and effective procedures to be followed in response to allegations of abuse.

These policies will be implemented under the supervision of the Senior and Associate Pastors in coordination with the Ministry Directors.

A. Abuse: is any deliberate act that inflicts bodily or emotional harm to a Participant. Abuse includes: (a) the infliction of physical or emotional injury by other than accidental means; (b) the creation of a risk, or allowing the creation of risk, to a Participant by other than accidental means; (c) committing or allowing to be committed an act of Sexual Abuse, Sexual Exploitation, or prostitution upon the Participant.
 
B. Adult Leader: is any person age 18 years or older, not in High School, who has the responsibility for the care and supervision of a Participant at an event.. This includes paid employees, volunteers, or clergy.
 
C. Applicant: is any person 18 years of age or older seeking to become an Adult Leader.

D. Assistant Leader: is any person 16 years of age or older who has been through the application and safety certification process, but does not qualify for a background check. These individuals are still considered to be Participants and cannot fill the role of a mandatory Adult Leader.

E. Day Ministry Event: is an activity or occasion that involves a gathering and care of Participants during the hours of 7:00am-10:00pm, and does not occur for more than four hours per day in duration of four or more consecutive days.

F. Exploitation: is obtaining or using another person's income, assets, or possessions with the intent to deprive the person of those resources.

G. Neglect: is failure to provide nutrition, medical, surgical, or any other care necessary for the well-being of the Participants.

H. Overnight/Extended Hour Ministry Event: an activity or occasion that involves the gathering and care of Participants for more than four hours per day in duration of four consecutive days or involves an overnight stay.

I. Participant: is a Child, Youth, or Vulnerable Adult that is registered, enrolled, attending, or otherwise participating in an event or activity sponsored by the annual conference, a district, or a local church in the Rio Texas Conference. a. Child: is any person 11 years of age or younger, b. Youth: is a person 12-17 years of age, c. Vulnerable Adult: persons over 18 years of age with physical, mental, and/or developmental disabilities.

J. Rule of Three: The presence of two unrelated Adult Leaders at all ministry events involving Participants. Any engagement with a Participant requires the presence of two Adult Leaders.

K. Sexual Abuse: is any sexual contact, sexually explicit language, gestures, or images directed to a Participant.

L. Sexual Exploitation: is any deliberate act that allows or encourages a Participant to engage in an act of obscene or pornographic photography, filming, or depiction of a Participant as prohibited under Texas law.

M. Supervision: is the leadership role of a person who is in charge of a group of Participants, giving direction, setting boundaries, disciplining appropriately, maintaining safety and being the leader in all situations.

N. Church Staff: Any paid employee, full-time or part-time, of FUMC Boerne.

O. Custodian: A person who has been given custody of a minor on a temporary basis with the permission of the child’s parent or legal guardian.

P. Group Leader: Any Adult Worker age 18 or older who has a leadership role (ie, VBS or ASP director).

Q. Ministry Director: FUMC employee who is leader of the children’s, youth, adult, or music ministries, and is responsible for guiding, advising, nurturing and supervising the leaders who direct and support programming in a ministry area.

Age 
Adult Leaders must be at least 18 years of age and no longer in High School. In addition, Adult Leaders must be at least 5 years older than the oldest participant they work with. Assistant Leaders must be at least 16 years of age and have completed the application and safety certification process but do not qualify for a background check. In addition, Assistant Leaders must be at least 5 years older than the oldest participant they work with. These individuals are still considered participants and cannot fill the role of an Adult Leader, which means they cannot be left alone with participants.
 
Application 
Adult Leaders and Assistant Leaders shall submit an application for ministry along with three (work, volunteer, or ministry) references at Safegatherings.com. Applicants should be active in the local church/ministry for a minimum of six months prior to the event or provide additional references affirming their positive leadership with participants in another ministry setting. In the case of new staff hires, references deemed adequate by the hiring supervisor will replace the six month waiting period. In the case of Adult Ministry Leaders or Assistant Leaders, previous ministry experience within the Rio Texas Conference may be transferred in lieu of the six month waiting period pending approval of the Rio Texas Conference Office.

Background Checks
Adult Leaders shall submit through Safegetherings.com a signed authorization form for a criminal background screening to be completed by the Rio Texas Conference every two years. This will include a signed statement that they are not aware of any allegations that would prevent them from working with participants. If the results of the screening raise questions about the fitness of the applicant, the Rio Texas Conference office shall disapprove the application and notify the local church. Results of criminal background screenings shall be kept confidential. Applicants can request that the conference office share the results of their criminal background screening with another district or local church in the Rio Texas Conference via a signed request authorization form.

Safety Policy Acknowledgement 
All leaders are required to sign a statement acknowledging that they have read, understand, and will abide by the Child/Youth/Vulnerable Adult Protection Policies prior to working with participants.

Training and Certification 
All Adult Leaders and Assistant Leaders must be certified for their work here at FUMC Boerne. Certification includes:
     1. Completion of Abuse prevention training every year.
     2. Completion of Safety Certification every two years. Certification will include the following modules:
          A. Overview of the Rio Texas Conference Safety Policy
          B. Abuse prevention
          C. Creating safe spaces, best practices for ministry, sexual ethics, and appropriate leader behavior.
          D. Overnight/extended hour ministry training.

Adults working in ministries that interact with children, youth, and vulnerable adults but do not supervise them will be required to have a current background check from RedStar but do not have to complete the training through Safegatherings.com or the Trusted con Confianza certification through the Rio Texas conference.

Health 
All adults who work with children, youth, and vulnerable adults must:
     1. Be free of any health risks, such as fever or other contagious illness, when working with children, youth, or vulnerable adults.
     2. Be tobacco free in the presence or view of children and youth.
     3. Not possess or be under the influence of alcohol and/or any illegal substance while leading, hosting, or participating in a function sponsored by the church. 

Supervision 
Supervision is focused attention and intentional observation of all children/youth at all times. In a group setting, adult leaders should position themselves so that they can see and hear all of the participants. When off campus, participants should be placed in groups with at least two adult leaders supervising. These leaders must keep all children they are responsible for within sight and in close enough proximity to hear each participant in their group. When transitioning from one event or area to the next, the adult leaders must count heads in preparation for the transition to ensure all are present, make the transition, and count heads again to make sure everyone arrives at the new location/event. All adult leaders, whether on or off campus, must have a list of all the participants in their care .

Never Alone/Rule of Three 
There will be at least two adult leaders present at all times during any church sponsored program, event, or ministry involving participants, with a ratio of one adult leader for every eight participants. Any one on one mentoring or consulting shall be conducted in sight of another Adult Leader. Assistant Leaders must work under the supervision of two Adult Leaders.

Overnight or Off Church Property Activities 
All overnight or off property activities sponsored or approved by FUMC require the approval of the Ministry Director. Transportation Policies For Participants shall be followed for all off campus events. (see Page 10) At least two adults shall supervise all groups of participants on off campus events, including travelling to and from the event. In situations when a child is not picked up from an event, parents should be called. If they cannot pick up the child, the worker should seek another adult to accompany them to take the child home. The two adult rule does not apply in parent-child relationships or in emergency situations where transporting a child to receive medical attention is the top priority.
Permission slips, including medical release information, shall be used for all off site and overnight events (see Transportation Policies for more information). An annual form may be used to cover all activities for the year, with parents receiving detailed information concerning each activity. The Group Leader or Ministry Director will verify that the form has been completed and is on file prior to the activity.

Rules of Conduct for Overnight/Off Site Activities 
Co-ed overnight activities require male and female adult Group Leaders. No exceptions to this policy will be allowed. The written permission of the parent or legal guardian/custodian is required for a minor to leave an overnight activity prior to its scheduled termination time or to leave with anyone other than his or her parent or guardian/custodian. Youth couple(s) of the opposite sex will be under direct supervision at all times. Minors of the opposite sex will not be allowed to sleep in the same room. Sleeping accommodations shall include a sleeping distance of no less than three feet between Adult Leaders, Assistant Leaders, and Participants.

Behaviors and Attitudes of Those Who Work with Children, Youth, and Vulnerable Adults 
All people who work with children, youth, and vulnerable adults are expected to:
     1. Act and react with Christian love and understanding in all situations, following the Discipline Guidelines (see below).
     2. Portray a positive role model by maintaining an attitude of respect, loyalty, patience, courtesy, and maturity.
     3. Refrain from profanity in the presence of children, youth, and vulnerable adults.

Identification 
During programs and events, all adults, including visitors, should be identifiable. Lanyards, nametags with first and last names and role during the event, or other identifiers must be used.

Check In and Release of Children and Youth 
     Check In
    Nursery - Parents or legal guardians/custodians will be requested to provide the Nursery Director with written information stating who is authorized to pick up their child in case of emergency or who is forbidden by judicial order. (A certified copy of any applicable judicial order must be provided upon request.) The parent or legal guardian/custodian will register their name and the child’s full name in the daily roster upon entering the nursery area and take a pager assigned to their family. All personal items for the child, including diaper bags, blankets, clothing and pacifiers, should be labeled with child’s first and last name. Permanent, waterproof labels are preferred. It is recommended that no personal toys or valuable items be brought into the nursery. The nursery does not assume responsibility for any personal items left in the nursery.
     Children - All children (birth through 5th grade) must be signed in by a parent or other designated adult. Youth - Youth do not have to be checked in by a parent; they can arrive to activities on their own.
 
     Check Out 
     Nursery - Parent or designated adult will sign their child out and return the pager to the nursery staff. Workers will not release children in their care to anyone other than the registered parents, legal guardian/ custodians, or persons specifically authorized to pick up the child.      
     Children - Children must be signed out by their parent or an authorized adult. Parents of 4th and 5th graders can give the Ministry Leader written permission for an older youth age sibling to sign them out at the end of events (with the exception of overnight events).
     Youth - Youth who arrive at the classroom or activity on their own will be allowed to leave on their own at the designated ending time, unless other instructions are given by the parent or guardian.

Adult Leader to Participant Ratios 
All ministry events and activities shall have a minimum of one Adult Leader for every eight Participants, also making sure to follow the Rule of Three (at least two adults must supervise any group of Participants).

Phone, Video, and Online Communication 
Adult Leaders must notify parents/legal guardians before requesting access, friending, texting, contacting a Participant via social media, or using any other form of online phone/video communication. Using the Rule of Three, all group or social media communications must include two Adult Leaders who serve as administrators/moderators. All groups must be closed, private, and shall require site administrator’s approval to join.

Photographs 
Adult Leaders cannot photograph or video participants for use on the internet or in print media without written permission from a parent or legal guardian.

First Aid/Illness 
Basic First Aid Supplies are kept in the narthex , workroom, and nursery in our main building; the kitchen in the FLC; and in the Resource Room downstairs in the CEB. We cannot administer medications (except overnight or off Church activities) so any child/youth with discomfort severe enough to require medicine should be escorted to the appropriate Ministry Director or church staff. The staff member will contact the parents so that the child/youth may be picked up. If first aid is required, please fill out an accident/incident report.

Safe Touch 
Physical touch is an important part of nurturing children - especially when comforting or affirming them. However, we must be careful to touch in a way that is safe and non-threatening to children. Whenever possible, get a child’s permission before touching them and if they say no, honor that. Shoulder to shoulder hugs, high fives, and cool handshakes are all ways to safely touch and affirm. Touch that is not allowed: full front hugs, tickling, wrestling, massaging, touching in an area that a swimsuit would cover, or children above 2nd grade sitting in anyone’s lap.

Playground Safety 
Please enforce these guidelines whenever you are in the playground area. Any child that refuses to follow these guidelines should sit out or find another constructive activity until they are ready to follow the rules.
     1. Please use the equipment for its intended purpose only (a tunnel is designed for children to go through, not climb on top of).
     2. No climbing on fences (see rule 1).
     3. No jumping off high platforms or swings (see rule 1).
     4. Go down the slide one at a time, in a sitting position with feet forward. Wait until the person in front of you is off the slide before you begin to slide).
     5. Games that involve the following are not allowed on the playground: tackling, pushing, grabbing, pulling, knocking down, tripping, climbing, or jumping on one another. Our playground is not designed for this type of play.
     6. Anything else an adult in charge feels is unsafe.

If you find anything wrong with the playground equipment or if someone is hurt, please notify the Ministry Director immediately.

Waiver To Policies and Procedures 
It is recognized there will be occasions when uncontrollable circumstances will require Director of Children’s/ Youth/Nursery/Preschool/Music Ministries/ASP (Ministry Directors) to make last minute judgment calls which could result in deviation from the letter of established rules. There can be no single standard answer or procedure established in advance to cover every conceivable situation which may arise. The spirit of our goal, ie, the safety of children and youth, must guide their ultimate decision(s). We expect the involved Ministry Director(s) to address each case on its own merits and make prudent decisions based upon the information available to them. If, after due consideration, a decision is made to deviate from published policy, the director concerned will:
     A. If at all possible, consult with their superior.
     B. Document in their personal files the deviation from policy.

None of the provisions of this paragraph should be construed as a substitute for adequate planning and proper program implementation. Deviation from established policy must be the exception not the rule! 

These vehicle requirements pertain to vehicles owned by FUMC, those provided by parents of participants, those provided by workers, and any leased or other commercial vehicle provided for transportation of minors.

• All vehicles shall be in good running order and possess a current license plate, a current safety inspection sticker, and passenger restraints as required by Texas law. 
• All vehicles will have insurance coverage as required by Texas law. 
• All vehicles will be multi-passenger. No motorcycles, scooters, or mopeds will be allowed. No vehicle will be allowed to carry more than the passenger capacity as specific by the vehicle manufacturer.

• All drivers will be considered adult leaders and subject to the screening and selection process as outlined in these policies, whether they are staff, volunteers, parents of participants, or FUMC licensed commercial drivers. The appropriate Ministry Director will pre-approve all drivers. 
• All drivers of church vehicles will have a current valid driver’s license, valid in Texas, with classification for the vehicle driven and be at least 25 years of age (21 years of age for FUMC employees). If private vehicles are used, the drivers must be at least 21 years of age. 
• All drivers will be subject to annual checks of their motor vehicle driving records. 
• Disqualified drivers: Persons who have been convicted of, placed on regular or deferred adjudicated probation for, received pre-trial diversion for, or pled guilty or nolo contendre to the following offenses: 
  • manslaughter 
  • criminally negligent homicide 
  • consumption or possession of alcoholic beverage in a motor vehicle
  • driving while intoxicated 
  • or any other intoxicated offense, including but not limited to: 
    • intoxication assault
    • intoxication manslaughter
    • and any drug possession or use charge 

Appeals to disqualification may be submitted to the Senior or Associate Pastor whose decision shall be final.

In Texas, anyone who suspects that a child is being abused or neglected has a legal obligation to report it. Abuse or neglect is any behavior listed in item 9 of the Code of Ethics, as well as any other behavior considered by the State of Texas to constitute abuse or neglect. See page 12 of this booklet to read the definitions of abuse or neglect.

Anyone suspecting or witnessing abuse should document in writing and immediately report those suspicions to both : 

• The Texas Department of Protective and Regulatory Services. TDPRS can be reached at 1-800-252-5400 or at www.txabusehotline.org (24 hours a day, 365 days a year)  
• The appropriate Ministry Leader and a member of the clergy at FUMC Boerne, in person or by phone. The person reporting abuse, Ministry Leader, and clergy will then meet in person as soon as possible to fill out the Suspected Incident of Child Abuse Report. 

In the case of an actual allegation, these guidelines will be followed by the Clergy:

• Make certain that all investigatory efforts are documented in writing, including dates, times, places, and names, etc. 
• Report the incident immediately to the church’s legal counsel, insurance company, District Superintendent, and/or Bishop. FUMC should not try to handle this without professional outside assistance. 
• Contact the proper civil authorities following the guidance of official investigators. Do not prejudge the situation, but take the allegations seriously. If appropriate, reach out to the victim and the victim’s family, and extend whatever pastoral resources are needed. 
• Treat the accused with dignity and support. The accused will be removed from his/her position as a worker with minors until the allegations are fully investigated and resolved. In the case of paid employees, the Senior Pastor, in consultation with Pastor Staff Parish Relations Committee, shall determine the extent to which employment and compensation should be continued during the investigation. 
• Designate a single organizational leader as spokesperson. This spokesperson will be the only person to convey information concerning the situation, and to avoid compromising any ongoing investigation, will convey only such information as is necessary under the circumstances. 
• Use the text of a prepared public statement to answer the press and to convey news to the congregation, being careful to safeguard the privacy and confidentiality of all in involved. This public statement will be approved by the Senior Pastor before release. 
• Provide supportive care to both the victim and the accused. 

Church workers and staff should be alert to the physical signs of abuse and molestation, as well as to behavioral and verbal signs that a victim may exhibit. Some of the more common signs are summarized below.
Physical signs may include: 

• Lacerations and bruises 
• Difficulty with urination 
• Irritation, pain, or injury to the genital areas 
• Discomfort when sitting 
• Torn or bloody underclothing 
• Venereal disease 

Behavioral signs may include:

• Anxiety when approaching church or nursery area (beyond normal separation anxiety) 
• Nightmares 
• Nervous or hostile behavior toward adults 
• Sexual self-consciousness 
• “Acting out” of sexual behavior 
• Withdrawal from church activities and friends 

Verbal signs may include the following statements: 

• "I don’t like (a particular church worker)" 
• "(A church worker) does things to me when we’re alone" 
• "I don’t like to be alone with (a church worker)" 
• "(A church worker) fooled around with me"

Adapted from Child Abuse: Governing Law and Legislation by I. Sloan (1983)

The Texas Department of Family and Protective Services defines abuse and neglect as the following acts or omissions by a person:

• Physical injury that results in substantial harm to the child, or the genuine threat of substantial harm from physical injury to the child, including any injury that is at variance with the history or explanation given. This does not include an accident or reasonable discipline by a parent, guardian, or managing possessory conservator that does not expose the child to a substantial risk of harm [TFC 261.001 (1)(C).].
• Sexual conduct harmful to a child's mental emotional, or physical welfare, including conduct that constitutes the offense of continuous sexual abuse of young child or children under Section 21.02, Penal Code, indecency with a child under Section 21.11, Penal Code, sexual assault under Section 22.011, Penal Code or aggravated sexual assault under 22.021, Penal Code [TFC 261.001(E).]. 
• Mental or emotional injury to a child that results in observable and material impairment in the child's growth, development, or psychological functioning [TFC 261.001(1)(A) & TFC 261.001(1)(B). ] .

Neglect includes the following acts or omissions by a person: 

• Placing a child in or failing to remove a child from a situation in which a reasonable person would realize requires judgment or actions beyond the child's level of maturity, physical condition, or mental abilities and that results in bodily injury or a substantial risk of immediate harm to the child [TFC 261.001(B)(i).]. 
• Failing to seek, obtain, or follow through with medical care for a child with the failure resulting in or presenting a substantial risk of death, disfigurement, or bodily injury or with the failure resulting in an observable and material impairment to the growth, development, or functioning of a child [TFC 261.001(B)(ii). ].
• The failure to provide a child with food, clothing, or shelter necessary to sustain the life or health of the child, excluding failure caused primarily by financial inability unless relief services have been offered and refused [TFC 261.001(B)(iii).]. 

FUMC Boerne has Emergency Action Practices in place for emergency situations such as fire, severe weather, bomb threats, and active shooter incidents. Copies of this plan can be found in the church office. Staff members and leaders need to be familiar with the Emergency Action Practices and be prepared to fulfill their responsibilities listed within.

Our safety policy exempts FUMC Preschool from its requirements. As a licensed child care facility, it comes within the purview of the State of Texas, whose requirements for child safety and abuse prevention are deemed sufficient by the Rio Texas Conference. 

Good discipline is an act of discipleship. When we disciple children and youth, we correct them in a way that shows them they are loved. Good discipline is guidance toward right behavior, which is much more effective than discipline for wrong behavior. The goal of discipline with children and youth is to train them to be Christ like. In order to achieve this end, the following guidelines are to be used in all situations involving children and youth. 

Emotional and spiritual safety flows from adults who believe that both children and adults are here to love and help each other and that each child is valuable as a person, both to God and to us. Children will know they matter to God only when they see that they matter to us. Some actions that nurture emotional and spiritual safety:

• Treating each student with respect, understanding, and love. 
• Listening with interest to what a student has to say; remember what they share with you. 
• Asking open ended question about things that interest a student. 
• Giving frequent, genuine smiles and safe touches, make frequent eye contact.
• Using a child’s name often and lovingly. 
• Giving a student choices in activities whenever possible (ask if they want to read instead of assigning a part). 
• Phrasing directions positively so that a child knows what he/she can do instead of what they can’t. 
• Recognizing and encouraging appropriate behavior through words and actions which help them appreciate themselves and their ability to relate to others in a positive manner. 

Leaders should have an understanding of the development, abilities, needs, and individual personalities of their particular group, and use this knowledge in planning activities suitable for that group

Guidelines should be a few as possible and should be stated in a positive manner. (We use quiet voices inside.) Older children and youth should help to create the specific rules and guidelines for their group and then post them in their space.

Often a gentle hand on the shoulder or eye contact and a nod can be enough to redirect behavior Speak to students privately about inappropriate behavior whenever possible. Inappropriate behavior should be redirected by stating positive alternatives. (Blocks are for building. If you want to throw, you may use this ball) Help students understand why a behavior is inappropriate and what is acceptable in a given situation.

• Corporal punishment - shaking or hitting 
• Physical, emotional, or verbal abuse or threats 
• Leaving a child unattended 

If at any time a child or youth needs to be removed from the group, the leader needs assistance in the classroom, or a leader needs a time out, the ministry leader or other staff should be contacted. This is not a sign of failure on the group leader’s part but it is a sign of health to be able to say “I need help”.

Disciplinary problems should be reported to the Ministry Director who in turn will notify the parent/legal guardian/custodian as deemed necessary

Every adult (staff, volunteer, clergy, or lay person) who works with children, youth, and/or vulnerable adults must be certified through our conference’s new Trusted con Confianza certification process.
Here are the steps to complete certification: 
     1. Go to www.safegatherings.com and create an account (you will need your own email account to do this, not one shared with someone else)
                    A. Apply for the specific areas you will be working
                    B. When asked where you will serve, type in Boerne and select our church’s name.
                    C. Provide one clergy (not from your church) and one lay person reference - you will need their email and phone number. If you do not have a clergy reference from another church, you may use an additional personal reference.
                    D. Submit your application for reference and background check.
     2. Complete the online training at Safe Gatherings.
     3. Watch the video within the Safe Gatherings module from the Rio Texas Conference office.  
     4. Read the FUMC Boerne’s Child/Youth/Vulnerable Adult Protection Policies (this policy) and then scroll to the bottom of this page to sign the policy acknowledgement.  

Thank you for your cooperation in completing certification. This work is vital to the safety of our children, youth, and vulnerable adults. Together we can work to ensure all persons in our conference are safe as they grow and thrive as faithful disciples of Jesus Christ