Youth Leadership Policy

1        Definitions        4

2        Introduction        5

3        Applicant Screening        5

4         Conduct Guidelines        6

4.1        General Conduct Guidelines        6

4.2        Drop Off/Pick Up Procedures        7

4.3        Volunteer to Child/Student Supervision Ratio (the “Two Volunteer Rule”)        7

4.4        Open-Door and Visual Policy        8

4.5        Unplanned Situations with Only One Volunteer        8

4.6        Physical Contact/Behavior Guidelines        8

4.7        Guidance on Discipline        10

4.8        Sick Child Policy        10

4.9        Medications Policy        11

4.10        Accidental Injuries        11

4.11        Threats of Violence against Others or Harm to Self        11

4.12        Criminal or Potentially Dangerous Activity        11

5        Abuse Reporting Obligations and Procedures        12

5.1        Who Should Report Abuse – Mandatory and Permissive Reporters        12

5.2        When to Report Abuse        12

5.3        How to Report Abuse        12

5.4        What to Report        12

5.5        Consequences for Failure to Report        13

5.6        Mandated Reporter Training        13

6        Responding to Allegations        13

6.1        Victim Care        14

7        Live Oak Nest/Treehouse Specific Policies        15

7.1        Emergencies and Injuries        15

7.2        General Safety Practices        15

7.3        Procedures for Child Bathroom Use        15

7.4        Procedures for Soiled Clothing        15

7.5        Diaper Changing Practices        16

8        Live Oak Students Specific Policies        16

8.1        Emergencies and Injuries        16

8.2        Emergency Form and Consent        17

8.3        Relationships        17

8.4        Student-Volunteer Communication Protocols        17

8.5        Student-Volunteer Off Campus Meeting Protocols        18

8.6        Driving Policy        18

8.7        Trip and Retreat Policies        19

1. Definitions

“Abuse” is an injury of a vulnerable person by another person, which might not be intentional, but is not accidental. It is usually classified as physical abuse, emotional abuse, or sexual abuse.

“Approved Volunteer” is an adult or youth (12-17 years of age) who has successfully completed the screening process as outlined in Chapter 2 of this manual.

“Child” or “Children” means all persons from the age of birth through fifth grade involved in our church organization, including those involved in Live Oak Nest and Treehouse.

“Grooming” includes behaviors designed to overcome another person’s defenses by slowly desensitizing their natural reactions to abusive behaviors. Grooming works by mixing positive behaviors with elements of abuse. Abusive elements are added incrementally so as not to alarm the one targeted for abuse, and to normalize inappropriate behaviors. Grooming happens to both Minors and adults, and groomers typically groom everyone around their target—the institution, gatekeepers, community, and parents. The steps a person often takes to groom a Minor include the following: (1) identifying the potential target; (2) befriending the Minor; (3) gathering information about the Minor’s interests and vulnerabilities; (4) filling a need and/or furthering an interest that the Minor has; (5) cultivating a “special friendship” with the target; (6) isolating the target; (7) beginning to sexualize the relationship (lowers the Minor’s inhibitions, desensitizes the child to touch, engages in sex talk, may provide alcohol or drugs); (8) initiating increasingly intimate contact; (9) maintaining control; and (10) making the target feel responsible.

“High School Student” means a person in ninth, tenth, eleventh, or twelfth grade.

“Minor” means a person under the age of eighteen years involved in our church organization, including (i) Children involved in Live Oak Nest/Treehouse and (ii) Middle School Students and High School Students involved in Live Oak Students.

“Middle School Student” means a person in sixth, seventh, or eighth grade.

“Mandatory Reporters” are persons who are under a legal duty to report abuse to designated civil authorities.

“Live Oak Nest/Treehouse” is the children’s ministry at Live Oak Church.

“Live Oak Nest/Treehouse Policies” means the policies contained in Chapter 4 of this manual, which are policies specific to those Children participating in Live Oak Nest and Treehouse, and are intended to supplement the Protection Policies for All Children and Students contained in Chapter 2 of this manual.

“Live Oak Students” is the youth ministry at Live Oak Church, involving Middle School Students and High School Students.

“Live Oak Students Policies” means the policies contained in Chapter 4 of this manual, which are policies specific to those Students participating in Live Oak Students, and are intended to supplement the Protection Policies for All Children and Students contained in Chapter 2 of this manual.

“Sexual Abuse” can take the form of inappropriate sexual contact or interaction. Sexual abuse includes sexual assault, exploitation, molestation, or injury. It does not include sexual harassment, which is another form of behavior that is strictly prohibited by Live Oak Church and is addressed in Live Oak Church’s other policy materials.

“Student” means a person in sixth to twelfth grade, including those participating in Live Oak Students.

“Supervision” is defined as the reasonable exercise of thoughtful action and care by responsible persons towards others, realizing that what constitutes appropriate supervision will vary with the ages of those involved and the context of the activity.

“Vulnerable Persons” includes Minors, the elderly, and persons with mental or physical impairments that prevent them from protecting themselves adequately against abuse, regardless of whether these individuals have a legal guardian.

“Volunteer” is any individual, including paid Live Oak Church staff and volunteers, who works with Children or Students as part of any of Live Oak Church’s ministries and programs.

2. Introduction

At Live Oak, we desire to partner with families in raising children to love God and love others. We know that this is no small task, so together we work to create space for our children to encounter Jesus through God's Big Story and step into their role in it. We give space for the Spirit to meet us as we laugh, explore, grow, love and learn alongside one another.

Live Oak is committed to providing a safe, secure and nurturing environment for our kids to learn and grow. Our top priority is the safety and protection of our children. We work to create an environment where children are fully known and fully loved by our team of leaders and develop friendships with other Live Oak kids. We create this environment through not only implementing the policies and procedures laid out below, but also in fostering a community that is educated, transparent and empowered around the topic of sexual assault and prevention.

We recognize that formal and written policies and procedures help prevent the opportunity for abuse to occur. These policies and procedures are implemented for the protection of our children, students, employees, volunteers and church community as a whole. Live Oak has established the following policies and procedures to be implemented by all those employed by or volunteering in service of the church. These guidelines apply to all Live Oak staff, pastors, recognized leaders and volunteers working with children birth-18 years of age who participate in the events and activities provided by or sponsored through Live Oak Church. These policies therefore provide reasonable precautions in the following major areas:

• Applicant Screening
• Volunteer Conduct Guidelines
• Reporting Obligations and Procedures
• Responding to Allegations
• Additional Specific Protocols for Live Oak Nest/Treehouse and Live Oak Students 

3. Applicant Screening

1. All individuals, whether paid employees or volunteers, and whether full or part time, are required to be screened prior to engaging as a Volunteer for any Live Oak Church activities with Children and Students, in accordance with the following procedures.
2. Volunteers must have a demonstrated commitment to Live Oak and understand the church mission and vision.
3. Every Volunteer shall be checked against North Carolina and federal sex offender registries. Any applicant included on a registry shall not be permitted to serve in Live Oak Church activities involving Vulnerable Persons.
4. Adult Volunteers must undergo a criminal background check. In the event a background check raises a concern over an applicant’s fitness as a Volunteer, the Director of Live Oak Nest/Treehouse or Live Oak  Students, as applicable, shall follow up with further measures as appropriate under the circumstances in accordance with the Risk Evaluation Policy.
5. Every Volunteer must undergo a personal interview by a Director of Live Oak Nest/Treehouse or Live Oak Students or Live Oak Church pastor.
6. Volunteers, upon approval, must carefully read these Policies and certify that they agree to abide by them. Additional training materials, classes, or events may also be required as a condition of continued service.
7. All written application forms, signed consents, and background check reports shall be securely and confidentially stored, with access available only to authorized personnel.

4. Volunteer Conduct Guidelines

All Volunteers are required to abide by the following guidelines and principles in connection with their service at Live Oak Church.

1. General Conduct Guidelines

1. Volunteers are assigned and serve under the supervision and direction of a Live Oak Church staff or supervisor, and work collectively to maintain a safe and secure environment for Live Oak Church’s Children, Students, and Volunteers. This includes observing the environment and equipment for unsafe situations, removing Children and Students from potentially dangerous conditions, and reporting problems immediately.
2. Live Oak Church is committed to a “zero tolerance” policy and does not permit or allow Abuse to occur in or near its facilities or at any activity sponsored by Live Oak Church.
3. While working at Live Oak Church’s facilities or otherwise engaged in Live Oak Church-sponsored activities, the behavior of all Volunteers – volunteers and paid staff alike – must be above reproach.
4. Sexual, physical, or emotional abuse will not be tolerated. It is never appropriate for a Volunteer, while he or she is providing services on behalf of Live Oak Church, to engage in any manner of sexualized behavior. This refers not only to explicitly sexual behavior, but to sexually provocative, seductive, or erotic behavior or language as well. It is inappropriate to tell jokes with sexual content, connotations, or “double entendres.” The presence or possession of obscene or pornographic material is strictly prohibited.
5. Only expressly approved Volunteers may take video or pictures of Children and Students and such content shall be the sole property of Live Oak Church and solely used for promoting ministry-related purposes. Taking pictures or videos of Children and Students for non-ministry-related purposes or outside the scope of these limited uses is strictly prohibited, unless advanced approval by parents or legal guardians has been received.
6. The presence, possession, consumption or being under the influence of any illegal or illicit drugs or alcohol, or marijuana is strictly prohibited.
7. Policy violation(s) shall be grounds for immediate termination as a Volunteer and from all responsibilities and privileges related to working with Vulnerable Persons served through Live Oak Church’s programs and activities.

1. Drop Off/Pick Up Procedures

1. Parents/guardians are solely responsible for the safety and wellbeing of how Children and Students under their care are transported to and from Live Oak Church-sponsored activities.
2. Volunteers are responsible for supervising each Child and Student once either (a) a parent, guardian, or other responsible person drops off a Child for a Live Oak Nest/Treehouse ministry activity, or (b) the Child or Student otherwise arrives for a Live Oak Nest/Treehouse or Live Oak Students activity without a parent or guardian.
3. Children and Students should never be left unattended, and parents/guardians are expected to arrive on time when dropping off/picking up their Child or Student from Live Oak Church activities.
4. Children from the ages of nursery to fifth grade must be picked up by their parent(s) or guardian(s) unless prior arrangements have been made.
5. Children and Students may be allowed to walk or bike to and from Live Oak Church-sponsored events with prior permission from the Child/Student’s parent or guardian.
6. Students with a valid driver’s license may be allowed to drive themselves to and from Live Oak Church-sponsored events with prior permission from the Student’s parent or guardian.
7. Live Oak Church is not responsible for Children and Students who do not show up at a ministry activity, even if a parent believes they are at the activity. However, some follow-up steps may be appropriate between Volunteers and parents in such a situation to address any related safety issues.
8. Parents are welcome to ask Live Oak Nest/Treehouse and Live Oak Students Directors about the attendance of their Child or Student at Live Oak Nest/Treehouse and Live Oak Students ministry activities, including one-on-one mentoring meetings. Providing such attendance information to parents is not considered a breach of confidentiality.

1. Volunteer to Child/Student Supervision Ratio (the “Two Volunteer Rule”)

It is mandatory that at least two Approved Volunteers, who are unrelated by blood or marriage to each other, be present for all activities involving Children or Students, one of whom must be an adult (18 years or older). An “Approved Volunteer” is an adult or youth (12-17 years of age) who has successfully completed the Screening Process. It is advisable to have a Live Oak Church ministry supervisor or leader conduct periodic checks of Approved Volunteers as they supervise Children or Students.

All Live Oak Church-sponsored activities involving Children or Students should be supervised by at least one Approved Volunteer who is eighteen (18) years of age or older. In situations where one Volunteer is overseeing a small group of Children or Students, Live Oak Church ministry supervisors should, during periodic checks, be on the look-out for the use of grooming techniques. At no time will a ratio of one-Volunteer to one-Child/Student in a private space outside of the sight or sound of others be tolerated, except for the specific exceptions set forth herein. Please note that the “Two Volunteer Rule” is most frequently violated during pick-up and drop-off times when one child arrives before all others or is picked up after all others. In addition to the Two Volunteer Rule, the following Volunteer to Child/Student ratios shall be adhered to for Live Oak Church activities:

2. Open-Door and Visual Policy

Parents, legal guardians, approved volunteers, and Live Oak Church staff members may visit and observe Live Oak Church programs involving Children and Students at any time. Doors are to remain unlocked when rooms are occupied, and windows should not be blocked (unless windows between parents/guardians and Children/Students are blocked intentionally to create privacy and safety for them, such as windows between the church sanctuary and the nursery and preschool childcare rooms).

In the event breakout rooms are utilized for small group times, windows should be unobstructed (curtains or blinds open) AND the door left open. The small group leader should place him/herself in visible sight of the hallway/entrance so that they may be seen from outside the room. An adult leader should periodically walk by the breakout rooms to ensure these policies are in effect.

3. Unplanned Situations with Only One Volunteer

In the event a Volunteer finds that he/she is without another Volunteer present due to unforeseen or emergency circumstances, he or she shall:

1. Immediately inform the Director of Live Oak Nest/Treehouse or its designee (by cell phone or text message) about the situation, including information about where they are and who is present. The director of Live Oak Nest/Treehouse or designee will advise the Volunteer about what to do (e.g., cancel the activity, proceed with the activity, notify parents). The Volunteer should also immediately contact the Director of Live Oak Nest/Treehouse or its designee if a second adult leader arrives or when the Child or Children have been released from the activity to the parent(s) or guardian(s).
2. Any time there is only one adult present, the adult must take care to remain in a visible public location with an unobstructed window or open door if indoors.

1. Physical Contact/Behavior Guidelines

Every Child/Student is different and comes from a variety of backgrounds. There is no way to know in the brief time with them what may be happening at home. Respect the Child/Student’s boundaries and focus on what he/she is telling you through his/her actions. These are some practical suggestions for identifying permissible and impermissible conduct.        

1. Appropriate touch/behavior by Volunteers is:

1. non-demanding, gentle
2. shoulders, hands, arms, head, back (e.g. handshakes, high fives, hand slapping, fist bumps, pats on the shoulder or back)
3. side-to-side hugs
4. sitting a young Child on leg or lap, but not between a volunteer’s legs
5. rejecting the behavior, not the Child/Student (e.g. “you told a lie” rather than “you are a liar”)
6. verbal praise
7. public group hand holding for prayer

1. Inappropriate touch/behavior by Volunteers includes:

1. kissing
2. demanding hugs
3. lengthy embraces
4. touching genital region, upper legs, buttocks, chests
5. unwanted, reluctant or forced touching
6. any type of massage
7. sitting Child/Student near genital region
8. physical contact in isolated areas such as closets or other private rooms
9. physical contact of a Child/Student when no other Volunteers are present
10. rough and tumble physical games including wrestling or tackling
11. tickling a Child/Student
12. allowing Children/Students to consistently use inappropriate language unchallenged
13. making sexually suggestive comments about, or to, a Child or Student
14. making comments about, drawing attention, to, or sexualizing body parts in any way
15. ridiculing or rejecting a Child or Student, bullying
16. invading privacy when the Child or Student is using the bathroom
17. snapping bras or giving wedgies or similar touch of underwear whether or not it is covered by other clothing
18. giving gifts or money to individual Child or Student

1. Avoiding Physical Injuries

1. never push or pull a Child/Student or grab him or her by any joint
2. never spin a Child/Student by their limbs
3. never toss a Child/Student
4. never seat a Child on a high surface

1. Communications

1. Volunteers are expressly prohibited from communicating electronically with a Child or Student on a one-to-one basis such as through email, texting, chat rooms, or other social media, unless pre-approved for limited Student mentoring activities set forth herein.
2. Cards may be sent from a Volunteer to Children or Students, but only if first presented for approval to the Director of Live Oak Nest/Treehouse or Live Oak Students, as applicable, and sent by Live Oak Nest/Treehouse or Live Oak Students.
3. Providing gifts to any Child or Student is prohibited, unless otherwise in accordance with the specific Live Oak Nest/Treehouse or Live Oak Students Policies contained herein.

1. Guidance on Discipline

In this environment, discipline is defined as training provided to develop or improve a skill or behavior. The focus of discipline is on the future and on growth. It is done in love and concern and is not designed to create fear, guilt or shame. The number one rule in ministry with Minors is that everyone should be treated with the kind of respect, love, and support to which Scripture calls us.

Clear rules, expectations and consistent messages about behavior are the key to effective discipline procedures. Occasionally, Children and Students have trouble following the rules or display disruptive behavior. In these cases, the following steps should be taken.

2. Discipline for Minor Offenses

For minor offenses, including failure to abide by Volunteer instructions, or behavior that is otherwise distracting or problematic, the Volunteer should talk with the Child/Student and state clearly what the problem behavior is and what the Child/Student should do instead.

If the Child/Student continues to exhibit problem behavior, the Volunteer should first give a verbal warning to the Child/Student. If the behavior continues, the Volunteer must pull the child aside and address the issue again. Finally, the Volunteer should contact the parent or guardian and appropriate removal from the activity. On Sunday mornings the security volunteer of the day can be contacted to help inform the parents of the behavior.

3. Severe or Illegal Offenses – Zero Tolerance

There will be zero tolerance for severe or illegal behavior such as assaults, weapons in possession, theft, destruction of property, or any other behavior that could put Children or Students or others in danger. For these types of offenses the procedures will be:

1. Immediate removal of the Child/Student from the ministry activity and personal contact of the parent(s) or guardian(s) by the Director of Live Oak Nest/Treehouse or Live Oak Students.
2. If the offense is an illegal activity, the police will be contacted.
3. The Child/Student may be suspended from ministry activities for an amount of time determined by the Director of Live Oak Nest/Treehouse or Live Oak Students.
4. The Child/Student and his or her family will be treated with respect and love, and the Child/Student will be welcomed back to ministry activities after the suspension period or when it is determined that he/she is ready to respect the rules of the ministry.

1. Sick Child Policy

Live Oak Church desires to provide a healthy and safe environment for all. Parents and guardians are therefore encouraged to be considerate of other Children and Students when deciding whether to place a Child or Student in a Live Oak Church activity. In general, Children and Students with the following symptoms should NOT participate in a Live Oak Church activity:

1. Fever, diarrhea, or vomiting within the last 24 hours
2. Green or yellow runny nose
3. Eye or skin infections
4. Other symptoms of communicable or infectious disease

Children and Students who are observed to be ill should be socially distanced from others and the parent(s) or guardian(s) contacted to request that the Child/Student be picked up.

2.         Medications Policy

Volunteers are generally not permitted to administer prescription or non-prescription medications to Children and Students under Live Oak Church’s care. Medications should be administered by a parent or guardian at home. In the case of overnight events, Volunteers may be given prior permission to administer medications in accordance with a plan developed by Live Oak Church and the parents of the Child or Student. Exceptions to this Medications Policy may be granted to parents and guardians of Children/Students with potentially life-threatening conditions (such as asthma or severe allergic reactions). Parents and guardians of such Children and Students should address their situation with the Director of Live Oak Nest/Treehouse or Live Oak Students, as applicable, to develop a plan of action.

3. Accidental Injuries

In the event that a Child or Student is injured while under Live Oak Church’s care, the following steps should be taken:

4. Minor injuries (scrapes, minor cuts, or bruises)

Volunteers may provide basic First Aid (band-aids, etc.) as appropriate and notify the parent or guardian of the injury at the time the Child or Student is picked up from care.

5. Injuries requiring medical treatment beyond simple First Aid

The parent or guardian should be immediately summoned in addition to the Director of Live Oak Nest/Treehouse or Live Oak Students, as applicable (or their designee). If warranted by circumstances, an ambulance should be called. Once the Child/Student has received appropriate medical attention, an accident report should be completed.

4. Threats of Violence against Others or Harm to Self

In the event a Volunteer receives information that a Child or Student or other person has thoughts or desires to harm themselves or others, the information should be taken seriously and should be reported immediately to the Live Oak Nest/Treehouse or Live Oak Students Director or a pastor of Live Oak Church.

5. Criminal or Potentially Dangerous Activity

In cases of suspected criminal or dangerous activities on the Live Oak Church campus or near any Live Oak Nest/Treehouse or Students activities, a Volunteer should call 911 immediately and the suspected activity should be reported immediately to the Director of Live Oak Nest/Treehouse.

5. Abuse Reporting Obligations and Procedures

1. Who Should Report Abuse – Mandatory and Permissive Reporters

North Carolina law regarding child welfare provides the relevant legal framework for abuse prevention and protection, mandated reporting, and training programs. The term “mandated reporters” is broadly defined under North Carolina law and includes childcare volunteers and clergy. Therefore, all Volunteers are mandated reporters under applicable North Carolina law.

Mandated reporters must report, but others may do so as permissive reporters, if such person has received information that gives him or her reason to believe that a Minor has been or may be abused or neglected.

2. When to Report Abuse

North Carolina law requires reporting for mandated reporters when, in their professional capacity, “they receive information giving them reason to believe that a child’s physical or mental health has been, or may be, adversely affected by abuse or neglect.” A reporter’s reasonable belief may be based on factors including, but not limited to, observations, allegations, facts or statements by a Minor, victim, or third party. Conclusive proof of abuse or neglect is not required. As a general rule, clergy privilege will not excuse the duty to report.

3. How to Report Abuse

When the alleged perpetrator of the abuse or neglect is the Minor’s parent, guardian, or a person responsible for the Minor’s welfare, mandated reporters must report to the county DSS office or to law enforcement in the county where the Minor resides or is found. A county directory is available here, https://www.ncdhhs.gov/divisions/social-services. Also, a report can be made to the Abuse and Neglect Reporting Hotline at 1-888-CARE4US or 1-888-227-3487, which is available 24/7.

When the alleged perpetrator of the abuse or neglect is not the Minor’s parent, guardian, or other person responsible for the Minor’s welfare, the law requires that a report be made to law enforcement.

Any persons who witness suspected or actual abuse – whether they are mandated reporters or not, and whether they are paid staff or volunteers – must immediately report such information to the Director of Live Oak Nest/Treehouse or Live Oak Students, as applicable, or the pastor of Live Oak Church. An “Incident Report” must be completed for all such incidents.

4. What to Report

Any Volunteer who has a “reasonable belief” that a Minor may be abused or neglected must immediately report such information to the Director of Live Oak Nest/Treehouse or Live Oak Students, as applicable, or the pastor of Live Oak Church. The Volunteer should complete an “Incident Report”, containing the following information:

1. the name and address of the Minor and his or her parents or other person responsible for his or her care;
2. the age of the Minor;
3. the gender of the Minor;
4. the nature and extent of the Minor’s injury or injuries, maltreatment or neglect;
5. the approximate date and time the injury or injuries, maltreatment or neglect occurred;
6. information concerning any previous injury or injuries to, or maltreatment or neglect of, the Minor or his or her siblings;
7. the circumstances in which the injury or injuries, maltreatment or neglect came to be known to the reporter;
8. the name of the person or persons suspected to be responsible for causing such injury or injuries, maltreatment or neglect;
9. the reasons such person or persons are suspected of causing such injury or injuries, maltreatment or neglect;
10. any information concerning any prior cases in which such person or persons have been suspected of causing an injury, maltreatment or neglect of a Minor;
11. the name of a safe person in the home that a Live Oak Church Volunteer or DSS could speak with;
12. whatever action, if any, was taken to treat, provide shelter or otherwise assist the Minor.

This information should be obtained and reported to the extent known.

The mandated reporter is not required to carry out any investigation, and he or she should not do so except to obtain the above-listed information as may be readily available. DSS and/or law enforcement professionals will carry out such further investigation as is appropriate.  

5. Consequences for Failure to Report

A mandated reporter’s failure to comply with his or her reporting responsibilities is guilty of a misdemeanor. Upon conviction, he or she may be fined up to $500 or imprisoned up to six months, or both.

Clergy members may face a tension between their mandated reporter legal obligations and the legal recognition of the clergy-penitent privilege, such as may be applicable within court or other judicial hearing contexts. Clergy members thus may face a legal and spiritual dilemma in deciding whether to report known or suspected child abuse, when such information becomes known to them through confidential clergy communications. Consultation with legal counsel may be warranted to address such matters on a case-by-case basis.

6. Mandated Reporter Training

Mandated reporters must undergo training, if not before their Minor-related service with Live Oak Church commences, within three months of first serving. No exceptions will be permitted for occasional or sporadic service.

6. Responding to Allegations

1. All allegations of abuse shall be taken seriously. Full cooperation by Live Oak Church staff and the Volunteer(s) involved is to be given to civil authorities.
2. Every instance of alleged abuse must be recorded on an “Incident Report” and kept in Live Oak Church’s files for review by the appropriate Live Oak Church staff members and law enforcement agencies, as required. When the alleged perpetrator is the parent or guardian, it is crucial that the informing party also completes a report with the DSS office in the county where the Minor resides. The DSS county office directory can be found at https://www.ncdhhs.gov/divisions/social-services.
3. Do not prejudge the situation but reach out to the victim and the victim’s family. Show care and support and help to prevent further hurt. Extend whatever resources are available and needed. Remember the care and safety of the alleged victim is the first priority.
4. Do not confront the accused until the safety of the victim is secured.
5. Treat the accused with dignity and care, appropriate for the circumstances.
6. If the accused is a Volunteer, as a precautionary measure, that person will be relieved temporarily of his or her duties until the investigation is completed. If the accused is a paid employee, the Pastor will determine to either maintain or suspend his or her wages until the allegations are cleared or substantiated. An accused Volunteer must not have any contact with the victim or his or her family members during the investigation.
7. The director of Live Oak Nest/Treehouse or Live Oak Students or the Pastor of Live Oak Church will notify the parents, guardians, or other responsible family members, if they are not the accused.
8. Be careful to safeguard the privacy and confidentiality of all involved.
9. Continuously document all efforts at handling this incident.
10. Consult with legal counsel as needed, for matters such as mandated reporter obligations, scope and applicability of clergy privilege, safety of the victim and/or accused, communications with other Live Oak Church staff members, media relations, and other publicity considerations.
11. Report the incident to Live Oak Church’s insurance carrier, if it appears that church-related liability could be at issue. The insurance company may name an attorney to provide additional representation.  
12. Remember that this is not a formal investigation. After a report is made, an investigation may be carried out by experienced professionals depending on the circumstances. If applicable (such as if the church has video cameras), any video surveillance taken will be reviewed and preserved.        
13. Any requests for information from the media should be directed to Live Oak Church’s attorney who will provide legal guidance concerning any necessary communications. A designated spokesperson, in consultation with Live Oak Church’s legal counsel, will speak to the media, church congregants, families, and others regarding the matter in a discreet, informed, and diplomatic way. When the Pastor is not available, a member of Live Oak Church’s Board of Elders will be the spokesperson.

1. Victim Care

1. Immediately, provide urgent care to any Child or Student who may have been harmed and protect other potential victims.
2. Tend to the psychological, spiritual, and physical needs before, during, and after any investigation.
3. Support those who may have been harmed, community members, and staff involved.
4. Include counseling, mentoring, and training as necessary.
5. Consider assigning support staff to the different victims.

7. Live Oak Nest/Treehouse Specific Policies

These Policies apply to all Live Oak Church Volunteers serving Children age of birth through fifth grade involved in our church organization, including those involved in Live Oak Nest/Treehouse. This includes Children in nursery, preschool and elementary school through fifth grade who participate in Live Oak Nest/Treehouse. These Live Oak Nest/Treehouse Policies contain protection guidelines and procedures that are in addition to, and are intended to supplement, the Protection Policies for All Children and Students set forth above.

2. Emergencies and Injuries

All Volunteers should be prepared to protect Children in the case of emergencies. Volunteers should have the following phone numbers programmed into their cell phones.

Emergency:         911

Director of Live Oak Nest/Treehouse and Events | Hailey Hahn: 252-286-1432

3. General Safety Practices

The following protection guidelines and procedures are required of all Volunteers in Live Oak Nest/Treehouse:

1. All Children must be registered online and wear a church-provided nametag. Children without name tags will be refused entry to the group until a parent or guardian completes a nametag.
2. Children in nursery through first grade must only be released from a group when the parent or guardian presents the security code, which corresponds to their name tag.
3. A Volunteer must never be alone with a Child or group of Children. A minimum of two Volunteers must always be present with a Child or group of Children.
4. On Sunday, Children and Volunteers shall remain on the premises of Live Oak Church. Any activity off-site must have written consent of the parent or guardian and be approved by the Director of Live Oak Nest/Treehouse.

1. Procedures for Child Bathroom Use

1. Children should be escorted to the bathroom by two Volunteers.The security Volunteer can also serve as the second Volunteer. One Volunteer should stand in the doorway and the other Volunteer should be available to help, if needed.
2. Children should have as much privacy as possible when using the bathroom. A Volunteer should only enter the bathroom stall in exceptional circumstances. The stall door must be closed and opened only if they have no choice but to enter to aid a child. Examples of exceptional circumstances (try to instruct verbally before physically helping) include when a Child (i) needs help sitting on the toilet; (ii) cannot pull up their pants on their own; or (iii) is sick and requires assistance.

1. Procedures for Soiled Clothing

If a Child has soiled his/her clothes, the parent/guardian should be called to assist with the necessary washing and changing of clothing. However, if the situation requires a washing or changing of clothing sooner than the parent can be available, a minimum of two Volunteers (one of which must be over the age of 18) shall assist with the necessary washing and changing of clothing.

2. Diaper Changing Practices

Some good practices to follow when changing a Child’s diaper:

1. Always use the discreet changing table area provided in the nursery room with at least one other Volunteer present
2. Never leave a Child unattended on the changing table
3. Get a clean diaper from the child’s diaper bag
4. Put latex gloves on your hands
5. Place a piece of disposable changing pad on the diaper changing pad
6. Place Child on diaper changing pad, making sure their bottom is on the disposable changing pad
7. Change soiled diaper
8. Discard soiled diaper and disposable changing pad in the trash
9. Wipe changing pad with antibacterial wipes
10. Remove latex gloves and discard in trash
11. Clean your hands with antibacterial hand sanitizer
12. Put Child in a safe location
13. Spray changing pad with disinfectant

8. Live Oak Student Specific Policies

These policies apply to all Volunteers with Middle School Students and High School Students who participate in Live Oak Students. These Live Oak Students Policies contain protection guidelines and procedures that are in addition to, and are intended to supplement, the Protection Policies for All Children and Students set forth above.

3. Emergencies and Injuries

All Volunteers should be prepared to protect Students in the case of emergencies. All Volunteers should have the following phone numbers programmed into their cell phones.

Emergency:         911

Live Oak Youth Leader | Michael Dougherty: 910-282-8899

Director of Live Oak Nest/Treehouse and Events | Hailey Hahn: 252-286-1432

4. Emergency Form and Consent

1. On-Campus Activities

All Students seeking to regularly participate in on-campus activities must have an Emergency Form and Consent completed for each school year (which includes the following summer) they participate in Live Oak Student ministry programs at Live Oak Church. When a Student visits an on-campus activity and has not completed an Emergency Form and Consent, the Volunteer should take down the parent’s or guardian’s phone number and any other emergency information.

2. Off-Campus Activities

For all off-campus activities, Students may only participate if they have completed and turned in an Emergency Form and Consent for the current school year and, if applicable, an activity-specific consent agreement signed by their parent(s) or guardian(s). Live Oak Students ministry leaders should always have a copy of these forms with them on off-campus trips.

5. Relationships

No Live Oak Students Volunteer may date a Student under any circumstances.

6. Student-Volunteer Communication Protocols

1. Scope of Communications

Student-Volunteer communications provide an important platform for listening, supporting, and encouraging Students in their faith, life, and participation in Student ministry activities. At the same time, such communications warrant careful safeguards and practices for the protection of the Volunteers and Students. All communication with Students must be above reproach and indicative of healthy boundaries.  

2. Pre-Approval Required

Volunteers must be pre-approved by the Director of Live Oak Students prior to communicating with Students by phone or electronic communication. Individuals not approved for this specific role must limit communication to sharing program information through phone calls to a parent or guardian’s phone (not the Student’s cell phone), emails to Students with parents copied, and written information sent to the Student’s home address.

3. Commitment to Transparency

The guiding principle for direct communications with Students is transparency — communication should be visible to others and documented. The content of any electronic communication should be readily available to share with the Director of Live Oak Students or a parent/guardian. All pre-approved volunteers must agree to the periodic review of any records of communication with Students and are required to timely provide complete and accurate records at the request of the Director of Live Oak Students or a Live Oak Church pastor.

4. Phone and Electronic Communications with Middle School Students

In addition to the pre-approval set forth above, any phone or electronic contact with a Middle School Student should include the parent or guardian copied on the email or text.

5. Phone and Electronic Communications with High School Students

In addition to the Director of Live Oak Students pre-approval set forth above, any phone or electronic contact with a High School Student should meet at least one of the following:

1. Parent and guardian have provided written consent;
2. Communications are made to two or more High School Students; or
3. A parent or guardian is included in the communication.

Volunteers should seek the advice of the Director of Live Oak Students when they have questions or concerns about communications with Students.

7. Student-Volunteer Off Campus Meeting Protocols

The following guidelines apply to any off-site meetings between Students and Volunteers.

6. Parent permission

Parent or guardian permission must be obtained for any off campus mentoring meeting between any Volunteer and any Student in middle school or high school. At the beginning of each school year or when Students enter the program mid-year, parents and guardians will be asked to consent in writing to any occasional mentoring meetings between Volunteers and Students that may occur during the following year (including such school year and the following summer). Live Oak Students Leaders should provide to parents and guardians throughout the year advance written notice of when and where any one-on-one meeting will take place.

If a Student does not have a signed consent for the relevant school year, then a parent's consent should be obtained for each mentoring meeting between any Live Oak Students Leader and the Student. A consent by text or email by a parent or guardian is sufficient to evidence such parent or guardian’s written consent to any individual mentoring meeting. Such consent should specifically acknowledge the time and place of the mentoring meeting.

7. Visible Location

Meetings should take place in a visible area in a public place (e.g., coffee shop, restaurant, visible, well-populated park or beach area). Volunteers should never meet with a Student(s) alone in a private home unless the Student’s parent(s) or guardian(s) is in the home and can view the adult and Student at any time.

8. Student-Volunteer Ratio and Other Volunteer Guidelines

Off-site meetings between Students and Volunteers should adhere to the Student-Volunteer ratios and other Volunteer protection and conduct guidelines set forth in these Policies.

8. Driving Policy

1. Transportation of Students During Live Oak Student Events

Only approved drivers may transport Students during Live Oak Students Event(s). All drivers must satisfy the qualifications of drivers and complete a Volunteer Driver Application and read and sign the Volunteer Driver Policy. The Director of Live Oak Students (or its designee) will approve all applications and may revoke an individual’s approval to drive Students for any reason.

2. Qualifications for Drivers

Qualifications for the transportation of Students for Live Oak Field Trips:

1. Driver must be an approved Volunteer for the event.
2. Driver must be at least twenty-one (21) years old.
3. Driver must have a valid state driver’s license for at least three (3) years for the vehicle being operated and driving privileges must be in good standing. A copy of the driver’s license should be left at the Live Oak Church office with the original permission slips.
4. Driver must have proof of insurance with a copy left at the Live Oak Church office with the original permission slips.
5. Driver must not have had two or more traffic violations in the prior two years.
6. Driver must be accompanied by at least two Students except for when the driver is transporting his or her own Students. Under no circumstances should one adult be with one unrelated Student.

1. Parental Consent

Parents/Guardians must have read and signed a permission form acknowledging and approving the use of private vehicles for the transportation of Students in connection with any off-campus Live Oak Church activities.

9. Trip and Retreat Policies

1. Supervision

In addition to the Student-Volunteer Supervision Ratio set forth herein, all field trips and retreats (“Field Trips”) must have a minimum of two (2) adult Volunteers. At least three (3) adults are preferable so that in the event of an emergency, there will be adequate supervision.

2. Overnight Policy

Male and female Students must sleep in separate rooms. One or more adult Volunteers of the same gender should also stay in the room. In circumstances where an adult of the same gender cannot stay in the room, special measures should be taken to assure safety and supervision by the Volunteers, including hall monitoring and periodic room checks. During these periodic checks, Volunteers should be on the look-out for the use of grooming techniques. No adult and Student may share the same bed, unless it is a parent/child relationship. Volunteers should make sure that Students do not enter the sleeping quarters of opposite gender Students. Students and adults are required to wear modest sleep attire.

3. Permission Slips

Copies of permission slips, including permission for emergency medical care, shall be carried by the person in charge of each trip and/or retreat. Copies shall also be kept in an office or electronically in a manner that the Live Oak Church staff member over that ministry will have access.

Volunteer Consent and Acknowledgment

I acknowledge that I have carefully read and understand Live Oak Church’s Manual of Protection Policies for Children and Students. I understand the importance of these Policies to the safety and wellbeing of myself, the Children/Students, and Live Oak Church, and I am willing and hereby commit to abide by them.