Connection United Methodist Church
Safe Sanctuary Policy
Purpose
Connection United Methodist Church aims to be an inclusive, God-centered community seeking to embody hospitality and serve authentically.
We believe every person is of sacred worth and created in God’s image. We commit to Jesus’ example of inclusive love, care, and intentional hospitality with persons of every race, ethnicity, age, sexual orientation, gender identity, marital status, faith story, physical or mental ability, economic status, or political perspective. We respect our diversity of opinion and expressions of faith. Therefore, as God loves us, so let us love and serve in the name of Christ.
Connection United Methodist Church believes that all persons are significant to the growth of God’s kingdom and should have the opportunity to worship, learn, and serve in various capacities to ensure personal growth and growth of others. We seek to provide an environment that is physically, emotionally and spiritually safe for all persons who enter our doors, especially children, youth, and vulnerable adults. We seek to provide a safe environment in which opportunities for abuse are minimized through proper enlistment and supervision of those persons working with them. It is our goal to be a “Safe Space” where we can work hand-in-hand, growing our children, youth, and vulnerable persons in their faith and life as Christian disciples.
At Connection United Methodist Church (CUMC), our core values speak of hospitality, inclusion, community and service and this policy speaks out of our commitment to these values. The policy and procedures set forth below will apply to all people who provide supervision or have custody of children, youth, and vulnerable adults or who have opportunity to have contact with children, youth, and vulnerable adults in church facilities or church sponsored activities. We seek to do our best within our means to protect children, youth, and vulnerable adults participating in the programs and activities of CUMC and to protect those who lead them. This policy contains theological foundations, definitions of child abuse, and policies/procedures related to prevention, response, and reporting.
Theological Foundations
“Then Jesus took a little child and put her among them; and taking her in his arms, he said to them, ‘Whoever welcomes one such child in my name welcomes me, and
whoever welcomes me welcomes not me but the one who sent me.’”(paraphrase of Mark 9:36-37) Jesus also said, “If any of you put a stumbling block before one of these little ones…, it would be better for you if a great millstone were fastened around your neck and you were drowned in the depth of the sea.” (Matthew 18:6)
The Church, above all institutions, is called to welcome and nurture children. Our goal is to maintain a safe, secure, loving place where children may grow and where those who care for them may administer to their needs in responsible ways. As caring Christians, we are committed to protect and serve as advocates for children, youth, and vulnerable adults participating in the life of our church.
Definitions
The following words, when used in this policy and related procedures, have the meanings below:
1. “Abuse” includes any of the following actions taken against a child, youth or vulnerable adult:
a. Physical abuse: Any violent non-accidental contact which may or does result in injury. Examples of contact include striking, biting or shaking and injuries including bruises, fractures, cuts and burns.
b. Emotional abuse: A pattern of conduct that undermines or attacks the self-worth of a child, youth or vulnerable adult through rejection, threats, terrorizing, isolating, belittling or similar actions.
c. Neglect: Any conduct that endangers the health, safety or welfare of a child, youth or vulnerable adult through negligence.
d. Sexual abuse: Any form of sexual activity between a child, youth or vulnerable adult and an adult or another older and more powerful child or youth. Sexual abuse also includes, but is not limited to, exploitation or exposure of a child, youth or vulnerable adult to pornography.
e. Vulnerable Persons abuse: is the harm or threatened harm to a vulnerable person’s health or welfare by a person responsible for the vulnerable person’s health or welfare or by a person in a position of trust, which harm occurs or is threatened through non-accidental physical or mental injury or sexual abuse. A vulnerable person is any adult aged 18 or over who, by reason of mental or other disability, age, illness or other situation is permanently or for the time being unable to take care of themselves, or to protect themselves against significant harm or exploitation.
f. “Adult” means anyone age 18 or older.
g. “Child” or “youth” or “children” or “youth” means anyone in Grade 12 or under age 18 participating in CUMC programs or activities on or off CUMC property.
h. “Parent” or “Guardian” means a person who is legally responsible for the regular care and custody of a child or youth or vulnerable person.
i. “Policy” means this document and related procedures as they may be modified from time to time by the CUMC Board of Trustees.
j. “Vulnerable Adult” means an adult participating in CUMC programs or activities on or off CUMC property with a mental disability or regularly requires the assistance of others in carrying out daily life activities.
k. “Paid staff and partners in ministry (PIM)” mean CUMC employees, paid workers and unpaid workers (PIM) with regular involvement in CUMC activities or programs for children, youth or vulnerable adults on or off CUMC property.
l. “Helper(s)” means anyone who has not been an active participant in CUMC’s ministries for 6 months, or who is under the age of 18, or who does not meet the 5 year rule described below.
Selection and Screening of Paid Staff and PIM
1. Age
a. Paid staff and PIM will be responsible for the regular and direct
supervision of children. Paid staff and PIM will be at least 18 years old and, when working with children and youth in a supervisory role, will be at least 5 years older than the age of the children and youth with whom they are working.
b. A teenage helper may be present at CUMC programming but will never be responsible for the regular and direct supervision of children. See
“Minors” below.
c. At the discretion of the appropriate children’s or youth minister, senior pastor or church administrator, anyone not meeting these requirements may assist paid staff and PIM as a helper but will not be left alone with children, youth or vulnerable adults.
2. Six Month Hospitality Rule for PIM
a. PIM for CUMC programs or activities for youth, children or vulnerable adults will have the opportunity to become acquainted with CUMC’s missions and ministries by regularly participating in the CUMC
congregation for at least 6 months before applying to be a PIM.
b. At the discretion of the appropriate children’s or youth minister, senior pastor or church administrator, anyone not meeting these requirements
may assist paid staff and PIM as a helper but will not be left alone with children, youth or vulnerable adults.
3. Application, Reference and Background Checks
a. Paid staff will complete an application, statement of commitment to this policy, consent to reference and background checks.
b. PIM will be interviewed by a paid staff person, complete a statement of commitment to this policy, and consent to reference and background checks. PIM’s will also undergo a Safe Sanctuary module training
approved by the TN Conference.
c. Reference and background checks will be conducted on all paid staff and PIM with re-screening occurring every 3 years.
4. Minors
a. Persons under the age of eighteen (18) will be allowed to assist in children’s ministry as a helper, but not in a supervisory role.
b. Minors who assist in a ministry must complete a separate application form that will be submitted for the approval of the children’s minister. Parents or guardians must sign the application stating that the parent or guardian knows of no reason that the minor should not be allowed to work with other minors. Additionally, each applicant must submit a letter of
recommendation from a non-family member.
Basic Procedures for Programs or Activities for Children and Youth
The vitality of our ministries demands active staff and PIM who use their God given gifts in service of others. The following rules are designed to give a structure to those working with youth, children, and vulnerable adults.
1. Parent or Guardian’s Responsibility
a. Parents or Guardians are responsible for the safety of their children and youth at all times other than when the children and youth are participating in a CUMC sponsored program or activity for children and youth. This can include but is not limited to worship services, special services or
gatherings, or wedding receptions which are multi-age events, and parents are responsible for the supervision of their minor children.
b. Parents or Guardians will complete forms required by CUMC for the participation of their children and youth in age-specific CUMC programs or activities.
c. For the safety of your child, CUMC operates under the “adult
accompaniment” rule. All children must be supervised while on campus. Parents of children aged infants through 4th grades drop off and pick up
children in their classroom or designated meeting space. This applies for all CUMC events.
d. Children can ONLY be released from a classroom or child care to a parent or guardian or their designee. If parents or guardians feel they need to make other arrangements for pickup, please contact the children’s minister, staff member, or senior pastor.
e. Many of our children’s programming staff are volunteers, and we want to be respectful of their time. Children who are not picked up from any CUMC programming event in a timely fashion will be taken to the nursery.
2. Two Adult Rule
a. Two non-related adult workers will be present with children and youth during church-related activities whenever possible except in emergency situations.
b. At least one of these adults must have training in safe sanctuary policies and have an approved background check.
c. Doors will be left open and an adult supervisor acting as a “floater” will make unannounced visits frequently when the two-adult rule is not feasible.
3. Goals For Worker to Child Ratios
a. CUMC has a goal of maintaining the following ratios of ministry workers to children whenever feasible. Nursery/Childcare 2:10, Children’s Ministry Programs 2:14, Youth Programs 2:16
b. These ratios are goals. The church recognizes that in some circumstances achieving these ratios may not be feasible, such as an unexpected number of children showing up for an event.
4. Clear Visibility Rule
a. When CUMC activities or programs for children or youth are conducted indoors, the room door will be kept open or, if closed, a window in the door will provide clear visibility into the room.
5. Restroom Supervision
a. Only adults with background checks and safe sanctuary training may take children aged infant through 4th grade to the restrooms. For young children who may require assistance, childcare workers will follow the toileting policy outline in the nursery worker handbook.
b. Paid Staff and/or PIM will stand in the doorway while children are using the restroom. In cases where children request assistance Paid Staff and/or PIM may only do so if doors to the facility remain open and a second Paid
Staff or PIM is present. No helpers will be allowed in the restroom with children at any time without the presence of a paid staff or PIM.
c. Diapering should be done at diaper changing tables/stations near other care providers and only Paid Staff are allowed to change diapers or help with potty training.
d. Everyday actions like using the bathroom are complicated and often dangerous for transgender and gender non-conforming people, because our world often only offers two options “male” and “female.” Whenever possible, an “all-gender restroom” will be provided.
6. One on One Meetings with Children or Youth
a. Paid Staff:
i. One-on-one meetings between a CUMC paid staff and a child or youth that are an appropriate part of that adult’s ministry to the child or youth may occur as long as they take place in a room with an open door or a window in the door that provides clear visibility into the room.
ii. Parents or guardians should be notified of all one-on-one meetings prior to the meeting with the exception of cases where abuse is
suspected or alleged.
b. PIM
i. There should not be any one on one meetings between a PIM and a child or youth except when those meetings are
1. a publicized part of the CUMC sponsored program or activity, such as with Prayer or Faith Friends, in which the child or
youth participates and
2. the Parent or Guardian approves the child or youth’s
participation in the one-on-one meetings between the PIM
and the child or youth.
ii. These meetings must take place in a public setting or in a room with an open door or window that provides clear visibility into the room and with other people present in the surrounding areas.
7. Transportation
a. Transporting children, youth, and vulnerable adults is an important concern. Their safety can be at risk in a variety of ways. Therefore, certain discretion must be used depending upon the event attended, the locale of the event, and the age group participating. This Policy includes both Requirements and Guidelines. When feasible, there should be adherence to the recommendations in the Guidelines. It is expected that the Requirements will always be followed.
b. Requirements
1. Drivers must meet the criteria under “selection and screening of paid staff and PIM” as listed above.
2. Drivers must be known to the designated adult leader of the event. 3. When a child/youth is transported in a church-owned vehicle, the driver must be at least 23 years of age; provided, however, exception is made when the driver is a paid staff member who is at least 18 years of age and for whom a motor vehicle record search has been made and the record has been found by the appointed clergy and supply pastors or his/her designee to be satisfactory.
c. Guidelines
1. Drivers should be accompanied by at least one other adult
2. When transporting children, youth or vulnerable adults to or from church sponsored events, care must be taken to prevent times when one driver ends up with only one child, who is not the child of the driver, in the car with them.
3. In circumstances where a 2nd adult is not present drivers should have a 2nd adult on speakerphone for the duration of the trip.
8. Overnights
a. All children and youth participating in activities off church property must have consent by a parent /guardian. If the activity is out of town or overnight, each youth or child must have written parental/guardian consent and a medical release form.
b. Ensuring comfortable housing for LGBTQ+ people is often a challenge for overnight facilities that have traditional “all male” and “all female” lodging. There is rarely a single solution that meets the needs of every situation. However, it is crucial that open and frank discussions take place for all participants involved to feel comfortable. Here are a few suggestions based upon different situations you might encounter
i. There is not a “one-size-fits-all” housing policy for transgender or gender non-conforming people. It is vitally important to openly
communicate with people about their needs and desires in order to create the best solution. Some transgender and gender
non-conforming people may feel more comfortable housing with the gender that correlates with their full time presentation and identity, others with their biological sex. Some may want to room with a few select friends and some, if given the option, may prefer their own room. Also, some flexibility and accommodation choices can be made easier if hotel type rooms are available and people can
choose their roommate. Again, it is important to work with people to create a reasonable accommodation that best suits everyone.
ii. Showering is another area where transgender and gender
non-conforming people are often not fully welcomed. Showering in
group settings can be uncomfortable for all people. All participants should have privacy for showering/bathing. If there is a common shower, arrangements should be made to schedule showers
separately for youth and adults and, where possible, gender-neutral showering facilities should be made available. Where private and/or gender neutral showering options are unavailable, transgender and gender non-conforming people should be welcome to use showers
that correspond to their self-identified gender, or the facilities that feel safest for them. Additionally, where common showers are the only option, sign-ups with designated time slots can be created so that people can have the option to sign-up for the slot where, when, and around whom they are most comfortable showering. Showering in facilities that do not provide any visible barrier between showers is never permitted unless time is given for the facilities to be utilized as single use showers.
9. Electronic Communication
a. CUMC recognizes the prevalence of electronic communication and social media in today’s world. Many of our youth use these means as their primary method of communication. While CUMC acknowledges the value of these communication methods, CUMC also realizes that there are associated risks that must be considered when adults use these methods to communicate with minors.
i. All communications between a CUMC staff/PIM and a minor must be professional in nature and for the purpose of communicating
information about CUMC specific activities and/or offering pastoral care.
ii. A simple test that can be used is to determine if electronic
communication is Transparent, Accessible, and Professional
(T.A.P.).
1. Transparent: All electronic communication between CUMC
staff/PIM and minors should be transparent. Communication
should not only be clear and direct, but also free of hidden
meanings, innuendo, and unstated expectations.
2. Accessible: All electronic communications between CUMC
staff/PIM and minors should be considered a matter of
record and a part of the church’s records. Whenever
possible, include another CUMC staff/volunteer in the
communication so that there is no question regarding
accessibility. Always assume that any electronic
communication from CUMC staff/PIM to minors will be
shared with the minor’s parents/guardians. Use by CUMC
staff/PIM of any electronic communication that does not
maintain an accessible record of the communication for at
least 1 month is prohibited in any communication with minors
and vulnerable persons.
3. Professional: All electronic communication between a CUMC
staff/PIM and minor should be conducted professionally as a
representative of the church. This includes word choice,
tone, grammar, and subject matter.
iii. Request to Discontinue All Electronic Communication: The parents or guardians of a minor may request that CUMC Staff/PIM not
individually contact their child through electronic communication.
Any such request must be made in writing and submitted directly to a member of the pastoral staff.
10.Advance Notice to Parents and Guardians and Written Permission a. Prior to children or youth participating in CUMC activities or programs involving sleepovers, travel to locations outside of the immediate vicinity of CUMC property or similar non-routine activities, Parents or Guardians will be given advance notice of those activities and their permission will be obtained.
11. Other Policies for Supervision of Vulnerable Adults
a. For visitation in the homes of vulnerable adults, the ideal standard is the presence of two screened adult paid staff and/or PIM.
12.Policy for Persons Ineligibility to Serve
a. Circumstances or conditions that may prohibit a person from eligibility to serve with children, youth, or vulnerable adults include, but not limited to, the following items:
i. Individuals with known addictions that could endanger others;
ii. Individuals with mental illness that could endanger others;
iii. Individual convicted of a felony related to violent crime and/or neglecting, abusing, molesting, or battering a child or an adult.
b. All persons who are ineligible to serve will receive a copy of their background check, so that they might correct or address any discrepancy.
Outside Groups
Groups that are not sponsored by CUMC will be required to agree to and accept responsibility for their group abiding by this policy while on CUMC property. CUMC will not be responsible for enforcing their compliance with this policy.
Training
Training relating to this policy will be provided to paid staff and PIM at least on an annual basis.
Reporting Incidents of Abuse or Suspected Abuse of a Child, Youth or Vulnerable Adult
Everyone in Tennessee is a mandated reporter. Tennessee Code Annotated 37-1-403(i)(1) requires all persons to report suspected cases of child abuse or neglect. “Any person who has knowledge of or is called upon to render aid to any child who is suffering from or has sustained any wound, injury, disability, or physical or mental condition shall report such harm immediately if the harm is of such a nature as to reasonably indicate that it has been caused by brutality abuse, or neglect or that, on basis of available information, reasonably appears to have been caused by brutality, abuse, or neglect.” Failure to report abuse is a violation of the law and a Class A misdemeanor, carrying a sentence of up to three months imprisonment, a fine or both. Those who report and “act in good faith” are immune from any civil or criminal charges, which may result. The reporter has the right to remain confidential and anonymous.
If any recipient of this policy, including paid staff or PIM, receives a complaint of or knows or suspects that abuse has occurred, that person should report the situation to the Tennessee Department of Children’s Services by one of the following methods:
● Phone: 1-877-237-0004
● Web: https://apps.tn.gov/carat/ (non-emergency situations only)
Any reports made to the Department of Children’s Services will be documented by the reporter and submitted to the Senior Pastor. If the senior pastor is suspected of abuse the report should be submitted to the chair of the Board. If paid staff or a PIM is engaged in the abuse or suspected to be engaged in the abuse, that person will be immediately removed from contact with children, youth and vulnerable adults in CUMC activities or programs until the reported incident has been resolved.
In case of allegations of abuse occurring in the church or ministries affiliated with the church or having the potential to impact the ministry of the church, the District Superintendent and/or Bishop shall be notified immediately. The Safe Spaces Ministry Staff Person will also be notified following notification of the appropriate state or local
law enforcement authorities. Parents or legal guardians may be notified in appropriate circumstances.
Interpretation of this Policy
The CUMC Board is responsible for the interpretation of this policy. The CUMC staff and Board are aware that situations may arise that extend beyond the scope of this policy. Both the CUMC staff and Board of Trustees are willing to address these unique issues. Please reach out to the appropriate staff person or the senior pastor with any concerns.