Pole Line Road Baptist Church
Children and Youth Policy
(as of February 11, 2014) amended 3-14-17

Purpose

Pole Line Road Baptist Church (PLRBC) instituted these policies in order to safeguard our children, our workers, and our church from allegations or actual occurrences of child abuse.  We want our church to be an environment where every child feels welcome, loved, and safe.  This policy is in effect from the moment a worker assumes responsibility for a minor to the time the minor is released to the responsibility of their parent / guardian: that is when dismissed or picked up.

Minors Protection Policy

Any person, including employees whether ordained or licensed ministers or otherwise, is subject to all of the policies herein. The following definitions will be used throughout this policy: “preschooler” – birth through Kindergarten; “child” – first through sixth grade; “youth” – sixth grade graduates to September 1 of the year of their high school graduation; “minor” – any person under the age of 18.

All workers are subject to the supervision and evaluation of the Children’s Protection Ministry Team (CPMT), i.e. ministerial staff, and any other elected team members.  PLRBC reserves the right to dismiss workers who practice unbiblical lifestyles or who fail to comply with the children and youth policies.

Selection and Screening of Workers

-	Any adult working with minors must be a church member.  All workers must also be in the church for a minimum of six months, with regular documented attendance, prior to serving with minors.
* Exceptions:
	- Adults who are not church members but have been active & faithful for a minimum of 1 year, complete all the screening requirements, and are personally recommended by the CPMT. 
		- Missionaries screened through mission agencies with which the church cooperates. A letter on the agency letter head stating that the missionary has been screened and approved to work with minors will be kept on file. This letter will remain on file at the church for a minimum of 30 years.
	- Active members of another church, screened by their church. Minimum screening requires three reference letters, a background check, and a verification letter from the church, signed by a Church official. This verification letter will include how the person was screened. This letter will remain on file at our church office for a minimum of 30 years.
	
	- Youth may satisfy the six months requirement by documented attendance at church activities for a period of six months.

	- Youth do not have to be a church member as long as they are classified as a “youth.”

-	All workers must fill out and submit a children/youth ministry application form. The applicant will submit at least three references and sign an authorization for these references to be contacted. 

-	Applicants will be required to be fingerprinted and to have a background check through the Department of Justice and/or the FBI. The applicant will sign an authorization for this background check. This authorization will remain on file with the application.

-   Applicants living in the state of California less than two years will have a more in-depth background check conducted.

-	A ministerial staff person will check references given on the application by phone or in writing and will make notations of any answers or information discovered.

-	A formal interview will be conducted with the applicant by a minimum of two CPMT members.

-	Applications, photo identification, and references will be kept on file for a minimum of 30 years and will be kept confidential with restricted access.  The results of the Criminal Offender Record Information (CORI) will be indicated on the application; However, Criminal Offender Record Information (CORI) will be held for up to 90 days after an applicant determination has been made and the applicant has been notified, then it will be destroyed.  

-	Candidate approval will be made by the interviewing team, however, a ministerial staff member may veto a candidate without disclosing a reason to the other CPMT members to protect confidentiality.

-	A ministerial staff member may temporarily or permanently remove an approved worker from the approved status.

-	Persons who are inactive members or have been gone from the church for one to five years will need to go through the following re-approval process:
1.  Three letters of reference from non-family members who have known and 		    observed them during their absence from our church
2.  A background check following the guidelines of the Children’s Policy of 		    PLRBC.
		3.  An interview with the CMPT of PLRBC.
-	Those who have been inactive or gone over five years will need to complete the entire application process again.  They must be in the church for a minimum of six months from the date of their most current request for church membership in PLRBC.

-	International applicants will need to submit a copy of their visa.

Supervision of Workers and Children

-  	Two unrelated adults must be involved at all times with preschoolers and children. *

-	It is acceptable for two related adults to be with two or more youth.*

*  Special rules apply to transporting minors, overnight activities, and off campus activities.      		(see the Church Outings and Transportation sections)

-	If a second worker cannot be found, the childcare, class, or activity will be canceled until adequate staffing is available.

-	All minors on site must attend the scheduled program or activity being sponsored by PLRBC.

-	Preschoolers may not attend PLRBC without a parent, guardian, or responsible adult on the premises, unless the parent or guardian gives written consent for the child to attend PLRBC activities.

-	For the purpose of discipline, one worker may meet one-on-one with a youth of the same gender at a public place with other unrelated adults present.  At least one staff member and a consenting parent / guardian of the youth should be made aware of the time, place, and nature of the meeting and be able to join in at any time.

-	Potty training and diapers: diaper changing must always be done in the presence of another worker.  Preschoolers should be taken to the restroom with the worker waiting outside.  If he/she needs assistance, the worker must keep the restroom door open while helping the preschooler.  While accompanying a child or preschooler, another worker should always be in view of the worker.

-	Church Outings
1.	All church policies relating to minors must be adhered to during day or overnight excursions.  Preschoolers will not go on fieldtrips without a parent or guardian.

2.	A minimum of two adults must accompany all children and youth on outings.

3.	Outings that are organized for a specific class or age group may ONLY be attended by those from that group or class exclusively.  For example, a 3rd grade class outing may not be attended by a 5th grader, nor can children attend activities for the youth.  This rule must be standard for fairness to all children and because the guidelines for children and youth are different.

4.	Overnight or long-distance chaperones must be approved in advance by the Pastor.  A minimum of two responsible unrelated chaperones must be present, and must be 21 years of age or older.  There must be at least one chaperone of the same gender as the minors.  

5.	Sleeping arrangements for overnight outings:  
a.	Only adults and minors of the same gender may sleep in the same room. 
b.	Whenever possible, two adults will share a room with two or more minors, if not, one adult may share a room with three or more youth, but adults may not share beds with children or youth.
c.	One adult may chaperone children only when other unrelated adults are present.
d.	Adults must not be alone with one minor.

6.	A permission slip must be obtained for every minor attending any overnight church outing or one which involves transporting minors.  Supervising adults should carry permission slips with them during the outing and the church office should have a copy.

-	Transportation of Minors 
1.	The CPMT will determine the eligibility of any approved worker to be a driver for                   minors.

2.	Drivers of minors must submit a DMV printout, a copy of the current driver’s license, a copy of current insurance, and drive a legal vehicle (i.e. current registration, seatbelts) in good working order.

3.	Drivers of minors must be a minimum of 21 years of age and have a responsible driving record.

4.	Transporting of children:  
	For transporting children, there may be two related adults or one adult driver, provided that there are at least two children present in the car, and one adult of the same gender as the children.  Adults may not transport only one child.

5.	Transporting of youth:
	At all times one of the adults must be of the same gender of at least one of the youth in the vehicle.  Two unrelated adults must always be present in a vehicle transporting a single youth.  One adult or two related adults may transport two or more youth.  

6.  Transportation requirements apply to workers involved in the church activity and apply to transportation to, during, and from the activity.

Injury  

1.	All injuries (including red marks and scratches) must be recorded in the injury log book.   

2.	An accident report is to be signed by both the on duty workers and a parent.  Be specific as to the details of how the injury occurred; describe any and all cuts/bruises/abrasions/head trauma etc.

3.	Parents must be notified of the injury either when it occurs or when the child is picked up, depending on the severity of the injury and the child's response.

Discipline

1.	Administer all discipline in love.

2.	A minor should never be allowed to disrupt an entire class.  When all else fails, call for the parent.

3.	DO NOT discipline using corporal punishment at any time while working with minors.  Corporal punishment is any punishment inflicted directly on the body (i.e. spanking, pinching, etc.).

	Parents, if you feel you need to discipline your own minor in this manner while working with minors through our church, please take them out of the room.

Specific Reporting Processes

All minors are an irreplaceable gift of God.  PLRBC will make every effort to ensure that the minors placed in our care are safe; therefore, it is our policy to report any suspected child abuse.  

Definitions of Child Abuse
	All workers are to be familiar with the definition and description of child abuse:

As defined by The National Committee for Prevention of Child Abuse
	
Physical Abuse:  Non-accidental injury, which may include beatings, violent shaking, human bites, strangulation, suffocation, poisoning, or burns.  The results may be bruises and welts, broken bones, scars, permanent disfigurement, long-lasting psychological damage, serious internal injuries, brain damage, or death.

Neglect:  The failure to provide a child with basic needs including food, clothing, education, shelter, or medical care; also abandonment or inadequate supervision.

Sexual Abuse:  The sexual exploitation of a child by an older person, as in rape, incest, fondling of the genitals, exhibitionism, or pornography.  It may be done for the sexual gratification of the older person, out of a need for power, or for economic reasons.
 
Emotional Maltreatment:  A pattern of behavior that attacks a child’s emotional development and sense of self-worth, such as constant criticizing, belittling, insulting, manipulation; also, providing no love, support, or guidance.

What constitutes inappropriate/unacceptable behavior?
	Inappropriate behavior includes, but is not limited to, any form of abuse as defined above or any of the following actions: kissing on the mouth, any form of corporal punishment, telling risqué jokes or other inappropriate verbal comments.
	Affection towards children should be moderate, age appropriate, and done in the presence of others.

Reporting Responsibilities and Procedures
California state law mandates that any reasonable suspicion of child abuse must be reported to the authorities within 24 hours.
 
If a worker suspects that a minor has been abused, the following steps are to be followed:

1.	Immediately report the suspected abuse or inappropriate behavior to a Ministerial Staff member.  The staff will help to assess the situation and will contact the Child Protective Services Hotline at 888-400-0022 in the presence of a witness to determine if an official report needs to be filed.  (Document the name of the CPS representative).

2.	If a report needs to be made, a Ministerial Staff member will fill out the Suspected Child Abuse Report, Form #SS 8572.  Confidentiality will be maintained where possible.  This written report must be made within 36 hours.

	3.	All efforts to handle allegations must be documented.

4.	Do not interview the child regarding the suspected abuse.  The interview process will be handled by trained personnel (i.e. CPS or law enforcement).

5.	Do not discuss the suspected abuse or inappropriate behavior with anyone other than the Ministerial Staff.  It is imperative that all information of the suspected abuse be kept confidential in order to protect the child, family, and accused.

Building Awareness
1.	PLRBC will strive to inform the congregation and all new members of the Minors Protection Policy and of PLRBC’s efforts to provide a safe environment for our minors.

2.	Training opportunities will be provided to help volunteers and employees understand the importance of their role in safeguarding our minors.

Response Plan

The church leadership will "take seriously" any report of abuse or inappropriate conduct and will act immediately to insure that all parties are given a fair and impartial hearing.  If there is cause to believe in the possibility of abuse, sexual abuse, neglect, or emotional maltreatment, the Pastor and CPMT will represent the church in the following ways:

1.	Ensure the safety of the minors by removing the accused from all activities relating to minors until such time as the charge is resolved.
2. 	Notify the parents and care for the family.
3. 	Contact Child Protective Services {888-400-0022}, the Association Office {916-863-5428}, the insurance agent {800-647-9324 ext. 37}, and church attorney.
4. 	Do not confront the accused until the safety of the minor is secured.
5. 	Instruct all workers and leaders involved that only the Pastor or another designated church spokesperson has the authority to speak with the media or to issue press releases.  (If the Pastor or other ministerial staff members are absent, unavailable, or the accused, the deacons will designate a church spokesperson). Confidentiality and privacy of all involved need to be safeguarded. 
6. 	Cooperate with the authorities in the investigative process, with the assistance of legal counsel.
7. 	Gather the following information immediately:
	a. Names, addresses, phone numbers of:
		i. Victim.
		ii. Parents of victim, siblings, and anyone else living in the home.
		iii. Alleged perpetrator.
		iv. Witnesses.
	b. Details of where the alleged act took place.
	c. DO NOT interview the child - trained professionals will do this (i.e. CPS or law enforcement).
	d. Most importantly, see that all responses are rooted in love.
		Be sensitive.
		Do not deny, minimize, or blame.
		Do not judge.
		Do not cover up or obscure any fact or information.
		Do not foolishly agree to fault if you are unsure.
8. 	Treat the accused with dignity and support.  The person should be removed from all activities relating to minors until such time as the charge is resolved.  If the person is a paid employee, arrangements should be made to either maintain or suspend his or her income until the allegations are resolved.
9. 	If investigative facts warrant, the Pastor shall, in cooperation with the insurance company, provide for professional Christian counseling for the minor victim.

Preschool Department Guidelines
(Birth - Kindergarten)

The following procedures have been implemented to ensure a safe and pleasant environment for our minors.

Registration

1.	Parents must register each preschooler in the sign-in log each time they stay in the preschool department (Bible Study, Worship Care, etc.) and may attach a nametag sticker to the back of their shirts.  Only adults or siblings 16 and over may drop-off or pick-up preschoolers. Preschoolers will be signed-out and released only to authorized individuals who are listed in the preschooler's personal log form. 

2.	The first time preschoolers stay in the preschool department; parents will be required to fill-out a personal information log form for each preschooler to ensure that workers know who is authorized to pick-up each preschooler.

3.	Parents are to leave their preschooler at the door.  Only scheduled workers or a parent called to assist their preschooler (i.e. to change diapers, etc.) will be allowed in the preschool classrooms.  Workers will enforce this rule.  Please do not enter the room when retrieving your preschooler; wait for a worker to bring your preschooler and their belongings to the door.

4.	Babies and toddlers should be changed by their parents prior to being left in the preschool department.  If a preschooler is being potty trained, please make a note in the sign-in log and on the preschooler's nametag.

5.	Clearly label all personal belongings, diaper bags, bottles etc. with the preschooler's name.  

6.	Do not leave your preschooler in a preschool class if only one or no teachers are present.  Wait until two or more teachers are present to receive your preschooler.

7.	In the unlikely event of an evacuation emergency, do not try to find your preschooler in the building.  Please exit immediately to a designated meeting place.  The teachers and workers are responsible for and will evacuate with the preschoolers.  Preschoolers will be released (by the usual check-out method) to parents at the meeting site after all have been accounted for.  This is for everyone's safety.

General Guidelines

1.	Preschoolers may not attend PLRBC activities without a parent, guardian, or responsible adult on the premises, unless the parent has given written consent for the preschooler to attend PLRBC activities.  

2.	Any healthy preschooler is welcome in the preschool department.  No worker should accept a sick preschooler into the preschool department.  If a preschooler becomes ill during class, the parent will be contacted.  The worker will be responsible for deciding whether a preschooler is to be admitted to any class or group.
  
	A preschooler with any of the following illnesses or symptoms should not be brought to church: fever, "pink eye", bronchitis, unidentified rashes, impetigo, diarrhea, vomiting, severe cold, contagious diseases (i.e. measles, chicken pox, mumps, etc.), or head lice.  If a doctor diagnoses an ear or throat infection, do not bring the preschooler to church unless they have been on antibiotics for at least 24 hours.  A sick preschooler can be best cared for at home.

3.	Preschool workers are not permitted to administer any medications to preschoolers.

4.	Parents please do not check on your preschooler during or between services, as this disturbs the preschooler, the workers, and the other preschoolers.  If a parent is needed, he or she will be contacted.

5.	The preschool department will be open 15 minutes before services or classes begin.  Preschoolers are to be picked up immediately following (the service, class, etc.), thereby releasing the workers to have fellowship with the church body.

6.	A preschooler should not bring toys from home, as it causes sharing problems.

7.	Any correction of a worker will be the sole responsibility of the Children’s Protection Ministry Team (CPMT).  If any parent has a complaint, he or she is required to contact the CPMT to express their grievance concerning the childcare at PLRBC.  Under no circumstances is anyone to verbally insult or reprimand any worker.
 
8.	The preschool department will strive to maintain a 1 to 3 worker/preschool ratio with the babies and ones, and a 1 to 4 worker/preschooler ratio with the two – five year olds. 

10.	A parent may sit in on a preschool class the first two times their preschooler attends in order to observe and to help their preschooler adjust.  A parent may observe their preschooler’s class four times per year if desired.  However, a parent who is not an approved worker cannot assist in the class in any way.

Changing Diapers/Potty Training

1.	Babies and toddlers should be changed by their parents before being left in the preschool department.

2.	Parents/guardians/family members will change their preschooler's diapers.  Preschool workers will only change diapers with parental consent (written in the preschooler's personal information log), and in the presence of another worker.

3.	Parents wishing to attend to their preschooler's diapering or potty training needs will quietly be summoned by an usher or teacher.  This request needs to be written in the preschool's personal information log.

4.	Preschoolers must be accompanied to the restroom by an adult worker.  Workers will wait outside the restroom unless it is necessary to assist a preschooler, whereas the door must remain open.  Workers may never be in a closed restroom with a minor.  Another worker must always be in view.

5.	Preschoolers being potty trained should have their nametags so labeled.

6.	Preschoolers not fully potty trained should wear a "pull-up" diaper or should wear plastic pants over their underwear.

Injury

1.	All injuries (including red marks and scratches) must be recorded in the injury log book.   

2.	An accident report is to be signed by both the on duty workers and a parent.  Be specific as to the details of how the injury occurred; describe any and all cuts/bruises/abrasions/head trauma etc.

3.	Parents must be notified of the injury either when it occurs or when the preschooler is picked up, depending on the severity of the injury and the preschooler's response.

Discipline

1.	Administer all discipline in love.

2.	A preschooler should never be allowed to disrupt an entire class.  When all else fails, call for the parent.

3.	DO NOT discipline using corporal punishment at any time while working in the preschool department.  Corporal punishment is any punishment inflicted directly on the body (i.e. spanking, pinching, etc.).
	Parents, if you feel you need to discipline your own preschooler in this manner while working in the preschool department, please take them out of the room.
Snacks

1.	Please feed preschoolers, especially babies, prior to bringing them to church.

2.	During Bible Study or Worship Care a simple snack will be served to the preschoolers.

3.	Babies will be given foods that are provided in their diaper bag unless the parent has approved the snack.	

4.	Please be sure any food allergies are listed on your preschooler’s personal information log.

			Children and Youth Department Guidelines
(1st - 12th grade) 

The following procedures have been implemented to ensure a safe and pleasant environment for our children and youth.

1.	Children and youth may attend PLRBC activities without a parent or guardian on the premises if they have parental permission to visit.  If children will be regularly attending without a parent or guardian present, the parent or guardian must give written consent for the minor to attend PLRBC activities.
 
2.	Do not leave your children or youth in a class if only one or no teachers are present.  Wait 	until two or more teachers are present to receive children or youth.

3.	Children and youth will be dismissed at the end of classes or activities unless parents specifically notify teachers that they must wait with that child or youth until the parent arrives to pick up the child or youth.

4.	PLRBC is only responsible for minors when they are under our direct supervision (i.e. during Bible study class, or a planned activity); once a child or youth is dismissed or picked up, they are the parent or guardian’s responsibility.

5.	A parent may observe their child’s or youth’s class four times per year if desired. However, a parent who is not an approved worker cannot assist in the class in any way.

6.	A variety of snacks may be served on occasion during children and youth classes 	or 	activities.  Parents please make teachers aware of any allergies or medical		conditions we should be aware of so it can be written on their attendance cards.

7.	If a child or youth is injured, parents will be notified either when it occurs or when the child or youth is picked up, depending on the severity of the injury.

8.	Any correction of a children or youth worker will be the sole responsibility of the		Children’s Protection Ministry Team (CPMT).  If a parent has a complaint, he or 	she is 	required to contact the CPMT to express their grievance.  Under no circumstances is 	anyone to verbally insult or reprimand children or youth workers.  

9.	In the unlikely event of an evacuation emergency, do not try to find your child or youth in the building.  Please exit immediately to a designated meeting place.  The teachers and workers are responsible for and will evacuate with the children and youth.  Children and youth will be released to parents at the meeting site after all have been accounted for.  This is for everyone’s safety.	    

Injury

1.	All injuries (including red marks and scratches) must be recorded in the injury log book.   

2.	An accident report is to be signed by both the on duty workers and a parent.  Be specific as to the details of how the injury occurred; describe any and all cuts/bruises/abrasions/head trauma etc.

3.	Parents must be notified of the injury either when it occurs or when the child or youth is picked up, depending on the severity of the injury and the child's or youth’s response.

Discipline

1.	Administer all discipline in love.

2.	A child or youth should never be allowed to disrupt an entire class.  When all else fails, call for the parent.

3.	DO NOT discipline using corporal punishment at any time while working with minors.  Corporal punishment is any punishment inflicted directly on the body (i.e. spanking, pinching, etc.).

	Parents, if you feel you need to discipline your own child or youth in this manner while working with minors, please take them out of the room.