United Church of Christ
(Congregational)
50712 Main Street
PO Box 490, Osseo, Wisconsin 54758 – phone: 715-597-3292
Mission Statement:
The United Church of Christ Congregational, aspires to be a safe and nurturing place. With the goal to provide a safe environment for everyone; children, youth, adults, visitors, employees and volunteers who participate in our program and use our facility. We want our congregation to be a safe haven, free of all forms of inappropriate interaction.
Responsibilities for Implementation of these Guidelines:
- The Safe Church Coordinator will be appointed by the church council and will serve a three-year term. They will be responsible for the background checks and applications for volunteers and staff who work with children or youth.
- Background checks are good for 2 years & then need to be repeated.
- Safe Church Guideline training needs to take place annually with those working with youth.
- The Advocacy Panel will consist of three unrelated adults (they must not be all the same gender). The Advocacy Panel will include the Moderator and two other adult members, who will serve overlapping three-year terms, be appointed by the Ministry of Christian Education and approved by the Church Council. The Advocacy Panel will be responsible for the responses to any allegations of misconduct, carrying out a response plan, coordinating investigations with Social Services, and documenting the Panel’s activity. If needed, they may assist the Safe Church Coordinator in confirming the suitability of staff and volunteers. The Advocacy Panel will meet within 24 hours of any reports of alleged misconduct. Panel members will be noted on documents related to this policy and changes will be announced promptly in congregation publications. All members of this Panel shall maintain a strict code of confidentiality and shall sign a Statement of Confidentiality. (Attachment A)
Inappropriate Interaction Defined:
- Physical Abuse is when a person deliberately and intentionally causes bodily harm.
- Neglect is a form of abuse in which a person endangers a child’s, youth’s or adult’s health, safety or welfare through negligence.
- Sexual Abuse is when there is either direct sexual contact between a child and an adult or anyone older and more powerful or any interaction between a child and adult in which the child or adult is being used for sexual stimulation of another person.
- Emotional Abuse is when a person exposes a child, youth, or adult to spoken/or unspoken violence or emotional cruelty. This includes the use of suggestive language, suggestive behavior or profanity to or around youth.
Reporting Responsibilities:
All staff, teachers, aides, and volunteers of United Church of Christ Congregational shall follow reporting procedures in order to promote accountability among all members of the church.
- All staff, teachers, and volunteers shall be informed of their reporting responsibility yearly. Anyone who has witnessed or been a victim of inappropriate interactions within the church may report to the Advocacy Council.
- Child and vulnerable adult physical or sexual abuse/neglect should be reported directly to Trempealeau County Human Services (715-538-4351). The parent/guardian should also be notified of this incident and report unless they are the perpetrator. The church clergy or moderator should also be notified. If the incident involves the clergy or church staff or volunteers, the Northwest Association of the Wisconsin Conference of the UCC (608-846-7880) as well as the church’s Insurance Carrier and legal counsel should be notified.
- Any and all incidents involving Emotional Abuse, questionable or inappropriate behavior shall be immediately reported to the Clergy and/or Moderator. If the conduct involves the Clergy, it shall be reported to the Moderator.
- The incident shall be documented in writing by the Clergy (or Moderator) and reviewed by the person making the report for accuracy. The report shall contain the date, time, persons involved, full explanation of the incident. (Attachment B)
- The Advocacy Panel shall meet within 24 hours of the report to discuss and implement an appropriate response.
Recruiting Congregation Workers:
Our congregation welcomes staff and volunteers who have been a part of our church family for at least six months who wish to become involved with the educational and youth programs at various levels of commitment. If the interested party has not been active for 6 months and would like to volunteer alongside an active adult member, they can do so. The Safe Church Coordinator shall be responsible for screening applicants for such volunteer and staff positions.
Screening Policy:
Volunteers, Staff and/or anyone supervising youth or children on the church’s behalf will be required to complete a screening application and authorize a Criminal Records Background check.
(Attachment C)
- The Safe Church Coordinator will review the submitted forms. The Safe Church Coordinator will arrange for a Criminal Records Background Check and, when applicable, will check the references listed on the form.
- Once all the information is compiled, the Moderator in consultation with the Safe Church Coordinator will confirm the applicant’s suitability to serve.
- Any person known to have committed pervious acts of sexual misconduct with children or youth shall be strictly prohibited from serving our children or youth.
Maintenance of records:
All records collected in compliance with the Safe Church Guidelines shall be in a secure location to protect the integrity and confidentiality of the records determined by the Moderator and Safe Church Coordinator.
Education and Training:
The Christian Education Committee will make available these Safe Church Guidelines upon request of the members of the congregation and others. As part of each new congregation volunteer or employee’s orientation, each volunteer or employee will review these policies, procedures and code of behavior annually conducted by a member of the Christian Education Committee.
Activities staffing:
All Church school classes and /or offsite classes will have 2 unrelated volunteers present at all times, one of whom is an adult. One may be moving between classrooms to observe. All Youth helpers must be at least 15 years old. When utilizing high school and young adults in the Educational Department, Youth Programs and/or off-site activities there shall be five-year separation between these young persons and those they supervise.
Youth Members of Boards and committees:
No youth member of a Board, Committee or Subcommittee shall attend a meeting with less than two unrelated adult members present, or the youth’s parent.
Discipline:
The purpose of discipline with children and youth is to maintain order in a manner consistent with the teaching of religious responsibility, respect and cooperation. No child shall be disciplined using spanking, hitting, slapping, or any form of physical punishment. Verbal reprimands shall not include destructive criticism, insult or shouting. Teachers, advisors and aides and others helping in the classroom are encouraged to listen to the child, communicate expectations or appropriate behavior, use time-outs, or give alternate choices. If a child is disruptive, a teacher or aide from the class or neighboring class may be sent to locate the Sunday School Superintendent. The Sunday School Superintendent will call the parent and wait with the child until the parent arrives.
Bathroom Supervision of Educational Department Children:
Children attending Christian Education are expected to be capable of attending to their own toileting needs. If assistance is needed because of an accident/sudden illness, staff/volunteers should assist in a manner that protects the child’s privacy. If anything unusual occurred during this assistance, a note describing the help given and the person’s present should be written and handed to the Sunday School Superintendent at the close of educational program day.
Overnight/Away from Church Rule:
All adult chaperons supervising overnight stays at our facilities or on congregational sponsored trips shall have been cleared to do so by the Safe Church Coordinator or Pastor. If these adults are husband and wife, a third adult advisor is to be present. Further, a written consent form signed by each child’s parent or legal guardian is required, which lists the names of the advisors to be present. (See attachment D)
Youth Group Activities:
Physical contact such as wrestling, horseplay or other high contact games are not appropriate recreational activities. No adult leader, staff or volunteer, should initiate or encourage physical or intimate contact with children or youth. Setting boundaries is the responsibility of the adults. The Youth Group is a group ministry. All participants are expected to remain with the groups throughout the times listed in congregation publications. No pairing or otherwise separating off from the group to other parts of the building or grounds is permitted.
Drugs, Tobacco, and Alcohol
Adults working with children or young people in our congregation may not use any illegal drugs while involved in any church-related activity. They may not smoke tobacco in the presence of children. When driving or chaperoning youth, adults may not have used alcohol or other substances that would impair driving and no weapons should be with them.
Auto Safety Policy:
- Drivers must have a valid driver’s license to drive any youth or child on a church-sponsored event. Drivers and vehicle need to be insured and the vehicle should be in good driving condition.
- The Church will request written consent from the parent/guardian before a child can attend activities or programs away from our facilities.
- Adult volunteers will see that children and youth wear seatbelts and are appropriately secured in child safety seats when being transported for church sponsored activities. No more passengers than can be safely restrained will be carried in a vehicle for those activities.
- Children who are transported to a church sponsored event by volunteers must return to the church with those volunteers unless they are picked up at the event by a parent/guardian or someone who has been authorized in writing by a parent/guardian to do so.
Visitors on-site:
The staff or volunteers serving our congregation should be aware of who is visiting our facilities. Visitors are welcome and shall be accompanied on their visit to the areas frequented by our youth and children by a member of our staff of volunteer.
Parental Guidelines:
Parents are responsible for the supervision of their children when they are not in a church supervised activity.
Pick-up for Sunday School Students:
- If parents of students are attending the worship service, they must pick up their child in the Sunday School area.
- A teacher will be waiting with them until they are picked up.
- If a Sunday School student is walking to or from church, the Sunday School Superintendent should be made aware of this.
Leaving and Locking:
- Every effort will be made to ensure that the last two people, including the staff person locking the door, will leave our facilities together.
- We avoid situations where one adult and one youth or child are left at the facility’s door waiting to be picked up by parents at the end of an evening activity.
- Parents are encouraged to respect concluding times. This also includes meetings or events that are for adults only.
- No one should be left alone in the building to lock up.
Key Assignment:
- When a key to the areas frequented by children/youth is assigned to staff or volunteer, an appropriate request form shall be filled out.
- It is understood that said key will not be loaned out to anyone else, nor will a duplicate key be made.
- The assigned person shall take full responsibility for the security of the key(s) and will return it when he/she no longer has the responsibility which required use of said key.
(Attachment A)
SAFETY COORDINATOR/ADVOCACY PANEL CONFIDENTIALITY POLICY
As safety coordinator or a member of the Advocacy Panel, I agree to hold all information strictly confidential as it pertains to allegations and/or investigations of misconduct, abuse or neglect brought before the Advocacy Panel.
I will not share any information given to me as a result of an allegation and/or investigation with anyone other than the individuals involved, outside of the Advocacy Panel, the Moderator, the parent/guardian of a minor or vulnerable adult (unless they are being accused of abuse/neglect), Human Services, Law Enforcement, an attorney representing the church, local UCC Osseo Clergy, the Association Minister of the Northwest Association of the Wisconsin Conference of the United Church of Christ, or the Conference Minister of the Wisconsin Conference of the United Church of Christ.
I understand that allegations and investigations of abuse are very sensitive, and the victim and any witnesses must be able to count on their statements being confidential. I will not share any information with an accused perpetrator of abuse.
Any information about an allegation and/or investigation will be kept in a locked or otherwise secure place at the church. I will guard any information and keep it in my possession at all times. I will not leave it lying around for others to inadvertently see. I will not discuss any allegations and/or investigation with anyone who is not a member of the Advocacy Panel or other people listed above.
Signature: ______________________________________________ Date:________________
(Attachment B)
CONFIDENTIAL INCIDENT REPORT FORM
Osseo United Church of Christ
This form should be completed by the person signing it without the influence of others that may have witnessed things differently. Each witness should complete their own statement. Completed forms should be given to the Moderator or Clergy.
Date: _________________________ Time: ___________________
Detailed description of the event: (Who was present, what happened and where).
Questions that arise from the event:
Person who filed this report:
Print name: ___________________________________________________
Signature: _____________________________________________________________
(Attachment C)
Volunteer Covenant for People Working with Children and Youth
Osseo United Church of Christ
Name: _______________________________________________________________________
Address: _____________________________________________________________________
City/State/Zip:_________________________________________________________________
Cell Phone: _________________________e-Mail:____________________________________
Home Phone: ___________________________ Work Phone: ___________________________
Briefly describe any previous experience working with children or youth
Pastoral Reference (if less than 6 months at Osseo UCC)
Name: _____________________________________ Position: _________________________
Address: _____________________________ City/State/Zip: __________________________
Phone: _______________________________ e-Mail: ________________________________
I am interested in the following:
Teacher Volunteer with Children/Youth
Driver/Chaperone Other ______________________________________
Covenant Statement
Because God calls us to be a community of faith and leaders in Christ’s church, I covenant with God and all persons participating in the events sponsored by Osseo United Church of Christ to conduct myself in a manner that promotes the well-being of the children, youth and families that I will serve. As a part of this covenant, I agree to participate in a professional manner in activities with the children and youth in my charge, to extend genuine care and concern to all participants while maintaining healthy and appropriate relationship boundaries, and to treat all people with dignity and respect.
I have reviewed the Osseo United Church of Christ Safe Church Plan and agree to comply with its requirements
I agree to a criminal background check
Signature: ___________________________________________ Date: _________________
(Attachment C Cont.)
Authorization for Background Check
Osseo United Church of Christ
As part of our dedication to ensure the safety of children and youth while they are in our care, we require all adults providing frequent supervision and/or leadership for Osseo United Church of Christ events to give permission for a Criminal Records Background check to be completed.
Full Legal Name: __________________________________________________________
Date of Birth: _____________________________________________________________
Social Security Number: ____________________________________________________
Current Address: __________________________________________________________
Previous Addresses: (City and State if you cannot recall) _________________________________________________________________________
_________________________________________________________________________
Any other names you have used in the past. (maiden, married, etc.)
_________________________________________________________________________
Driver’s License Number: _________________________________ State Issued: _______________
Proof of Insurance Company: ______________________________ Policy #: ___________________
I, _________________________________________, hereby authorize Osseo United Church of Christ to complete a Criminal Records Background check in order to investigate the possibility of any present or past criminal actions that may be on file with relevant county, state, and/or national government agencies on my behalf.
Signature: ___________________________________________ Date: ________________
(Attachment C Cont.)
Statement of Disclosure
Osseo United Church of Christ
Osseo United Church of Christ seeks to ensure the safety of young people while they are in our care. All adults providing frequent supervision and/or leadership for Osseo United Church of Christ events are required to provide the following background information. This form is based on State of Wisconsin Department of Health and Family Services Form HFS-64A.
- I have never been found guilty, pled guilty or no contest to a criminal charge in federal, state,
local, military or tribal court (not including acts of civil disobedience for justice issues).
___ True ___ Not True
- No civil lawsuits alleging actual or attempted sexual discrimination, sexual harassment, sexual exploitation, sexual misconduct, or physical or emotional abuse has ever resulted in a judgement being entered against me, been settled out of court or been dismissed because the statute of limitations has expired.
___ True ___ Not True
- I have never terminated my employment, professional credentials or service in a volunteer position, or had any of these terminated by my supervisors for reasons relating to allegations of actual or attempted sexual discrimination, sexual harassment, sexual exploitation, sexual misconduct, or physical or emotional abuse.
___ True ___ Not True
- I have not been arrested or convicted of the possession, use or sale of drugs within the last 7 years. ___ True ___ Not True
- I have not abused legal or illegal drugs, or alcohol within the past year.
___ True ___ Not True
- My driver’s license has not been suspended or revoked within the last 7 years due to reckless driving or driving while intoxicated and/or under the influence of a controlled substance.
___ True ___ Not True
- There are no other facts or circumstances involving my present or past actions that would call into question my being entrusted with leading and supervising children and/or youth.
___ True ___ Not True
If you answer “Not True” to any of the above statements, please attach a short explanation of any charges, lawsuits, reasons for termination, dates, nature and place of the incident(s) leading to these. Locations where any charges were filed, names and addresses and phone numbers of any employers and/or supervisors involved in terminations, and any other information you feel important to add to help us most fully understand your background.
I, ________________________________, have truthfully completed this form, thus providing Osseo United Church of Christ with accurate and honest information regarding my present and past actions.
Signature: _______________________________________________ Date: _______________________
(Attachment D)
Youth Authorization Form for Away From Church or Over Night Activities
UCC Congregational, Osseo
Activity:____________________________________________________Dates:_____________
Advisors who will be present:_____________________________________________________
______________________________________________________________________________
Name:______________________________________Gender:________Date of Birth:_________
Address:_________________________________City:_______________State:______Zip:_____
Phone (specify type):________________________________Email:________________________
Emergency Contact:________________________ Phone:____________ Relationship:_________
Participant Authorization
I agree to participate fully in this event. I will act in a way that is respectful of other people and their property. If I break the covenant, I am prepared to accept the consequences of my actions as determined by the decision of the Adult Leaders.
Participant Signature: ________________________________________Date:______________
Parent/Guardian Authorization
I authorize the adult leaders in charge of this retreat to take appropriate action in the case of a medical emergency involving my youth. I will also accept the responsibility for providing transportation if my youth should break the covenant and be required to leave the event.
Parent/Guardian Signature:_________________________________Date: _______________
Parent/Guardian Name (Print):_____________________________________________________
Please complete the following for overnight stays and/or trips outside of Osseo:
Important Health Info (e.g. allergies, dietary restrictions, diabetic, asthma, ADHD, etc.): _______
_____________________________________________________________________________
Prescription Medications:________________________________________________________
Insurance Policy/Number:________________________________________________________
(Attachment E)
Annual Safe Church Policy Training for
Osseo United Church of Christ
As part of our dedication to ensure the safety of children and youth while they are in our care, we require all adults providing frequent supervision and/or leadership for Osseo United Church of Christ events comply with the Safe Church Policy and have Annual Refresher Training.
Full Legal Name: __________________________________________________________
Current Address: __________________________________________________________
I, _________________________________________, hereby sign that I have completed the Annual Safe Church Training,
Signature: ___________________________________________ Date: ________________