The Good Shepherd Policy - Protecting Children & Students

Jesus said, “Let the little children come to me, and do not hinder them, for the kingdom of heaven belongs to such as these.” Matthew 19:14

 

“I am the good shepherd. The good shepherd lays down his life for the sheep.” John 10:11

 

Our Strategy…

•          Strive to provide a safe and secure environment for all children (birth through 5th grade) and students (6th through 12th grade), collectively referred to as “minors,” that participate in our church programs.

•          Strive to protect children and students from the possibility of sexual or other types of abuse or molestation.

•          Reduce the possibility of false accusations against volunteers, paid staff and workers.

•          Educate and train our volunteers, paid staff and workers, to identify and guard against the abuse of minors.

 

The Good Shepherd Team                            

The Good Shepherd Team shall consist of the ministers of the children’s and student ministries, and the Associate Pastor who leads the Family Ministry Team (hereafter referred to simply as Associate Pastor). The Good Shepherd Team has the ability to seek advice from outside entities and church members, as it deems beneficial. 

 

The purpose of this team is to: 

1.         Monitor compliance of The Good Shepherd Program

2.         Periodically review and recommend changes in The Good Shepherd Program of the Church

3.         Review and determine the eligibility of those individuals who did not meet all of the volunteer requirements.

 

Policies

 

Volunteer Requirements

 

CLEARED VOLUNTEER (18 years and older):

In order to become an approved person working with children under the age of 18 (“minors”), the following requirements must be completed:

1.         Be a regular attender of Valley Ranch Baptist Church (referred to as VRBC) for at least six consecutive months.

2.         Complete a Volunteer Application.

3.         Submit to and pass a criminal background check.

4.         Review and sign Good Shepherd policy.

5.         Complete the interview process with the appropriate age group minister or designee.

6.         Have personal references checked with favorable results.

7.         Complete required Ministry Safe volunteer training regarding child safety.

 

Any person who meets the above requirements is considered a “cleared volunteer.” Any exceptions to the above must be approved by the Good Shepherd Team. 

 

STUDENT VOLUNTEER (17 years and younger):

In order to become an approved student volunteer working with children (toddler – 5th grade) the following requirements must be completed:

1.         Be a regular attender of VRBC for at least six consecutive months.

2.         Complete a Student Volunteer Application.

3.         Complete the interview process with the children’s minister or designee.

4.         Have personal references checked with favorable results.

5.         Be approved by the student minister and children’s minister or their designees.

 

All volunteers under 18 are considered student volunteers and do not count toward the Two Person Cleared Rule. Student volunteers may not supervise a child or children without two cleared adults present. When a student volunteer turns 18, the above Cleared Volunteer requirements then apply.

 

Two Cleared Person Rule

At all regularly scheduled events, a reasonable effort will be made to provide a minimum of two cleared, unrelated volunteers at the activities of minor children. Family members may serve together, but there must be an additional cleared adult serving with them.

 

Only a Cleared Volunteer adult (18 years of age) may supervise preschool children in the restroom.

 

Special Event Volunteer

Special Event Volunteers are those persons who on certain occasions, assist Cleared Volunteer workers but are not intending on becoming a Cleared Volunteer.  The Special Event Volunteer must always serve in addition to the Two Cleared Volunteers. To qualify as a Special Event Volunteer, one must complete and pass a background check, read and sign the Good Shepherd policy, and be recommended by the appropriate age group minister.

 

 

Leader Behavior Expectations 

As followers of Jesus, we are ambassadors for Christ (2 Corinthians 5:20), and so we seek to live “above reproach” (Colossians 1:22). The following behaviors are expected of any cleared volunteer, staff, worker, or student volunteer, collectively referred to as “leaders.”

 

A violation of any of the following leader behavior expectations may be a basis for suspension or removal from participating in serving with minors at VRBC and may require legal action and reporting to authorities. 

 

Alcohol/Tobacco Use

Leaders are prohibited from the use, possession, or being under the influence of alcohol or tobacco products anywhere on church property, while in the presence of minors or their parents or legal guardians, while traveling with minors, or while working with or supervising minors during any VRBC program, event, or activity, whether on church property or away. All leaders are also expected to take a biblical approach to the consumption of alcohol in their personal lives. 

 

Illegal Intoxicants

Leaders are prohibited from the use, possession, or being under the influence of any illegal drug while on church property, while traveling with minors, or while working with or supervising minors during any VRBC program, event, or activity, whether on church property or away, or in their personal lives. Abuse of over-the-counter or prescription drugs and the use of hallucinogenics or psychedelics is prohibited. VRBC is a drug-free campus and organization. 

 

Prescription/Over the Counter Medication

Leaders shall safely secure any prescription or over the counter medications to prevent minors from gaining access to them. 

 

Nudity 

Leaders shall never be nude in the presence of minors. In the event a situation arises that may call for or contemplate the possibility of nudity (i.e., changing clothes during a pool party, weekend or overnight retreat, etc.) the staff minister for the specific area of ministry will make arrangements for showering or changing clothes that will eliminate the potential for minors to be exposed to nudity of others. Likewise, minors shall never be nude in the presence of leaders. No nude photos or videos should ever be taken or shared.

 

Physical Appearance 

Leaders shall dress in modest, comfortable attire and refrain from wearing any clothing that would distract from any ministry purposes while participating in VRBC programs, events, or activities, whether on church property or away. This can include, but is not limited to revealing swimsuits or clothing, and clothing with lewd, explicit, politically or culturally controversial language or images. 

 

Communication Expectation 

All communication with minors, including electronic, must be above reproach and indicative of healthy boundaries. As with any communication, the content of an electronic communication should be readily available to share with a staff minister or a parent. 

 

Texting 

Texting between leaders and minors is permissible only as outlined below. If any inappropriate communications are received, please immediately report to the staff minister for the specific area of ministry. 

 

- In general, texts should occur in ‘group’ form, whenever possible. Though minors will often reply to or initiate a conversation, make every effort to text in group form and encourage replies to the group. 

- Prudent judgment must be used in the timing and context of texts. Do not text before 7am or after 9pm unless the texting occurs as part of a programmed ministry activity, or as a safety emergency.

- Do not share any photos and/or videos of a sexual or suggestive nature and avoid discussion of any sexual topic via text. 

- Do not send, respond to, or comment on any inappropriate, questionable, or off-colored texts. When in doubt, treat a text as inappropriate.

 

Internet Use

The display or transmission of pornography, sexually explicit images, messages and cartoons is not allowed. We prohibit the use of electronics and the internet in ways that are disruptive, offensive to others or harmful to morale. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, religious slander or anything that may be construed as harassment or showing disrespect.

 

Social Media/Communication Applications 

It is permissible for the ministry to use ministry account applications that have messaging features (Instagram, Remind, etc.). At least one other leader must have credentials to access the application and regularly review the messaging, comments, and postings. 

 

Personal Social Media 

As a leader, maintain a high moral standard in your social media presence. Please be cautious about the content of the posts on your personal social media. Students will pay attention to what you post, and you have influence on minors even when you are not present with them. All interactions should be above reproach and reflect the integrity and values of VRBC. Please ensure that your posts, photos, videos, and responses posted on social media reflect VRBC ministry guidelines, are appropriate, and are not graphic, inflammatory, sexual, or suggestive in nature. The use of Snapchat, or other similar applications that allows anonymous messaging with minors is not permitted. The use of Houseparty, or other similar applications, with minors is not permitted. 

 

Transportation

Leaders may from time to time provide transportation for minors. We want to make sure to use extra caution when driving minors and observe the following guidelines.

 

Minors should be transported directly to their destination, with accountability on both the departing and arriving end of the transportation. Unauthorized stops must be avoided. Avoid transportation circumstances that leave only one (1) minor in transport.

 

Absent an emergency, cell phones may not be used by drivers while transporting minors (other than navigation applications). In an emergency, find a safe place to stop the vehicle to use the cell phone, unless a stop cannot safely occur.

 

Adults should never be alone in a vehicle with a minor and should transport only the number of minors for whom there are available seatbelts and seatbelts should be worn at all times while in the vehicle. Never instruct a minor to drive other minors to a VRBC event.        

 

Out-of-Program Contact with Minors 

VRBC safety standards, established to protect minors and ensure healthy relationships, should be respected outside ministry programs as well. In addition to ministry safety standards, the following policies should be respected in all interactions with minors. 

 

- Never be alone with a minor in an unobserved context or location. 

- Any dating or sexual relationship of any kind with a minor is strictly prohibited. 

- Never spend the night at a minor’s home, your home, or in an ‘away’ location with any minor by yourself. 

 

 

The Screening Process

The screening process will be performed by the appropriate age group Minister or their designee. The approval of a potential volunteer is at the sole discretion of the Minister.

 

Who is screened?

Since all Ministers and Church Staff currently undergo a similar criminal background and reference check, this screening requirement applies to all those who work or volunteer with minor children (less than 18 years of age) in a position of leadership, authority or as a volunteer and are not currently subject to the employment screening process. The following are recommended age requirements for student volunteers, but final decision rests with the appropriate age minister.

 

- To serve with students (6th – 12th grade) volunteers should be 18 years of age or older.

- To serve with pre-teens (4th-5th grade) volunteers should be 14 years of age or older. 

- To serve with children (toddler – 3rd grade) volunteers should be 12 years of age or older. 

- To serve with infants (nursery) volunteers should be 18 years of age or older. 

 

ALL INFORMATION ACQUIRED DURING THE SCREENING PROCESS WILL BE TREATED AS CONFIDENTIAL AND WILL NOT BE DISCLOSED TO OTHERS OUTSIDE THE GOOD SHEPHERD TEAM UNLESS REQUIRED BY LAW OR CHURCH POLICY.

 

The Appeal Process

Any person who applies and is not cleared, or any volunteer who is suspended or removed for any reason, has the right to appeal as set forth in the Appeal Process.  

1.         To begin the appeal process, the volunteer will submit an appeal in writing to the appropriate age group minister via the minister’s VRBC email address. The appropriate age-group minister will make a determination and communicate it to the volunteer in writing and copy the Associate Pastor.

2.         If appeal is denied, the volunteer will contact the Associate Pastor, who will communicate with the Good Shepherd team.

3.         The Good Shepherd team will meet with the volunteer to discuss in person the appeal and to make a final decision.

4.         Final decision from the Good Shepherd team will be based on the majority vote of the Good Shepherd team. Decision will be communicated in writing to the volunteer by the appropriate age group minister with the Associate Pastor copied.

 

Reporting an Observed or Suspected Incident of Abuse or Neglect

A volunteer who is engaged in any activity conducted on VRBC premises or under the supervision of VRBC and has cause to believe that a minor’s physical or mental health has been or may be adversely affected by abuse or neglect should immediately report their suspicion to the appropriate age-group minister or, if that minister is involved or is not available, to the Associate Pastor.  The appropriate age-group minister (or other VRBC Pastoral Staff if appropriate age-group minister is not available) will take all necessary actions including working with the volunteer to keep the child/student safe and to report suspected abuse to law enforcement and the Department of Family and Protective Services as required by law, including Texas Family Code Section 261.101 (a) and (b). 

 

Suspension of Church Related Duties

Upon receipt of a potential incident, the leader will be temporarily suspended from their role as leader pending an investigation. This determination will be at the sole discretion of the Good Shepherd Team. 

 

As well, the Good Shepherd Team reserves the right to suspend or terminate the volunteer status of any person from all church-related duties involving minors if they are notified of situations involving lack of Christ-like lifestyle, character, integrity, or poor judgement until that situation is resolved. This determination will be at the sole discretion of the Good Shepherd Team. 

 

Frequency of Criminal Background Check

Follow-up criminal background checks will be conducted no less than once every two years, and additionally at the discretion of the Good Shepherd Team.

 

Observation of Children

Church activities for children and students should be in areas visible to persons outside the room.  Such visibility will be maintained by leaving curtains and blinds open on hallway windows and if necessary, leaving the door open.  Reasonable exceptions to this rule may be made by the minister in charge of the age group area in which the child or student is participating.

 

Parental Permission

Parental Permission is required for all children and students to attend church sponsored off-campus events and other events as designated by the Associate Pastor, age group minister or designee.

 

Any preschool or elementary-age child who is attending a VRBC worship service or any minor child (age 17 and younger) who is volunteering at or participating in a VRBC event must be accompanied by a parent or guardian or their designee unless they are under the authority of Cleared Volunteers. 

 

Training and Education

The Good Shepherd Team shall be responsible for overseeing the training of all church volunteers in recognizing and preventing child abuse. Good Shepherd Team-approved training must be completed no less than once every two years, typically in conjunction with the follow-up criminal background check.