RLC Youth Ministry Manual and Guidelines Resurrection Lutheran Fredericksburg, Va.

Transcription

1 RLC Youth Ministry Manual and Guidelines Resurrection Lutheran Fredericksburg, Va. This manual has been established for the effective operation of the Youth Ministry of Resurrection Lutheran church of Fredericksburg, VA The guidelines and documented procedures are to be referenced on every occasion of operations concerning the Youth Ministries. This manual has been approved and affirmed by the Pastors and Church council on 15 April 2012 As our youth ministry grows, so does our liability exposure resulting from personal injury. By safeguarding our congregation s youth, we take an important first step in protecting their wellbeing and shielding our congregation from the financial and emotional costs that result when injury, damages, and lawsuits occur. This manual contains practical suggestions and directions to be used to administrate, train and handle emergencies involving youth. Most importantly, it provides information to help prevent injuries by planning for safety whether on youth group trips, at camp or in school or day care. Our manual is not intended to be a complete definitive document on safety or emergency guide and is to be under the authority of the leadership of Resurrection Lutheran Church and the Virginia Synod, ELCA.

2 Resurrection Lutheran Church Youth Group Descriptions and tasks RLC Vision Statement: Resurrection Lutheran Church is a Christ-centered family of believers, so deeply and confidently rooted in the Gospel of God's grace, that we are free to give our lives joyfully in witness and service to those whom God has brought into our lives: within our congregation, our community, and our world. Chaperones Before consideration as a chaperone, the adult must be active in the life of Resurrection Lutheran congregation for a minimum of four months Ratio of 7 to 1 (a minimum of at least 1 adult to every 7 youth) In the ratio of 7 to 1, if there is a mixture of male and female, there will be at least one chaperone of each male and female Back ground checks will be done on all chaperones Minimum age of chaperone is 21 Chaperone must live out their faith and be willing to share it No sibling will be a chaperone for another sibling in their family Minimum age of driver for any event is 25 (insurance requirement) No youth will drive during an event Only same sex s will be roomed together No youth will be roomed with an adult Chaperones are expected to follow all the same covenants as the youth (we will not ask the youth to do something that we ourselves will not do) All chaperones will complete and sign the following forms: Group Covenant, Medical Release Form, Medication Prescription Form As the group grows in numbers, there will be at least 2 male and 2 female chaperones (in case of injury, same sex chaperone will take injured youth to needed medical care and another same sex chaperone to stay with group) Counselors College age students Minimum age of 21 Must be active in RLC when available Must live out their faith and willing to share it Not allowed to drive youth for events YOUTH COUNCIL High School Students who are at least a sophomore or 1 year removed from Confirmation Not allowed to drive youth for events Will be eligible to get Community Service Seal Award hours for High School Diploma Parental Consent required to be a Youth Council member

3 GUIDELINES FOR RLC MINISTRY WORKERS - YOUTH MINISTRY OVERVIEW: In order to provide a safe and secure environment for those youth who participate in the programs of the RLC and who utilize its grounds and facilities, and to minimize vulnerability of staff and volunteers to unwarranted accusation, the following policies have been adopted and will be strictly enforced. Any person who poses a threat to others will be prohibited from working in a ministry position involving youth. WORKER SCREENING: All persons desiring to work with the Youth Ministries of the RLC will adhere to the following screening process: 1. A Youth Ministry Application will be completed prior to be assigned a position of service. The Youth Ministry Leader who supervises the various youth programs will carefully review the Application to determine the suitability of the applicant for involvement in the ministry. 2. An Annual Update also shall be completed at the beginning of the program year (June/July) by each participant. Youth Ministry participants will be responsible to immediately report any information/incidents that may prohibit them from working with youth in accordance with Resurrection Lutheran church policies. Applicants who have applied and been approved to serve in the Youth Ministry or Child Care Center during the past year will be required to reapply in order to participate in the Youth Ministry. Completed Applications and Annual Update Forms will be retained in locked files of the Youth Ministry Leader (originals) and Pastors (copies). Responses to Criminal and Sex Abuse background checks will be retained in the locked files of the Pastors. Any person whose records indicate the applicant poses a threat to others or has a prior history of physical or sexual abuse will be prohibited from a ministry position involving youth. The Youth Ministry Leader can submit a written request to the Pastors for reconsideration of this where special circumstances might warrant. All persons interested in becoming involved in ministry with youth shall be an active participant (member or active attendee) of Resurrection Lutheran Church for a minimum of three (3) months prior to their application and consideration.

4 APPROPRIATE BEHAVIOR OF YOUTH MINISTRY WORKERS: The goal of every Youth Ministry worker shall be to exemplify in their speech, actions and teachings the character of Jesus Christ as displayed in His life of love and service to others. Even as workers are screened, trained and trusted, Resurrection Lutheran has an on-going responsibility to oversee its workers and ensure that trust is well placed. Words of encouragement, support and kindness are to be used with all youth. Derogatory comments or hurtful sarcasm are not to be spoken to or within the hearing of any youth. Only rooms with observation windows or open doors will be used for Youth Ministry events and meetings and these windows will remain un-obscured at all times. At no time shall one worker be left alone with one youth in a closed area or vehicle except in an emergency situation. Youth Ministry workers are prohibited from behavior that can be defined as abuse of a youth. This includes but may not be limited to: Any type of touching which is considered offensive in a sexual nature. Distribution or display of printed material or visuals, or sexually explicit comments that contain nudity, partial nudity or are sexually oriented in nature. Exposure of one's private anatomy to a youth. Physical discipline and physical mishandling of youth. Any racial epithets and slurs. Any comments that would offend someone based on their race, color, sex, national origin, age, physical or mental disability. Requests, invitations or encouragement to any of the above. In the nature of youth ministry, discussions concerning the kinds of topics described above will at times warrant careful, discerning group discussions led by the youth staff and volunteers. This may include use of visuals where appropriate. Discussions such as these will be designed in such a way that the Biblical alternatives to racism, discrimination, abuse, sexual promiscuity or other dysfunctional attitudes and behaviors are presented. These discussions will be cleared in advance by the Youth Ministry Leader and the Pastors.

5 POLICY VIOLATION AND INVESTIGATION: The following procedures apply to a reported or suspected incident of physical and/or sexual abuse connected to the programs of the Resurrection Lutheran Church. All allegations of abuse or molestation will be taken seriously and promptly reported to appropriate authorities if criminal activity is reasonably suspected. These policies will also guide how suspicions or reports of other Prohibited Behaviors are handled. 1. While Virginia law does not impose sanctions for the failure of a church employee to report suspicions of abuse, this policy of the Youth Ministry does create an affirmative duty for all employees or volunteers of the church to report under the guidelines of this policy any suspicions of abuse. The failure of an employee to report suspicions of abuse constitutes a breach of this duty and may result in discipline including possible termination of employment. All such reports will be afforded the strictest confidentiality allowed by law. 2. All reports or suspected abuse in the youth program are to be communicated to the Youth Ministry Leader, or the Pastors. Once the report is received, the Youth Ministry Leader (or in his absence, the Pastors) will seek to clarify the information received in order determine if the suspicion appears grounded. This may include questioning the young person, parents, or church workers. Another adult must be present during the questioning. 3. The Youth Ministry Leader will report his findings with the Pastors, who together with the Chairman of the Board of Trustees and Chairman of the Church Council, will seek legal advice when it is deemed necessary that a case of suspected abuse is to be reported to the legal authorities. A report of suspected abuse is not considered by the Resurrection Lutheran Church to be an accusation, but a referral to request assistance in the matter. 4. Parental disclosure is required in all cases where legal authorities are contacted unless the youth's safety could be jeopardized by such disclosure. If the report of Prohibited Behavior is in reference to actions on the part of a Youth Ministry staff or volunteer, it shall be the responsibility of those in charge to take appropriate measures which shall include but not be limited to: 1. Making necessary all documentation including an incident report. 2. Taking all corrective actions necessary to resolve the issue which may include but not be limited to:

6 Verbal and/or written notification of the offense to the supervisors mandated by Resurrection Lutheran Youth Ministry policies. Immediate Suspension from activity until all actions mandated in RLC policies are completed. Proper or corrective actions, including but not limited to acquiring restraining order, trespass order, or a court order deemed necessary for the safety of those involved. Proper notification of the Prohibited Behavior to the applicable legal authorities including Spotsylvania County Sheriff's Office and/or Department of Social Services. In these cases, it is important that all Youth Ministry staff and volunteers: If a problem is suspected, contact the Youth Ministry Leader immediately. Do not overreact; be sensitive to individuals; be tactful; do not make accusations or jump to conclusions. Take each and all complaints and reports seriously. Youth Ministry staff and volunteers are not to discuss or investigate the reports without following the reporting policies described above. Stay connected to the incident, watching closely and following through as needed until the issue is closed. Receive annual training in these policies and procedures as part of their Youth Ministry staff and volunteer training. MAINTENANCE OF THE POLICY: The Youth Ministry Leader is the program head of the RLC Youth Ministry and so is responsible for the implementation of these policies. All Youth Ministry staff and volunteers will receive training in these policies before their service begins and regularly as part of their on-going training. If the Youth Ministry Leader position is vacant at any particular time, the person designated by the RLC church council and/or Pastors will assume that responsibility. Questions of interpretation or application of these policies after due consideration by the Youth Ministry Leader should be directed to the Pastors.

7 Incident Report Date of incident: Date report filed: Person filing report: Instructions: As close as possible to the time the incident occurred, a copy of this report (both sides) must be filled out by the person in charge. Other eyewitnesses to the incident (preferably adults) may also fill out additional copies of this form. Your Involvement in the incident: Describe the incident: Where the incident occurred (location): Individuals who were injured and a description of the injuries:

8 Describe action taken on behalf of the injured: Name of others involved in the incident: Name of the adult in charge at time of the incident: Names of other witnesses: Cause of incident (in your opinion): Additional comments: Filers Signature Date: Parent s Signature Date: Student Ministries Pastor s Signature Date: Document created 03/2012

9 Resurrection Lutheran Church Youth Ministry Covenant We on the Youth Ministry Team and the Confirmation and Youth Leaders believe that unity among all ministry team members is a critical part of a successful ministry to the youth and the church. In order to do all we can to create and further team unity, we have made the covenant promise to serve a part of the youth ministry application process. Please read the attached document and sign the commitment. A copy of the completed covenant will be returned to you and the original will be kept in the youth ministry files. This agreement is valid from the date signed until June Thank you for your commitment to serve in this valuable ministry. I have received a copy of the Policy and Procedure Booklet and have read, understood, and agree with its intent and contents. I also understand that further policies may be added throughout the years and I will be responsible for reading them and verifying that I understand the information included. I agree to serve Jesus Christ as part of the RLC Youth Ministry network. I agree to abide by the policies contained in the Policy and Procedure Booklet. I agree to attend Bible Studies and discussion meetings. I agree to discuss any concerns with the Youth Ministry Team Leader in a timely manner so that we can be mutually supportive of each other, the youth and the ministry. I agree to do all I can to be an enthusiastic, productive and faithful member of the Youth Ministry network. Signature Date

10 VEHICLE SAFE DRIVING AND RIDING Only qualified drivers are permitted to operate the RLC owned, leased or rented vehicles, and each driver must: Be at least 25 years old. Possess a current, valid Virginia driver license a copy of which shall be maintained by RLC. Present to RLC a written statement of their driving history to include all tickets, citations and accidents in the State of Virginia or any other state or jurisdiction. Present their signed authorization for the RLC to obtain an official copy of their Virginia driving record from the Virginia Department of Motor Vehicles. Be authorized as a driver on the rental or lease agreement. Have experience driving or have attended training courses on driving large passenger vans in order to be allowed to drive a large passenger van, i.e., exceeding 9 passengers. The driver of each RLC owned, leased or rented vehicle will be aware of the following procedures: Seat belts must be worn by the driver and all passengers at all times when the vehicle is in motion. The driver must confirm that tires are properly inflated. The Driver of each individual vehicle is tasked to be sure the vehicle is ready for use. It is the driver's responsibility to note anything out of the ordinary. In the case of large passenger vans, passengers are to fill the van from front to back. Passengers should never be allowed to sit in the rear seats when more forward seats are available (studies have shown that large vans are harder to control when sudden maneuvers are required and are more prone to accidents as the weight shifts to the back). Large vans do not handle like passenger cars, especially in emergency stopping and avoidance maneuvers, and appropriate cautions must be taken. It is especially important that appropriate extra space be left between the van and vehicles in front of the van since stopping distances may increase dramatically with large, fully loaded vans. All traffic laws are to be obeyed; specifically, speed limits on interstate highways are not to be exceeded, particularly where the majority of the traffic may be speeding. There will be no smoking allowed in RLC owned, rented or leased vehicles. Cell phone use by the driver while the vehicle is moving is not allowed. Regular and proper maintenance is to be performed on vehicles that are leased or rented for periods exceeding 14 days, including but not limited to the following: Change fluids at prescribed time/mileage intervals. Check tires to note they are in a safe condition, not unduly worn or over/under inflated.

11 Vehicles are kept in a clean condition, inside and out. All trash is to be removed on a daily basis, windows are to be washed whenever any visible dirt has accumulated, and the entire vehicle is to be washed when it begins to become unsightly. A written copy of this Vehicle Safe Driving and Riding policy will be carried in each vehicle and the driver briefed on its contents and their importance.

12 YOUTH OVERNIGHT HOUSING OVERVIEW: No overnight events will be held without prior consent from the Youth Ministry Leader. Before any youth attends an overnight youth event, each youth s parent or legal guardian must sign and return the RLC Permission Form available from the Youth Ministry Leader. HOUSING YOUTH WITH UNRELATED ADULTS: Youth can be housed with unrelated adult chaperones aged 21 and over (age as of date of event) at overnight youth events as long as the youth-adult ratio is at least two youth to two adults. Approved chaperones will be RLC youth staff, approved youth department volunteers and those parents for whom a criminal background check has been completed by the church. Chaperones at youth overnight events are responsible for serving as role models for youth and for guiding youth behavior. Only adult chaperones and youth of the same gender can be housed together. An unrelated youth and adult must never share a bed. For clarification housing with multiple floors or physical separation can be designated as separate housing. (ie. Lodges, dorms, tents at a campground, etc.) At overnight events, it is recommended that adults be housed with youth whenever possible and in accordance with this policy. When this proximity is not possible, adults must be housed within hearing distance of any rooms lodging youth. In all events, youth staff and approved youth department volunteers having responsibility for a given activity always retain the authority to exercise their best judgment to ensure the safety of the young people involved. HOUSING YOUTH WITH RELATED ADULTS: Youth can be housed one-to-one with related adults (19 and over) who are their parents, legal guardians or other family members (such as step-parents, domestic partners, grandparents, aunts, uncles and adult siblings). Keep in mind that family members may be defined in different ways across cultural groups. Any questions related to defining family members should be directed to the Youth Ministry Leader or the Pastors. A youth who is housed with a related adult of the opposite gender must not be housed in an area with shared bathrooms. SPECIAL NEEDS SITUATIONS: Exceptions to the above policy stipulation can be made for one-to-one lodging with unrelated adults in cases of a youth's special needs or family situation (such as a home health aide or caregiver needing to room with a youth) so long as written parent or guardian authorization is submitted to the Youth Ministry Leader seven days before the event and the family agrees to cover the associated costs for housing the unrelated adult. In these special needs situations, a youth who is housed with an unrelated adult of the opposite gender must not be housed in an area with shared bathrooms. Revised 3/2012

13 Photograph and Video Release Agreement Resurrection Lutheran Youth Ministry I grant permission for photos or video images of my child being involved in the Resurrection Youth Ministry and activities to be included in various church media (newsletter, bulletin boards, video clips and church/youth website, etc.) for the purposes of reporting on ministry activities to the congregation and publicizing LOWC to the community. These photos/images will not include any names or contact information. Printed Name of student: Parent/Guardian Signature: Date:

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