At WoodsEdge, we take our responsibility to care for minors very seriously. These guidelines are intended to facilitate a safe and nurturing environment in which children can grow in relationship with Jesus Christ.
CHURCH SAFETY SYSTEM
Because we desire to protect all minors involved in our ministries, all volunteers and staff members must complete the WoodsEdge screening process, including a background check and a child safety training course. All volunteers must be approved by the Generations Ministry staff in order to serve.
STEP ONE: SCREENING PROCESS
Staff members and volunteers serving with minors are required to complete the WoodsEdge screening process, which includes:
- Employment Application (employees only)
- Volunteer Application
- Face-to-Face Interview (employees only)
- Reference Checks
STEP TWO: CRIMINAL BACKGROUND CHECK
All staff members and volunteers working with minors must undergo a criminal background check. The background check must be renewed every two years. Depending upon the ministry position, differing levels or intensity of criminal background checks may be required. Individuals who have committed sexually oriented or sex-related crimes may not serve in any area providing services to minors. In addition, certain other past criminal acts may preclude an applicant from serving minors.
STEP THREE: SEXUAL ABUSE AWARENESS TRAINING
All staff members and volunteers should have a basic understanding of the characteristics of sexual abusers and their behaviors in “grooming” a child for sexual abuse. Grooming is the process used by an abuser to select a child, win the child’s trust (and the trust of the child’s parent or “gatekeeper”), manipulate the child into sexual activity and keep the child from disclosing the abuse.
To equip you with information necessary to recognize abuser characteristics and grooming behaviors, WoodsEdge Community Church requires all staff members and child-serving volunteers to complete a Child Safety Training. This training may be completed live or online.
CHILD PROTECTION
WoodsEdge Community Church supports and maintains a zero-tolerance policy concerning child abuse and neglect. It is a violation of Texas law for any volunteer or staff member to physically, sexually, or emotionally abuse or neglect any child participating in WoodsEdge programs.
ENFORCEMENT OF POLICIES
WoodsEdge maintains the highest standards in order to protect both the volunteers and minors in our ministry. Anyone working with minors at WoodsEdge is subject to the supervision and evaluation of the ministry staff and must follow these guidelines. Staff members and volunteers in supervisory positions must diligently enforce all policies.
WoodsEdge Community Church staff reserves the right to dismiss volunteers who fail to follow the policies and guidelines.
CONSEQUENCES OF VIOLATION
Any person accused of committing any act considered by the church to be harmful to a minor will be immediately suspended from participation in ministry. This suspension will continue during any investigation by law enforcement, child protective agencies or the church.
Any person found to have violated this policy may be prohibited from future participation in all activities and programming involving minors. If the person is an employee, such conduct may result in termination of employment.
Failure to report a policy violation is grounds for termination of an employee. Volunteers who fail to report a policy violation may be restricted from participation in any future activities involving minors at WoodsEdge Community Church.
Staff members and volunteer leaders should discuss immediately with their supervisor any inappropriate action or breaking of this policy and will seek counsel from the church leadership and attorney if needed.
REPORTING ABUSE OR SUSPICIONS OF ABUSE
WoodsEdge Community Church is committed to protecting the minors in this ministry from any form of abuse. WoodsEdge Community Church has a zero-tolerance policy that prohibits any act of sexual, emotional, or physical abuse. This zero-tolerance policy requires all WoodsEdge employees and volunteer leaders (those who work directly with minors) to immediately report any occurrence (or suspected occurrence) of child abuse to a member of our staff. To this end, any report of inappropriate behaviors or suspicions of abuse or neglect will be taken seriously and will be reported, in accordance with this policy and state law, to Child Protective Services or criminal law enforcement.
Because sexual abusers “groom” children for abuse, it is possible that a staff member or volunteer may witness behavior intended to groom a child for sexual abuse. Please report grooming behavior, policy violations, or any suspicious behaviors to an immediate supervisor, such that the church may take appropriate action to safeguard children in the program.
REPORTING ALLEGATIONS OR SUSPICIONS OF ABUSE TO LAW ENFORCEMENT
We report all suspected or alleged abuse or neglect of children to the Texas CPS Emergency Response Hotline:
1-800-252-5400
Because many adults are unfamiliar with Texas reporting requirements and may be fearful of the process, WoodsEdge Community Church utilizes a “tandem” or “dual report” model, where permitted. A dual report occurs when a WoodsEdge Community Church supervisor reports the suspicion or allegation together with the individual who saw, heard, or received information causing him or her to suspect abuse or neglect.
This practice is not required or intended to inhibit any staff member or volunteer from reporting to law enforcement or CPS directly. Instead, it is meant to facilitate reporting, protect children, and support individuals who may not feel able or willing to report alone.
NO PERMISSION IS NEEDED from WoodsEdge Community Church before reporting to law enforcement personnel or the Child Abuse Hotline. In addition, a report may be made without involving or informing WoodsEdge Community Church personnel.
While not required by state law, please report all suspicions of child abuse or neglect (or any inappropriate or grooming behaviors of a colleague or coworker) to an immediate supervisor or a member of the WoodsEdge Safety Committee. This request is intended to assist the church in properly protecting children involved in WoodsEdge programs.
When in doubt, report.
BUILDING SAFETY
Every ministry pastor or director is responsible for ensuring that the ministry program area is monitored during children or youth programming. No minor will ever be left unattended in a ministry area during regular programming, class, or activity. All children and students should be easily observable during regular programming, class, or activity.
SUPERVISION
Only screened ministry volunteers, church staff members, and children are allowed in areas where ministry to minors is occurring. All other adults should be asked for identification and immediately escorted out of the area. If questions or concerns arise related to any person in the area, a ministry supervisor or security team member should be notified immediately.
Two trained, screened adults should supervise minors at all times.
Avoid being alone with an individual child or student in any room or during any ministry program. If one supervising adult must leave a group of minors, another volunteer or employee must be notified so that the Two Adult Rule can be followed.
If two individuals serving in a room are related to one another, a third unrelated volunteer or staff member must be present.
If an unusual circumstance occurs and you find yourself alone with a single minor, move to a room or building occupied by others, or to a location easily observed by others. (Example: If a middle school student is the last in a class to be picked up by a parent, move to an adjoining room where other staff members or volunteers are present.)
If you need to talk with a minor alone, do it in the hallway or a highly visible area, or have another leader with you. After every ministry event, ensure that every room, area and restroom is checked prior to leaving.
Avoid distractions that would impact your ability to effectively supervise children or students and maintain situational awareness (i.e., use of cell phones, wearing headphones).
SECURITY
After every ministry programming event, ensure that every room, area and restroom is checked prior to leaving.
STAFF MEMBER / VOLUNTEER TO CHILD/STUDENT RATIO
WoodsEdge Community Church is committed to providing appropriate supervision in all ministry programs. Accordingly, the following worker-to-student minimum ratios will be observed:
- 1 - 10 children: at least 2 staff members or volunteers (Two Adult Rule)
- 11 - 29 children: at least 2 staff members or volunteers
- 30+ children: at least 3 staff members or volunteers
WoodsEdge Community Church practices the Two Adult Rule which requires a reasonable number of adult leaders (minimum of two) to be maintained when supervising minors. A married couple or two family members would only account for one in this Two Adult Rule.
COMMUNICATING WITH FAMILIES
Parents have an open invitation to observe all programs and activities in which their child is involved. However, parents who desire to participate in or have continuous, ongoing contact with their child’s program will be required to complete the WoodsEdge Community Church volunteer application and screening process.
PARENTAL CONTACT
Parents will be contacted if a minor becomes ill, injured, or has a severe disciplinary problem while participating in ministry programs.
DISCIPLINE
No physical discipline may be used for behavior management of minors, including spanking, slapping, pinching, hitting, biting or any other physical force as retaliation or correction for inappropriate behaviors.
In the event of a fight or physical altercation, verbally redirect those involved and avoid physical intervention unless necessary for the safety of other children. In these instances, staff members and leaders are allowed to restrain a minor with appropriate physical force, as needed. Uncontrollable or unusual behavior should be reported immediately to parents and a WoodsEdge staff member.
Any behavior problems will be handled in the following sequence:
- The child will be asked to correct the behavior.
- A staff member will talk with the child to discuss the problem behavior.
- Parents will be notified of discipline or behavior problems.
- The child will not be allowed to attend a ministry event. (This is a final measure and is not desired.)
If a child is unruly or fails to comply with verbal warnings or instructions, that child will be asked to leave (if not endangered by doing so) or the child’s parent will be contacted to pick up the child. Any damage of property will be reported to parents, who will be responsible for repairs, including damage incurred at off-campus ministry events.
BULLYING
Verbal, physical, or emotional bullying is not acceptable in WoodsEdge Community Church ministry programs. At the first sign of bullying in any form, act decisively, and inform your ministry supervisor. There is no “harmless put-down” where bullying is concerned.
- First Offense: Issue a warning to the offending child and a general reminder to the group that this kind of interaction is inappropriate. Try not to embarrass or chastise.
- Second Offense: Pull the offending child from the group (in a seen or supervised location) and discuss the inappropriate interaction or behavior. Set clear parameters and behavioral goals. Let the child know that the next step is communication with a pastor and the child’s parents. Notify an immediate supervisor of ANY signs of bullying or verbal abuse.
Privately, but with another adult present, confirm that the child who was the target of the bullying behaviors is not in danger of continued harassment and is physically and emotionally stable. Do not single a child out in front of the group. Be discreet.
- Third Offense: Send the offending child to a pastor for a phone call to his or her parents and possible removal from the trip, camp or event.
RESTROOM POLICIES
Be aware if a minor repeatedly leaves to use the restroom and stays there for unusual periods of time. Report this behavior to a supervisor. In public contexts, when possible, send students to use the restroom in groups of at least three.
EMPLOYEE / VOLUNTEER POLICIES
TOBACCO USE
Abstain from the use or possession of tobacco products in church facilities, while in the presence of minors or their parents, or during WoodsEdge ministry activities or programs, whether on campus or away. WoodsEdge is a tobacco-free facility.
INTOXICANTS
Staff members and volunteers are prohibited from the use, possession, or being under the influence of alcohol or any illegal drug while in any church facility, while traveling with minors, or while working with or supervising minors during any WoodsEdge program or activity.
NUDITY
Never be nude in the presence of minors in ministry programs. In the event a situation arises that may call for or raise the possibility of nudity (i.e. changing clothes during a pool party, weekend or overnight retreat, etc.), the staff member or volunteer leading the event will submit a plan to the ministry supervisor concerning arrangements for showering or changing clothes.
PHYSICAL APPEARANCE
Please dress in modest, comfortable attire. Please do not wear thin-strapped or low-cut shirts while you are serving. First impressions are important; please take this into consideration when you are serving.
- No revealing swimsuits
- No revealing or form-fitting clothes
- No shirts with low necklines or that show midriff
- No short dresses, skirts or shorts
ONE-TO-ONE INTERACTIONS WITH MINORS
Meeting the emotional or spiritual needs of minors may occasionally involve interaction on an individual basis. Please observe the following guidelines when interacting with minors:
The Two Adult Rule should be diligently followed during ministry programs: do not interact alone with an individual child or student in any room or building. In the event you find yourself alone with a single minor, move to a room or area occupied by others, or to a location easily observed by others.
One-to-one meetings with an individual child must occur at a time when others are present and where interactions can be easily observed. Example: If a minor desires additional conversation after regular programming has concluded, move to an adjoining room where other staff members or volunteers are present, or into a public space.
If a closed-door meeting must occur, it should occur on church property, with a second adult present. The door must remain unlocked, and any window treatments open.
Never hold a one-to-one meeting with a minor who is the opposite gender.
Any ongoing meetings with children or students (such as counseling, one-to-one discipleship, etc.) should be discussed with a WoodsEdge staff member and should comply with the Two Adult Rule OR occur in a public, easily observed location.
Staff members and adult volunteer leaders may not date or have any sort of romantic interaction with minors.
CONVERSATIONS OF A SEXUAL NATURE
Staff members and volunteers are prohibited from engaging in any conversations of a sexual nature with minors and are not permitted to discuss any inappropriate or explicit information about their own personal relationships, dating, or sexual activities with any minor in the program.
However, it is expected that from time to time, Student Ministry discussions and lessons may address issues related to purity, dating, sex, and human sexuality. These lessons will convey to students the church’s views on these topics.
Some children may have questions or struggles in this area and desire to confide in a trusted adult leader for guidance. Proceed with great caution, teach with sensitivity and from a biblical perspective.
- Avoid discussing anything of a sexual nature with children or students of the opposite gender.
- If a child or student’s questions or comments on a sexual matter become too detailed or explicit in a group setting, the leader should use discretion and set up another time to meet with this student. For any follow up meeting: inform a student ministry staff member first, comply with the Two Adult Rule OR meet in a public, easily observed location.
- When in doubt as to whether a conversation could be interpreted as a “conversation of a sexual nature” treat the conversation as such and follow this policy. When possible, clarify the question/topic with a WoodsEdge staff member.
MATERIALS OF A SEXUAL NATURE
Materials of a sexual nature (including images and videos) are prohibited on church property or in the presence of minors participating in any ministry program.
PHYSICAL INTERACTION / APPROPRIATE DISPLAYS OF AFFECTIONS
Appropriate touch is needed and encouraged, but it is vital that staff members and volunteer leaders do not blur or cross the lines. In light of this, the following guidelines should be observed:
- Physical contact in any form should be above reproach, for the benefit of the child, and never based upon your emotional needs.
- Your personal behavior must foster trust at all times.
- Pat a hand, shoulder or back in an encouraging manner.
- Side hugs should be in public view and kept brief. When hugging someone of the opposite gender, hugs should be limited to side hugs.
- Look for opportunities to give plenty of high fives and fist bumps unless this makes a child feel uncomfortable.
- Shake hands or put an arm around the child’s shoulder, briefly.
AVOID the following interactions:
- A sexual relationship with a minor is never acceptable.
- Never touch a minor in sensitive areas (breasts, buttocks, genitals) even if he or she has been injured in one of these areas. Never allow casual contact in these areas, under or over clothing.
- No sitting on laps.
- No handholding, unless part of a worship/prayer service or a group game.
- Never touch in anger or disgust.
- Never touch in a manner that may be construed as sexually suggestive.
- Avoid touching a minor between the navel and the knees.
- Never carry a minor piggy-back or on your shoulders.
- Never kiss a minor or give (or receive) a massage.
- Never place hands beneath a minor’s clothing to play, rub, or comfort.
- Never tickle, participate in “horseplay,” or wrestle with a minor.
Do not force physical contact, touch, or affection on a reluctant student, except in cases of necessary restraint for the protection of the child or others.
A child’s preference not to be touched must be respected.
Physical contact and affection should be given only in observable places or when in the presence of others. It is much less likely that touch will be misinterpreted when physical contact is open to observation.
VERBAL INTERACTION
Verbal interaction with all children should be positive and uplifting. All verbal interaction should be encouraging, constructive, and mindful of our mission of aiding parents in the spiritual growth and development of their children.
To this end, do not talk to children in a way that is or could be construed as harsh, threatening, intimidating, shaming, derogatory, demeaning, or humiliating. Do not swear in the presence of minors.
In general, verbal interaction should occur in a location where others may observe what is happening. At no time should a minor and an adult disappear behind a closed door or interact in an area which cannot be seen by others.
ELECTRONIC COMMUNICATION
All communication with minors must be above reproach and indicative of healthy boundaries. As with any communication, the content of any electronic communication should be readily available to share with a staff member, ministry leader, or parent.
TEXTING
Texting between adults and minors is permissible only as outlined below. Whenever possible, texts should occur in group form. Though minors may reply individually, make an effort to text in group form and encourage replies to the group. When possible, ministry leaders should send and receive texts using a ministry-provided device/account.
Prudent judgment must be used in the timing and content of texts. Do not text before 7am or after 10pm unless the texting occurs as part of a programmed ministry activity.
Do not share photos and/or videos of a sexual or suggestive nature.
Avoid discussion of ANY sexual topic via texts.
Do not post inappropriate or off-color content, or comment on inappropriate or off-color posts. When in doubt, treat a post as inappropriate.
Adult employees and volunteers are not permitted to initiate contact with children or students through social media platforms or text messaging. All initial communications should occur through official, monitored channels.
COMMUNICATION APPLICATIONS
It is permissible for the ministry to use applications that have messaging features (i.e., Instagram, Facebook Messenger) via a ministry account. At least one other ministry leader must have credentials to access the application and regularly review the messaging, comments and postings.
It is not permissible for adults to use personal accounts to direct message minors. All group and direct messaging to/from minors should be above reproach, available for supervisory access and originate from a ministry account, not a personal account.
In the event a minor direct messages an adult’s personal account, the adult will transfer the thread to the ministry account for reply if necessary. All minors will be counseled to direct their communication to the ministry account.
Avoid discussion of ANY sexual topic via social media.
Do not comment or reply to a minor’s post that is inappropriate or questionable. All interaction should be above reproach and reflect the integrity and values of WoodsEdge Community Church.
The use of Snapchat (or other similar applications) with children or students is not permitted.
The use of Houseparty (or other similar applications) with children or students is not permitted.
Applications that allow anonymous messaging are not permitted.
‘HOOK-UP’ APPLICATIONS
Though the use of relationship applications is commonplace and acceptable, adults are prohibited from participating in “meet and date” or “meet and chat” applications (specifically, those applications intended to facilitate sexual encounters).
PERSONAL SOCIAL MEDIA
As a ministry leader, maintain a high moral standard in your social media presence. Inappropriate social media content may be a basis for suspension from participation in ministry at WoodsEdge Community Church. Please be cautious about the content of the posts on your personal social media. Please ensure that photos or videos posted on social media reflect WoodsEdge ministry guidelines related to alcohol, tobacco and modesty (dress, posture, and content).
TRANSPORTATION
Staff members and volunteers may from time to time be in a position to provide transportation for minors. The following guidelines should be strictly observed when ministry workers are involved in the transportation of minors:
- Minors should be transported directly to their destination. Unauthorized stops to a non-public place must be avoided.
- Avoid transportation circumstances that leave only one minor in transport.
- Avoid physical contact with minors while in vehicles.
- Absent an emergency, cell phones may not be used by drivers while transporting minors (other than navigation applications for directions). In an emergency, stop the vehicle to use the cell phone, unless a stop cannot safely occur. Texting or other cell phone use is strictly prohibited while driving.
- No drivers under age 25 may drive WoodsEdge Community Church owned or rented vehicles or drive any minor(s) under the age of 18 in their own vehicle for any WoodsEdge related event.
- In transportation, the Two Adult Rule must be followed.
- Avoid transporting a single minor.
- Never be alone in a vehicle with a minor of the opposite sex.
- Never instruct a minor to drive other minors to a ministry event.
- Transport only the number of minors for whom you have seatbelts.
- Seatbelts should be worn at all times while in the vehicle.
- No one should be double buckled.
- Use extra caution when driving minors.
OUT-OF-PROGRAM CONTACT WITH MINORS
WoodsEdge Community Church 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 occurring outside ministry programs.
- Never be alone with a minor in an unobserved context or location.
- Limit connections by gender. Do not initiate or maintain contact with minors of the opposite gender.
- Any dating or sexual relationship of any kind with a minor is strictly prohibited.
- Never spend the night at a minor’s home or invite a minor to spend the night at your home.
- Do not spend the night in an “away” location with any child or student (vacation, etc.).
PLANNING EVENTS FOR GROUPS
When planning a group event outside of regular programming, volunteer leaders should keep parents and staff members informed of details and abide by WoodsEdge Community Church policies. Some events may require a release form.
OVERNIGHT EVENTS
Some ministry activities/events require overnight sleeping arrangements for minors, staff members and volunteers (i.e. camp, mission trips, etc.). All programmed overnights must be approved by a ministry supervisor and receive permission from parents. No overnights are allowed on WoodsEdge Community Church property unless part of a ministry-sponsored event. No overnight between any church staff member or volunteer and an unrelated minor may occur in any context. If pre-existing family relationships exist wherein overnights may occur between family friends, these relationships must be communicated to a ministry supervisor.
For each overnight event, WoodsEdge staff must create a child safety plan that will supplement this policy document to provide specific child protection steps unique to the event (activity, travel, location, other groups present).
MEDICATION
Do not administer medication of any kind to any child or student while serving in ministry programs, including over-the-counter drugs. For certain trips or activities (i.e., mission trips, beach/ski retreats), WoodsEdge will bring a medical professional that will dispense appropriate medications consistent with other policies and signed parent permission forms.